Project Information

Bid Title

Insurance Broker Services

Issuing Agency

City of Tulsa

Location

Oklahoma

Published Date

Nov 10, 2025

Closing Date

Dec 10, 2025

Government Level

State & Local

Status

Closed

Ref. #

TAC 871B

Original Source

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Bid Documents

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Project Description

Bid ID:	TAC 871B
Addendum:	0
Bid Due Date:	12/10/2025
Description:	Insurance Broker Services
Bid Document:	RFP TAC 871B Insurance Broker Services.pdf
Attachments:

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City of Tulsa

Finance Department

Request for Proposal

TAC 871B

Professional Services for: Insurance Broker Services

Department: Human Resources

NIGP Commodity Code(s): 918-69, 946-38

RFP Schedule

EVENT

RFP Issue Date

DATE

11/10/2025

Pre-Proposal Conference

No Pre-Proposal Conference

Deadline for Questions

Submit to assigned buyer via email.

Proposal Due Date

Mail or deliver to City Clerk address. Proposals are open

the day after the due date.

12/01/2025

10 Days prior to RFP due date

12/10/2025

If You have any questions or need additional information, contact the Assigned Buyer:

Donny Tiemann | dtiemann@cityoftulsa.org

All questions should be emailed with RFP TAC 871B in the subject line.

Submit proposals (sealed) to:

Office of the City Clerk

City of Tulsa

175 E. 2ND St.

Suite 260

Tulsa, OK 74103

TAC 871B | Insurance Broker Services | Issue Date: November 10, 2025

I.

OVERVIEW AND GOALS:

With this Request for Proposal (RFP), the City is soliciting proposals to secure

professional services of an insurance broker to market the City’s insurance

coverage, make recommendations and advise on risk management services.

We enthusiastically look forward to receiving Your proposal.

II. BACKGROUND:

The City has:

• A population of approximately 400,700

• Approximately 3800 employees

• An adopted operating budget for FY 25 of approximately $103 billion.

The City currently purchases the following insurance:

1. Commercial Property (Including Boiler/Machinery Breakdown)

2. Aviation

3. Commercial General Liability

4. Commercial Excess Liability

5. Government Crime

6. Public Official Bonds

• Mayor -

$25,000

• Finance Director - $100,000

• Purchasing Agent - $100,000

7. Physician’s Liability Insurance

The City is 100% self-insured/self-administered for workers compensation

programs. No excess coverage has been or is currently in force. The City also

provides various employee health insurance coverages. Workers’ compensation

and employee benefit/health insurance will not be a part of broker services

provided under this contract.

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TAC 871B | Insurance Broker Services | Issue Date: November 10, 2025

III. TIMELINE:

The schedule below provides estimated dates for the RFP and contracting

process. The City of Tulsa may adjust this schedule as needed.

EVENT

DATE

RFP Issue Date

11/10/2025

Pre-Proposal Conference

No Pre-Proposal Conference

Deadline for Questions

12/01/2025

PROPOSAL DUE DATE

12/10/2025

Begin proposal evaluations

12/12/2025

Interviews with Respondents (anticipated) 12/18/2025

Award Recommendation

1/08/2026

Negotiations with apparent successful

Respondent begin (anticipated)

1/15/2026

Execute contract (anticipated)

1/21/2026

Begin service delivery (anticipated)

2/02/2026

IV. SCOPE OF WORK:

A. Base Brokerage Services

The cost of all base brokerage services shall be quoted as one annual cost

figure, as indicated in Exhibit A, Price Sheet Summary of this proposal.

THE BROKER WILL NOT COLLECT A COMMISION FROM THE INSURANCE

UNDERWRITERAND WILL BE REQUIRED TO PROVIDE EVIDENCE TO

SUPPORT THIS.

Base brokerage services will include the following:

1. Coverage design - Advise and assist the City in evaluating, selecting

among coverage alternatives and projecting premium levels and

underwriting factors involved in the insurance program structure. Advise the

City on potential gaps or overlaps in coverage.

