Project Information

Bid Title

Insurance/Risk Mgt Consulting Svc., including Agent/Broker of Record Services

Issuing Agency

City of Middletown

Location

Connecticut

Published Date

Jan 13, 2026

Closing Date

Feb 27, 2026

Government Level

State & Local

Status

Closed

Ref. #

RFP #2026-002

Original Source

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Bid Documents

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Project Description

Bid Number:	RFP #2026-002
Bid Title:	Insurance/Risk Mgt Consulting Svc., including Agent/Broker of Record Services
Category:	Requests for Proposals (RFPs)
Status:	Open

Description: REQUEST FOR PROPOSALS Sealed proposals, addressed to the Supervisor of Purchases, City of Middletown, Municipal Building, Room 112, 245 deKoven Drive, Middletown, CT, shall be received until Friday, February 27, 2026 by 3:00 pm for the following service: RFP #2026-002 INSURANCE/RISK MANAGEMENT CONSULTING SERVICES INCLUDING AGENT/BROKER OF RECORD SERVICES OFFICE OF THE GENERAL COUNSEL The City of Middletown will accept proposals from interested brokers/agents to be evaluated by the City of Middletown to select a broker(s)/agent(s) to service its property and casualty insurance program and provide insurance and risk management consulting services, effective July 1, 2026. Proposal Packages inclusive of an “Insurance Broker Qualifications Questionnaire” may be obtained at the Purchasing Department, Room 112, Municipal Building, 245 DeKoven Drive, Middletown, CT, Monday - Friday, between the hours of 8:30 a.m. and 4:30 p.m. for a fee of $.50 per page. It is preferred that they are downloaded free of charge on the City of Middletown web site: www.MiddletownCT.gov. All questions concerning this RFP should be directed in writing to the Purchasing Department via fax at 860-638-4895 or email at For security reasons, you must enable JavaScript to view this E-mail address.. All proposals shall be submitted in the order stipulated on the RFP and in a clearly marked, sealed envelope using the Bid Return Label provided as designated in the Information for Bidders.  All proposals must be received by Supervisor of Purchases, Room 112, City of Middletown, 245 DeKoven Dr., Middletown CT  06457 no later than the date and time specified. Responses received after this date will not be considered. The City of Middletown reserves the right to waive any defect or any irregularity in any RFP and reserves the right to reject any or all proposals or any part thereof.   Proposals, amendments to proposals or withdrawals of proposals received after the time set for receipt of the proposals shall not be considered. All bids and proposals are subject to, and must comply with the equal opportunity and non-discriminatory provisions set forth in the Affirmative Action Plan of the City of Middletown. Date: 01/13/2026 Middletown, Connecticut Donna L. Formato, CPPB, NIGP-CPP Supervisor of Purchasing Publication Date/Time: 1/13/2026 8:00 AM Closing Date/Time: Open Until Contracted Related Documents: RFP #2026-002 Insurance/Risk Management Consulting Svc. Including Agent/Broker of Record Svc

Attachment Preview

CITY OF MIDDLETOWN

PURCHASING DEPARTMENT

MUNICIPAL BUILDING

245 DEKOVEN DRIVE, ROOM 112

MIDDLETOWN, CT 06457

(860) 638-4895

CONTRACT DOCUMENTS FOR

RFP #2026-002

INSURANCE/RISK MANAGEMENT CONSULTING SERVICES

INCLUDING AGENT/BROKER OF RECORD SERVICES

OFFICE OF THE GENERAL COUNSEL

Proposals due by: Friday, February 27, 2026 by 3:00 pm

DONNA L. FORMATO, CPPB, NIGP-CPP

SUPERVISOR OF PURCHASES

CARL R. ERLACHER

DIRECTOR OF FINANCE AND REVENUE SERVICES

1

The Contract Documents for the contract entitled:

RFP #2026-002

INSURANCE/RISK MANAGEMENT CONSULTING SERVICES

INCLUDING AGENT/BROKER OF RECORD SERVICES

OFFICE OF THE GENERAL COUNSEL

REQUEST FOR PROPOSALS

PAGE

3

GENERAL TERMS AND CONDITIONS

4-6

GENERAL SPECIFICATIONS

7

BACKGROUND INFORMATION

7-8

SCOPE OF SERVICES

8-10

PROPOSAL REVIEW AND SELECTION PROCESS

10-11

OTHER CONDITIONS

11

INSURANCE BROKER QUALIFICATIONS QUESTIONNAIRE

12-13

RFP PROPOSAL PAGES

14-16

NON COLLUSIVE BID STATEMENT

17

EQUAL OPPORTUNITY EMPLOYMENT POLICY

18

STATEMENT OF BIDDERS EEO COMPLIANCE

19

APPENDIX B – INSURANCE REQUIREMENTS

20

BID RETURN LABEL

`

21

SCHEDULE OF INSURANCE

22-24

CITY OF MIDDLETOWN ADDITIONAL INSURANCE POLICIES

25

2

REQUEST FOR PROPOSALS

Sealed proposals, addressed to the Supervisor of Purchases, City of Middletown, Municipal Building, Room 112, 245

