Project Information

Bid Title

Bid Description: Request for Proposals: Insurance Agency/Brokerage Services

Issuing Agency

Pittsburg city

Location

Kansas

Published Date

Dec 19, 2025

Closing Date

Jan 16, 2026

Government Level

State & Local

Status

Closed

Original Source

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Bid Documents

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Project Description

Bid Description: Request for Proposals: Insurance Agency/Brokerage Services

Bid Release
Date: Friday, December 19, 2025

Bid Closing Date: Friday, January 16, 2026 - 2:00 pm

The City of Pittsburg, Kansas is requesting proposals to provide insurance agency/brokerage services to the City. The City’s insurance broker works closely with the City’s Clerk and staff. The City’s current insurance program includes property and casualty and associated lines, crime, fiduciary, and cyber-liability.

Deadline for proposals will be 2:00 p.m., Friday, January 16 th , 2026.

For more information and the full Request for Proposals please go to the link below:

Jacob Bennett, Deputy City Clerk
City of Pittsburg
201 West 4th
P.O. Box 688
Pittsburg, KS 66762

Faxed and/or emailed proposals will not be accepted.

Details:

City Of Pittsburg Insurance Request for Proposal- 2025

Attachment Preview

Request for Proposal

Insurance Agency/Brokerage Services

Issue Date:

December 19th 2025

Issued By:

City of Pittsburg, Kansas

201 West 4th Street

PO Box 688

Pittsburg KS 66762

Inquires:

Jacob Bennett

Deputy City Clerk

620-230-5680

jacob.bennett@pittks.org

Proposals Due: 2 PM (central) January 16th 2026

1 I R F P - City of Pittsburg- Insurance Agency/Brokerage Services

Table of Contents

1. Introduction .................................................................................................................... 3

2. General Information....................................................................................................... 3

3. Guidelines.........................................................................................................................3

A. Contact with City of Pittsburg Employees ............................................................. 3

B. Costs of RFP Preparation and Submission ................................................................4

C. Interviews ..................................................................................................................4

D. Negotiation and Contract .........................................................................................4

4. Eligibility ...........................................................................................................................5

5. Response .........................................................................................................................5

A. Response Instructions and Deadline........................................................................6

B. Proposal Outline .........................................................................................................6

Section A: Executive Summary ..................................................................................6

Section B: Background and Qualifications .................................................................6

Section C: Insurance Marketplace..............................................................................7

Section D: Insurance Program ................................................................................... 9

Section E: Services ..................................................................................................... 9

Section F: Pricing...................................................................................................... 10

Section G: References.............................................................................................. 11

6. Evaluation and Timeline ...............................................................................................11

A. Evaluation................................................................................................................11

B. Preliminary Timeline...............................................................................................12

2 I R F P - City of Pittsburg- Insurance Agency/Brokerage Services

1. Introduction

The City of Pittsburg, Kansas (the "City") is requesting proposals to provide insurance agency/brokerage

services to the City. The City's insurance broker works closely with the City's Clerk and staff. The City's

current insurance program includes property and casualty and associated lines, crime, fiduciary, and

cyber-liability. Workers Compensation insurance is handled separately by the Human Resources

Department. The major insurance policies are on an April 1 to March 31 annual renewal schedule (an

"insurance program year").

The City was incorporated in 1880 and has operated under the Commission-Manager form of government

since 1949. Policy-making and legislative authority are vested in the City's governing body, consisting

of the Mayor and 4 commission members, all elected at large and on a non-partisan basis. The City

Commission appoints the City Manager, which in turn appoints the heads of the various departments.

The Mayor is selected annually by the commissioners themselves and serves a one-year term. The

City has a budget of approximately $75 million for 2026 and over 200 full time employees offering a

wide range of City services and facilities.

2. General Information

This Request for Proposal ("RFP") provides guidelines for the submission of proposals to provide

independent, responsible, and qualified insurance agency/brokerage services to the City. The City

intends to select one respondent to act as the City's insurance agent and broker but reserves the right

to select multiple respondents as semifinalists to participate in a competitive market selection process

as described in Section 3-D. The City intends to issue a contract for one year, with an option for the

City to extend the contract for up to two (2) additional one-year periods, however, the term of the

Agreement is not guaranteed and is subject to annual renewal and termination as provided in the

contract document. The City's agreement with its current insurance broker expires March 31, 2026.

Broker will comply with applicable regulatory requirements, federal, state, and local laws, rules,

regulations, orders, codes, criteria and standards, including but not limited to K.S.A. 44-1030.

