Project Information

Bid Title

Employee Benefits Insurance - Dental

Issuing Agency

City of Portland

Location

Texas

Published Date

May 19, 2026

Closing Date

May 27, 2026

Government Level

State & Local

Status

Closed

Ref. #

RFP 6860

Original Source

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Bid Documents

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Project Description

Bid Number:	RFP 6860
Bid Title:	Employee Benefits Insurance - Dental
Category:	Request for Proposal or Bid Opportunities
Status:	Open
Additional Status Information:	N/A
Bid Recipient:	N/A

Description: The City of Portland (hereinafter referred to as the “City”) is requesting proposals from dental insurance carriers to provide services for full-time City employees. The City’s employee benefits consultant, Higginbotham Insurance Agency, Inc., will assist the City in reviewing proposals and providing recommendations regarding plan design and carrier selection. The purpose of this RFP is to provide minimum requirements, solicit proposals and gain adequate information from which the City may evaluate the Proposer’s products and services as they compare to other providers and as they pertain to the needs of the City’s organization as defined in this document. The objective is to identify and award a contract to the Proposer whose Proposal is determined by the City to be the most advantageous (“Best Value”) to the City. The Proposal must be submitted in a sealed envelope bearing the title “SEALED PROPOSAL – RFP No. 6860 FOR EMPLOYEE BENEFITS INSURANCE – DENTAL” along with Proposer’s name, address and contact information. The Proposer shall submit two (2) hard copies and one (1) electronic copy of the completed proposal, and any other required documentation or information identified in this RFP, addressed to: City of Portland Elisa Silva – City Secretary 1900 Billy G. Webb Dr. Portland, TX 78374 Publication Date/Time: 4/16/2026 8:00 AM Publication Information: Please refer to contact person listed below. Closing Date/Time: 5/27/2026 2:00 PM Submittal Information: Please refer to contact person listed. Bid Opening Information: Refer to RFP for details. Addendum Date/Time: Please refer to RFP document. Pre-bid Meeting: N/A Contact Person: Sandra Rodriguez Purchasing Officer City of Portland sandra.rodriguez@portlandtx.gov 361-777-4576 Download Available: Download Fee: N/A Plan & Spec Available: N/A Business Hours: 8am-5pm (CT) Fax Number: N/A Plan Holders List: N/A Special Requirements: Proposals must be received before the date and time specified in this RFP. Without exception, Proposals received on or after this deadline will be deemed late, non- responsive and will not be considered. Miscellaneous: The City reserves the right to reject any or all Proposals, to waive any non-material irregularities or informalities in any RFP, and to accept or reject any item or combination of items. Related Documents: RFP No. 6860 for Employee Benefits Insurance - Dental Addendum No. 1 - RFP 6860 Employee Benefits Insurance - Dental Addendum No. 2 - RFP 6860 Employee Benefits Insurance - Dental

Attachment Preview

REQUEST FOR PROPOSAL (RFP)

RFP No. 6860 for Employee Benefits Insurance – Dental

Released: April 16, 2026

Proposal Due: May 20, 2026 at 2:00 p.m. (CT)

Submit Proposals to:

City Secretary

City of Portland

1900 Billy G. Webb Dr.

Portland, TX 78374

City of Portland

RFP No. 6860 for Employee Benefits Insurance – Dental

SECTION 1 – NOTICE OF REQUEST FOR PROPOSAL

A. Introduction

The City of Portland (hereinafter referred to as the “City”) is requesting proposals from dental

insurance carriers to provide services for full-time City employees.

The City employs 189 full-time employees and currently offers retiree dental coverage to 42 eligible

retirees. Dependent coverage is available to eligible employees and retirees who elect coverage.

The City currently utilizes Employee Navigator for its enrollment platform.

The City’s employee benefits consultant, Higginbotham Insurance Agency, Inc., will assist the City in

reviewing proposals and providing recommendations regarding plan design and carrier selection.

The contact person for this Request for Proposal is:

Sandra Rodriguez

Purchasing Officer

City of Portland

sandra.rodriguez@portlandtx.gov

361-777-4576

B. General Information

The purpose of this RFP is to provide minimum requirements, solicit proposals and gain adequate

information from which the City may evaluate the Proposer’s products and services as they

compare to other providers and as they pertain to the needs of the City’s organization as defined in

this document.

The objective is to identify and award a contract to the Proposer whose Proposal is determined by

the City to be the most advantageous (“Best Value”) to the City.

C. Project Timeline Schedule:

Activity

Date/Time

Request for Proposal Release Date

April 16, 2026

Deadline for Requests for Clarification

(Questions & Inquiries)

April 27, 2026 by 5:00 p.m. (CT)

Responses to Requests for Clarification

April 30, 2026

Proposals Due Deadline

May 20, 2026, at 2:00 p.m. (CT)

Anticipated Award of Contract

June 16, 2026

The City reserves the right to change the schedule of dates above as deemed necessary.