deKoven Drive, Middletown, CT, shall be received until Friday, February 27, 2026 by 3:00 pm for the following service:

RFP #2026-002

INSURANCE/RISK MANAGEMENT CONSULTING SERVICES

INCLUDING AGENT/BROKER OF RECORD SERVICES

OFFICE OF THE GENERAL COUNSEL

The City of Middletown will accept proposals from interested brokers/agents to be evaluated by the City of Middletown

to select a broker(s)/agent(s) to service its property and casualty insurance program and provide insurance and risk

management consulting services, effective July 1, 2026.

Proposal Packages inclusive of an “Insurance Broker Qualifications Questionnaire” may be obtained at the Purchasing

Department, Room 112, Municipal Building, 245 DeKoven Drive, Middletown, CT, Monday - Friday, between the hours

of 8:30 a.m. and 4:30 p.m. for a fee of $.50 per page. It is preferred that they are downloaded free of charge on the

City of Middletown web site: www.MiddletownCT.gov. All questions concerning this RFP should be directed in writing

to the Purchasing Department via fax at 860-638-4895 or email at purchase@MiddletownCT.gov.

All proposals shall be submitted in the order stipulated on the RFP and in a clearly marked, sealed envelope using the Bid

Return Label provided as designated in the Information for Bidders. All proposals must be received by Supervisor of

Purchases, Room 112, City of Middletown, 245 DeKoven Dr., Middletown CT 06457 no later than the date and time

specified. Responses received after this date will not be considered.

The City of Middletown reserves the right to waive any defect or any irregularity in any RFP and reserves the right to reject

any or all proposals or any part thereof. Proposals, amendments to proposals or withdrawals of proposals received after

the time set for receipt of the proposals shall not be considered.

All bids and proposals are subject to, and must comply with the equal opportunity and non-discriminatory provisions set

forth in the Affirmative Action Plan of the City of Middletown.

Date: 01/13/2026

Middletown, Connecticut

Donna L. Formato, CPPB, NIGP-CPP

Supervisor of Purchases

3

GENERAL TERMS AND CONDITIONS

Any prospective respondents must be willing to adhere

to the following conditions and must positively state

9. Changes to Proposal - No additions or changes

their compliance to them in the proposal document.

to the original proposal will be allowed after

submittal.

1. Acceptance or Rejection by the City of

Middletown The City of Middletown reserves

10. Collusion - By responding, the Proposer

the right to accept and or reject any or all

implicitly states that the proposal is not made in

proposals submitted for consideration or to

connection with any competing entity

negotiate separately in any manner necessary

submitting a separate response to the RFP, and

to serve the best interests of the City.

is in all respect fair and without collusion or

Respondents whose proposals are not accepted

fraud. It is further implied that the Proposer did

shall be notified in writing.

not participate in the RFP development process,

had no knowledge of the specific contents of

2. Ownership of Proposals - All proposals

the RFP prior to its issuance, and that no

submitted in response to this RFP are to be the

employee of the City participated directly or

sole property of the City of Middletown and

indirectly in the Proposer's proposal

subject to the provisions of Section 1-19 of the

preparation. The respondent shall be required

Connecticut General Statutes (re: Freedom of

to complete and submit the Non-collusive

Information).

Statement incorporated herein with their

proposal.

3. Timing and Sequence - Timing and sequence of

events resulting from this RFP will ultimately be

11. Contract Requirements - A formal contractual

determined by the City of Middletown.

arrangement will be entered into with the

Proposer selected as per the City of

4. Oral Agreements - Any alleged oral agreement

Middletown's standard form of Agreement. The

or arrangement made by the Proposer with any

contents of the proposal submitted by the

agency or employee will be superseded by the

successful respondent and the RFP will become

written agreement.

part of any contract award. The terms and

conditions of which shall be negotiated and

5. Amending or Canceling Requests - The City of

accepted by mutual agreement between the

Middletown deserves the right to amend or

parties.

cancel this RFP, prior to the due date and time,

if it chooses to do so for any reason.