3. Guidelines

A. Contact with City of Pittsburg Employees

To ensure a fair and objective evaluation of all proposals, questions or inquiries about this RFP must

be submitted by email to Jacob Bennett Deputy City Clerk at jacob.bennett@pittks.org

3 I R F P - City of Pittsburg- Insurance Agency/Brokerage Services

Contact with other City employees regarding this RFP or the services requested may be grounds for

disqualification.

B. Costs of RFP Preparation and Submission

Each respondent shall be responsible for all costs incurred to prepare and submit a response to this

RFP (a "proposal"). Each respondent is solely responsible for all costs associated with respondent's

participation in the selection process, including but not limited to, preparing a proposal, interviews with

the City, and conducting due diligence. This includes any costs of travel and accommodation for

respondent's personnel.

Respondents may withdraw their proposals by notifying Jacob Bennett via email at any time prior to

deadline for submission and the proposal may either be destroyed or returned to the respondent. After

the deadline for submission, proposals become a record of the City and will not be returned. Upon

opening, proposals are subject to public disclosure in accordance with Kansas law.

All proposals and supplementary materials will, upon opening, become the property of the City. Even

though a respondent's proposal may be rejected, the City reserves the right to utilize any concept or

idea contained therein, without incurring any liability. The City reserves the right to share any

proposals and supplementary materials submitted with City staff, other respondents, consultants, and

members of the public in order to secure an informed opinion.

C. Interviews

During the evaluation and selection process, the City may, at its discretion, require any one or more

respondents to make oral presentations and participate in interviews with City staff. Such interviews

will provide respondents with an opportunity to answer any questions the City may have about a

respondent's proposal. Not all respondents may be asked to participate in interviews.

Respondents asked to participate in interviews must be prepared to answer detailed questions about

their proposal, trends in the insurance market, and risk management issues associated with Kansas

public entities. Respondents shall bring necessary personnel to present on all aspects of their proposal.

Respondents may also be required to provide written clarifications of their proposals, presentations,

and interview responses at the request of the City.

D. Negotiation and Contract

The City reserves the right to: (1) accept or reject any and all proposals and waive any technicalities

or irregularities therein; (2) cancel the RFP process at any time prior to entering into a formal, written

contract for services; (3) reject the response of a respondent that does not submit a proposal to the

City's satisfaction; all respondents agree that rejection shall create no liability on the part of the City

because of such rejection. (4) select one or more respondents which, in the City's opinion, are the

4 I R F P - City of Pittsburg- Insurance Agency/Brokerage Services

most advantageous to the City; and (5) negotiate any and all terms of the proposal.

By submitting a proposal in response to this RFP, the respondent certifies that it has not divulged to,

discussed, or compared its competitive proposal with other respondents and has not colluded with

any other respondents or parties. Any prices and/or cost data submitted has been arrived at

independently without consultation, communication, or agreement for the purpose of restricting

competition.

The City anticipates entering into a contract with the respondent it deems submits the most

advantageous proposal. However, the City may engage more than one respondent in separate,

parallel contract negotiations to complete each respondent's respective offering. The City anticipates

issuing a contract for a one (1) year term with an option for the City to extend for up to two (2) additional

one (1) year periods. This anticipated term is not guaranteed and is subject to annual renewal and

may be terminated as provided in the contract. The anticipated term is from April 1, 2026 to March

31, 2027.

This RFP is not an offer to contract or otherwise enter into any type of agreement (express, implied,

or otherwise). No contract or agreement is binding until proposals are reviewed and accepted by the

City, the contract terms are negotiated, and the final agreement is approved by the City's governing

body and executed by both parties. The City reserves the right to further negotiate any and all terms

of the proposal.

4. Eligibility

To be eligible for consideration as the City's insurance broker, respondents must meet the following

minimum requirements:

1. The respondent must be an established legal entity, licensed and authorized to do

business in the State of Kansas.

2. The respondent must identify an individual who, if selected, will be designated as the

primary broker ("Primary Broker") on the City's account. The Primary Broker must maintain

a Kansas property and casualty agency license.

3. The Primary Broker shall have a minimum of five (5) years' experience in providing the same

or similar services as contained in this RFP.

4. The respondent must have direct access to the following first dollar, public entity insurance

carriers:

A. Berkshire Hathaway

5 I R F P - City of Pittsburg- Insurance Agency/Brokerage Services

Commodity Codes

• NAICS 524210Insurance Agencies and Brokerages

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