Project Information

Bid Title

RFP-2026-10-02-LAKEWAY Fully Insured Dental, Vision, Basic Life/AD&D, Vol. Life/AD&D, LTD, Vol. STD, Worksite Products

Issuing Agency

Lakeway city

Location

Texas

Published Date

Jun 10, 2026

Closing Date

Jun 25, 2026

Government Level

State & Local

Status

Closed

Original Source

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Bid Documents

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Project Description

RFP-2026-10-02-LAKEWAY Fully Insured Dental, Vision, Basic Life/AD&D, Vol. Life/AD&D, LTD, Vol. STD, Worksite Products

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REQUEST FOR PROPOSALS

City of Lakeway

Fully Insured Dental, Vision, Basic Life/AD&D, Vol. Life/AD&D, LTD, Vol. STD, Worksite Products

PROPOSAL NUMBER: 2026-10-01-LAKEWAY

PROPOSALS MUST BE RECEIVED ON OR BEFORE:

5:00 PM (CST) on June 25, 2026

PROPOSAL SUBMISSION

DEADLINE: Proposals must be received on or before 5:00 PM on June 25, 2026.

COPIES: Proposals shall be delivered via electronic mail attachment to:

Gallagher Benefit Services, Inc.

Attn: Rebecca Hawes, Consultant

Rebecca_Hawes@ajg.com

SUBMITTING PROPOSALS: There will be no formal proposal opening at the expiration of the

response deadline. Respondent submissions received by the due date and time will be duly noted. Any

proposal received after the time and date stated above, regardless of delivery, will not be considered and

will be returned unopened.

Questions regarding this Proposal must not be directed to City of Lakeway employees, City of Lakeway

Council, commission, nor committee members. Clarification requests will not be accepted by telephone.

All responses to clarification requests will be provided to all known proposers in writing by email and

publication on the City’s website. All questions should be sent to Rebecca_Hawes@ajg.com. Questions

pertaining to this proposal must be received no later than June 25, 2026.

TABLE OF CONTENTS

Page

RFP Requirements

3

Award of Agreement

4

Terms and Conditions

5

Specifications and Conditions

6

Proposal Contacts

9

Evaluation Criteria

10

Signature of Acceptance

11

References

13

Debarment Certification

14

Conflict of Interest

15

Copyright Material

17

Form W-9

18

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RFP REQUIREMENTS

PROPOSALS: All proposals shall be delivered via electronic mail attachment to Rebecca Hawes

(rebecca_hawes@ajg.com) of Gallagher Benefit Services, Inc., with the Respondent’s name, address, RFP

number and name indicated within the email.

TABLE OF CONTENTS: Please submit your proposal information in order as shown in the “The

Table of Contents”. Your proposal should mirror “The Table of Contents” section of the City’s Request

for Proposal (RFP). Please tab each section of your proposal so the City can easily determine each section

of your submission. Your proposal must include all items set forth in this section of the RFP.

LEGIBILITY: Proposals must be legible and of a quality that can be reproduced.

FORMS: All complete proposals shall also include forms provided in this RFP packet. Changes to the

RFP packet made by respondents may disqualify their proposal. Proposals cannot be altered or amended

after the submission deadline other than those obtained during the negotiation process.

LATE PROPOSAL: Proposals received after the submission deadline will be returned to the respondent

as they are considered void and unacceptable.

RESPONSIBILITY: It is expected that a prospective respondent will be able to affirmatively

demonstrate the respondent’s responsibility. A prospective respondent should be able to meet the

following requirements:

a) Have adequate financial resources, or the ability to obtain such resources as required;

b) Be able to comply with the required or proposed delivery schedule;

c) Have a satisfactory record of performance;

d) Qualified and eligible to receive an award.

The City may request representation and other information sufficient to determine respondent’s ability to

meet these minimum standards listed above.

WITHDRAWAL OF PROPOSAL: A respondent may withdraw a proposal that has been submitted at

any time up to the RFP closing date and time. To accomplish this, a written request signed by an authorized

representative of the respondent shall be submitted to the RFP contacts listed within this proposal. Once

the proposals are opened, all proposals shall be valid for a period of sixty days (60) after the RFP closing

date with an effective date of October 1, 2026.

QUALIFICATIONS:

 All companies submitting proposals must be licensed by the State of Texas and be permitted to

contract with the State or any of its subdivisions. Further, it is preferred that companies be

recommended in the ratings from A.M, Best with a general policyholder’s rating of at least A.

Your current A.M. Best rating shall be included in your response.

 Companies who fall under the guidelines of the Texas Political Subdivision Uniform Group

Benefits Act (Chapter 172 Local Government Code) and the Interlocal Cooperation Act (Article

4413 (32e)) Vernon’s Texas Civil Statutes will be acceptable.

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DISQUALIFICATIONS: Disqualification may occur for any of the following reasons:

 The respondent is involved in any litigation against the City.

 The respondent is in arrears on any existing contract or has defaulted on a previous contract with

the City.