Page 2 of 9

City of Portland

RFP No. 6860 for Employee Benefits Insurance – Dental

SECTION 2 – INSTRUCTIONS TO PROPOSERS

A. Proposal Process

a. Unauthorized modifications of specifications, forms or terms may render the proposal invalid.

b. The Proposer shall submit two (2) hard copies and one (1) electronic copy of the completed proposal,

and any other required documentation or information identified in this RFP, addressed to:

City of Portland

Elisa Silva – City Secretary

1900 Billy G. Webb Dr.

Portland, TX 78374

c. The Proposal must be submitted in a sealed envelope bearing the title “SEALED PROPOSAL – RFP

No. 6860 FOR EMPLOYEE BENEFITS INSURANCE – DENTAL” along with Proposer’s name, address and

contact information.

d. Proposers shall comply with any additional detailed instructions regarding submission of proposals

found in this RFP.

e. The deadline for submission of Proposals is May 20, 2026 at 2:00 p.m. (CT).

f. Proposals must be received before the date and time specified in this RFP. Without exception,

Proposals received on or after this deadline will be deemed late, non- responsive and will not be

considered.

g. The City’s Purchasing Policy requires that all Proposals must be submitted and remain sealed, secret,

and unopened until the DUE DATE AND TIME specified in this RFP. Therefore, Proposals submitted

directly to the City by facsimile or e-mail will be considered non-responsive and eliminated from

consideration.

h. Sealed Proposals may be submitted in person, by U.S. Mail, Special Delivery, or courier service.

i. Proposals should not include taxes as the City is tax exempt. The City’s Tax Exemption Certificate will

be provided upon request.

j. Should there be any shipping involved in this Proposal, shipping shall be FOB Destination and

included in the pricing unless specifically listed as a Proposal item.

k. Any time stated in this RFP refers to local time, which is Central Time, and any number of days shall be

construed as calendar days.

l. The City reserves the right to reject any or all Proposals, to waive any non-material irregularities or

informalities in any RFP, and to accept or reject any item or combination of items.

m. All costs incurred by the Proposer in responding to the RFP shall be borne by the Proposer.

B. Requests for Clarification

a. Any Proposer requiring further clarification of the RFP process and procedures should submit requests

for clarification in writing in the form of questions and/or inquiries to the City’s Purchasing Officer,

Sandra Rodriguez, at sandra.rodriguez@portlandtx.gov before 5:00p.m. (CT) on April 27, 2026. The

Proposer should request confirmation via email that the request for clarification(s) was received or

follow up with a phone call, if necessary, to confirm receipt. The City’s Purchasing Officer can be

reached at 361-777-4576.

b. An addendum will be issued to address the questions and answers along with any changes to the

documents as a result of these requests for clarifications. The addenda will be released by close of

Page 3 of 9

City of Portland

RFP No. 6860 for Employee Benefits Insurance – Dental

business on April 30, 2026. Proposers must acknowledge receipt of all Addenda.

c. Proposers’ request for clarifications (questions & inquiries) and the City’s response(s) can be found

on the City’s website in the form of an addenda on the specified date.

d. All other City employees do not have the authority to respond for the City regarding this RFP. Any

attempt by a Proposer, the Proposer’s officers, employees, or agents to lobby or influence a vote or

recommendation related to the Proposer’s Proposal submitted in response to this RFP, directly or

indirectly, through any contact with City Council members or other City officials between the date this

RFP is released to the public and the date a contract is awarded by the City may result in rejection of

the Proposer’s Proposal at the discretion of the City Manager or designee.

C. Proposer Minimum Requirements

a. The Proposer must be authorized and licensed to provide dental insurance coverage in the State of

Texas.

b. The Proposer must have experience providing group dental insurance services to public or private

sector employers.

c. The Proposer must provide at least three (3) references from current or recent clients for whom similar

services have been provided.

Page 4 of 9

City of Portland

RFP No. 6860 for Employee Benefits Insurance – Dental

SECTION 3 – GENERAL CONDITIONS

A. Procedural and Content Questions

During review of this RFP and preparation of the Proposal, certain errors, omissions or ambiguities may

be discovered. If so, or if there are doubts or concerns about the meaning of any part of this RFP,

questions should be submitted to the City’s designated Purchasing Officer as described in this RFP.

B. Basis for Proposal

a. Proposers should carefully examine the entire RFP, any addenda thereto and any related materials and

dates referenced in the RFP. Proposers shall become fully aware of the specifications and

requirements.

b. In the event of discrepancy, immediately notify the City. Failure to notify the City and give written

notice of discrepancies shall constitute acceptance by the successful Proposer of existing conditions.

c. All Proposers are responsible for the cost to produce their Proposal. Proposers are also responsible for

their proposal’s content, timeliness of submission and withdrawal.

C. Requirements

Any variance in any item must be specified clearly under the Exceptions to Bidder's Proposal by Bidder in

order to have a valid proposal. Any exceptions taken may be just cause for disqualification.

D. General Conditions

Sections must be filled out completely. The contract shall be awarded in whole to the vendor who provides

goods or services at the best value for the City.

E. Audit

Contractor shall provide the City of Portland with a line-item report of quantities and expenditures at any

time during the term of this contract for materials, commodities, or services rendered as requested by the

Finance Department.

F. Non-Funding Clause

The City of Portland’s budget is funded on an October 1st to September 30th fiscal year basis. Accordingly,

the City of Portland reserves the right to terminate this contract by giving Offeror thirty (30) days written

notice, without liability to the City, in the event that funding for this contract is discontinued or is no longer

available.

G. Carrier Authorization

The Proposer must be authorized and licensed to provide dental insurance in the State of Texas.

The Proposer must maintain financial strength ratings acceptable to the City and be in good standing with

the Texas Department of Insurance.

Proposers should have a minimum financial strength rating of A- (Excellent) or better from A.M. Best.

H. Compliance with Laws

Offeror shall comply with all federal and state laws and City Ordinances and Codes applicable to the

Offeror's operation under this contract. These Specifications and the contract resulting here from shall be

fully governed by the laws of the State of Texas, and shall be fully performable in San Patricio County,

Texas, where venue for any proceeding arising hereunder will lie.

Page 5 of 9

Commodity Codes

• NAICS 524114Direct Health and Medical Insurance Carriers
• NAICS 541611Administrative Management and General Management Consulting Services
• NAICS 541612Human Resources Consulting Services

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