12. Rights Reserved to the City of Middletown – It

is the intent of the City to award one (1)

6. Rejection for Default or Misrepresentation - The

contract to the responsible Entity submitting

City of Middletown reserves the right to reject

the most qualified proposal. The City of

the proposal of the Proposer which is in default

Middletown reserves the right to award in part,

of any prior contract of for misrepresentation.

to reject any and all proposals in whole or in

part, and to waive technical defects,

7. City's Clerical Errors in Awards - The City of

irregularities and omissions if, in its judgment,

Middletown reserves the right to correct

the best interest of the City will be served.

inaccurate awards resulting from its clerical

However, the City shall reserve the right to

errors.

make award(s) based upon whatever is in the

best interest of the City.

8. Rejection of Qualified Proposals - Proposals are

Partial Bids – Partial Bids will not be accepted.

subject to rejection in whole or in part if they

limit or modify any of the terms and conditions

13. Termination - If the Proposer fails to fulfill its

and/or specifications of the RFP.

obligations under this Agreement violates any of

4

the covenants, agreements, or stipulations of

this Agreement, or if the City deems that the

Proposer’s conduct could have a negative effect

on the reputation of the City, the City shall have

the right, in its sole discretion, to terminate this

Agreement immediately. The City also shall

have the right, in its sole discretion, to

terminate this contract without cause by giving

thirty (30) days written notice to the Proposer of

such termination specifying the date of such

termination. Upon termination of the

Agreement, the City shall have no obligation to

pay Vendor for services not performed or goods

not received. “

14. Interpretations and Addenda - No oral

interpretations shall be made to any bidder as

to the meaning of any of the Contract

Documents or to be effective to modify any of

the provisions of the Contract Documents.

Every request for an interpretation shall be

made in writing, addressed and forwarded to

15.

the Supervisor of Purchases, Municipal

Building, 245 DeKoven Drive, Middletown,

Connecticut, 06457. Questions may be sent

via facsimile to (860) 638-1995 or emailed at

purchase@middletownct.gov

16.

To receive consideration, such questions shall

be submitted in writing. Deadline for

submission of questions is Friday, February 6,

2026 by noon (EST). If the question involves

17.

the equality or use of products or methods, it

must be accompanied by drawings,

specifications or other data in sufficient detail

to enable the Supervisor of Purchases to

determine the equality or suitability of the

product or method. In general, the Supervisor

of Purchases will neither approve nor

disapprove particular products prior to the

opening of the bids; such products will be

18.

considered when offered by the bidder for

incorporation into the work.

The Purchasing Supervisor will arrange an

Addenda, which shall become a part of the

contract, all questions received as above

provided and the decision regarding each. The

5

Purchasing Supervisor will post said addenda to

the City website at www.middletownct.gov.

Non-receipt of said Addenda shall not excuse

compliance with said addenda. It is the bidder’s

responsibility to determine whether any

addenda have been issued and if so whether

he/she has received a copy of each. Nothing in

this section shall prohibit the Purchasing

Supervisor from posting Addenda to extend the

deadline for the receipt of bids at any time and

for any reason.

It is the responsibility of each Proposer to visit

our website at www.middletownct.gov to

view additional information and/or

acknowledge any addenda’s issued prior to

submitting a proposal.

No alleged "verbal interpretation" shall be held

valid. Any addenda issued during the bidding

period shall supersede previous information.

Certificates of Insurance - The selected Proposer

shall be required to provide appropriate

Certificates of Insurance as indicated in the

Attachment "Insurance Requirements".

Withdrawal of Proposals - Negligence on the

part of the Proposer in preparing the proposal

confers no right of withdrawal after the time

fixed for the acceptance of the proposals.

Assigning, Transferring of Agreement - The

successful Proposer is prohibited from assigning,

transferring, conveying, subletting or otherwise

disposing of this agreement of its rights, title or

interest therein or its power to execute such

agreement to any other person, company or

corporation without the prior consent and

approval in writing by the City.

Cost of Preparing Proposal - The City shall not

be responsible for any expenses incurred by the

Proposer in preparing and submitting a

proposal. All proposals shall provide a straight-

forward, concise delineation of the firm's

capabilities to satisfy the requirements of this

request. Emphasis should be on completeness

and clarity of content.

Commodity Codes

• NAICS 541611Administrative Management and General Management Consulting Services

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