2. Insurance procurement – Coordinate insurance renewal based on coverage

design. Assist the City with compiling and reviewing of required underwriting

information. Develop insurance specifications. Prepare formal submissions.

Serve as the intermediary between the City and insurance carriers, obtain

quotes, negotiate prices, and recommend placement. The primary goal of

3

TAC 871B | Insurance Broker Services | Issue Date: November 10, 2025

insurance procurement is to ensure the most cost-effective coverage while

adequately addressing risk factors.

3. Administrative assistance – Support for claims and litigation, review of

contractor insurance coverage and risk identification and measurement

facilitation.

Review coverage documents and invoices to ensure coverage has been

correctly issued and billed. Assist with reviewing claims submissions. Ensure

the renewal process for expiring coverage begins timely. Advise of changes

in the marketplace and legislative updates. Monitor insurance company

solvency.

B. Other Services

The Respondent will provide other services as requested by the City. The quote

should include an hourly rate and flat rate fee for these services:

1. Loss control site visits and reporting

2. Employee Training

V. DELIVERABLES:

The products, reports, and plans to be delivered to the City will include:

1) Base brokerage services which include coverage design, insurance

procurement and administrative assistance.

2) Process enrichment and processing assistance to complete claims,

litigation, coverage reviews, loss control, employee training and risk

management.

VI. PERFORMANCE METRICS AND CONTRACT MANAGEMENT:

Performance Metrics

The City will develop performance metrics with the awarded Respondent. These

performance metrics will highlight key priorities that will be analyzed with the

awarded Respondent collaboratively during the life of the contract. The City looks

forward to working with the awarded Respondent to define these important

performance metrics during contract negotiations.

The final set of performance metrics and frequency of collection will be

negotiated by the City and the awarded Respondent prior to the finalization of an

agreement between parties and may be adjusted over time as needed.

Performance

Metric

Data Source Data Collection

Frequency

Data Collection

Responsibility

4

TAC 871B | Insurance Broker Services | Issue Date: November 10, 2025

Contract Performance Monitoring

As part of the City of Tulsa’s commitment to becoming more outcomes-oriented,

we seek to actively and regularly collaborate with awarded Respondents to

enhance contract management, improve results, and adjust service delivery

based on learning what works. Reliable and relevant data is necessary to drive

service improvements, ensure compliance, inform trends to be monitored, and

evaluate results and performance. During the regular meetings that occur

throughout the term of the contract, it is anticipated that the following topics will

be regularly discussed:

• Current status of performance metrics

• Topics of interest or concern to the Respondent

• Discussion and troubleshooting of challenges

• Review of activities on the horizon

• Review of budget and spending this year-to-date

VII. INSTRUCTIONS FOR SUBMITTING A PROPOSAL:

A.

Proposals must be received by 5:00 p.m. on

Wednesday, December 10, 2025, Central Daylight

Time. Please place proposals in a sealed envelope or box

clearly labeled “RFP TAC 871B, Insurance Brokerage

Services”.

Proposals received late will be returned unopened.

B.

Interested Respondents should submit:

One (1) unbound original and three (3) bound copies of

the proposal plus one (1) digital copy (USB drive).

C.

Proposals shall be delivered and sealed to:

Deputy City Clerk

City of Tulsa

175 E. 2nd St.

Suite 260

Tulsa, OK 74103

D. All interested Respondents (Sellers) are required to register with the

Buyer in order to receive updates, addenda or any additional information

required. You can learn more about the registration process on the

following website:

https://www.cityoftulsa.org/government/departments/finance/selling-to-

the-city/register-as-a-vendor/.

The City is not responsible for any failure to register.

E. Inquiries or questions to the Buyer requesting clarification regarding the

Request for Proposal must be made via e-mail and must be received prior

to the end of the business day on Monday, December 1, 2025.

Donny Tiemann, Assigned Buyer

dtiemann@cityoftulsa.org

5

Commodity Codes

• NAICS 524210Insurance Agencies and Brokerages

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