 The respondent is debarred, suspended, or otherwise excluded from or ineligible for

participation in State or Federal assistance programs.

CONSULTANT: The City has retained the services of Gallagher Benefit Services (“Consultant”) to

assist the City in analyzing respondents pricing, services, and capabilities for plans proposed to the City.

The Consultant has been paid standard commissions for assisting the City in creating this RFP and in

assisting the City with obtaining the most advantageous proposals.

COMMISSIONS: It is required that standard commissions be submitted as follows, unless otherwise

dictated by carrier:

Dental – Flat 10%

Vision – Flat 10%

Basic Life/AD&D – Flat 15%

Vol. Life/AD&D – Flat 15%

LTD – Flat 15%

Vol. STD – Flat 15%

Worksite – Standard Commission

ACCEPTANCE OF PROPOSAL CONTENT: Before submitting a proposal, each respondent shall

make all investigations and examinations necessary to ascertain all conditions and requirements affecting

the performance of the contract and to verify any representations made by the City upon which the

proposal will rely. If the respondent receives an offer because of its proposal, failure to have made such

investigation and examinations will in no way relieve the respondent from its obligation to comply in

every detail with all provisions and requirements.

EQUAL EMPLOYMENT OPPORTUNITY: Respondents need to adhere to the requirement for

ensuring that employees and applicants for employment are not discriminated against because of their

race, color, religion, sex, national origin, age, disability or political affiliation or belief. Also, no insurance

policy should be offered, that would discriminate against any employee of the City.

AWARD OF AGREEMENT

The RFP award(s) are anticipated to be made within a reasonable time after the RFP closing date. The

City may reject or award an RFP on a per item or service basis. Results may be obtained by contacting the

consultant.

AWARD OR REJECTION: All proposals may be awarded or rejected in total or in part at the sole

discretion of the City. The City may waive any informality or irregularity. Proposals may be awarded or

rejected in any combination the City selects.

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The City will select the most highly qualified respondent(s) of the requested services based on

demonstrated competence and qualifications and then attempt to negotiate with respondent(s) a

contract(s) at a fair and reasonable price.

AGREEMENT: This proposal, when properly accepted by the City, shall constitute an agreement

equally binding between the successful Respondent and the City. The successful respondent may be

required to sign an additional agreement containing terms necessary to ensure compliance with the

proposal.

AGREEMENT PERIOD(S): Agreement term shall be for one (1) year beginning October 1, 2026, with

two (2) optional annual renewals.

AGREEMENT PRICE AND TERM RENEWALS: Pricing shall remain firm during the initial term

of the agreement. It is the intent of the City of Lakeway to enter into a one (1) year contract, including

annual renewal options. This contract shall become effective October 1, 2026. The City shall have the

option of renewing the contract for a maximum of two (2) additional one (1) year terms to be awarded

one (1) year at a time, subject to approval of funding and review of the service provided by the Contractor,

and if mutually agreed to by the City and the contracted vendor. The City is requesting that the successful

vendor guarantee the pricing of the Dental, Vision, Basic Life/AD&D, Vol. Life/AD&D, LTD, Vol. STD

and Worksite Products for a minimum of one (1) year. Consideration of Contract renewals shall be

contingent upon the next year’s contract pricing being received by the City and the City at least three (3)

months prior to the expiration of the current contract.

TERMS AND CONDITIONS

STATEMENTS: No oral statement of any person shall modify or otherwise change, or affect the terms

and conditions; plans and/or specifications stated in this RFP packet and/or RFP

instructions/requirements.

ETHICS: The respondent shall not accept or offer gifts or anything of value nor enter into any business

arrangement with any employee or official of the City prior to an award of contract or during the

agreement performance dates.

DOCUMENTATION: Respondent shall provide with this RFP response, all documentation required

by this proposal. Failure to provide this information may make the RFP non-responsive and as a result

the RFP may be rejected by the City.

INDEMNIFICATION: To the fullest extent permitted by applicable law, the respondent, and its

partners, employees, (collectively “Indemnitors”) shall and do agree to indemnify, protect, defend with

counsel approved by the City, and hold harmless City, representatives of the City, the Council of the City,

its various departments, and their respective officers, directors and employees (collectively “Indemnitees”)

from and against all claims. Damages, losses, liens, causes of action, suits, judgments, and expenses,

including attorney fees, of any nature, kind, or description (collectively “Liabilities”) of any person or

entity whomsoever arising out of, caused by, or resulting from the performance of the services or any part

thereof which are caused in whole or in part by any negligent act or omission of the respondent, anyone

directly or indirectly employed by it or anyone for whose acts it may be liable, even if it is caused in part

by the negligence or omission of any Indemnitee, so long as it is not caused by the sole negligence or

willful misconduct of any Indemnitee. In the event more than one of the Indemnitors are connected with

an accident or occurrence covered by this indemnification, then each of such Indemnitors shall be jointly

and severally responsible to the Indemnitees for indemnification and the ultimate responsibility among

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Commodity Codes

• NAICS 339114Dental Equipment and Supplies Manufacturing

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