Project Information

Bid Title

RFP 25-019HR Voluntary Worksite Benefits Supplemental Insurance Plans

Issuing Agency

City of Dayton

Location

Ohio

Published Date

Oct 29, 2025

Closing Date

Dec 22, 2025

Government Level

State & Local

Status

Closed

Ref. #

RFP 25-019HR

Original Source

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Bid Documents

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Project Description

Bid Number:	RFP 25-019HR
Bid Title:	RFP 25-019HR Voluntary Worksite Benefits Supplemental Insurance Plans
Category:	Procurement
Status:	Open

Description: Electronic proposals are due by December 22, 2025 no later than 2:00 PM (Dayton Local Time). Publication Date/Time: 10/29/2025 3:11 PM Closing Date/Time: 12/22/2025 2:00 PM Related Documents: RFP 25-019HR Voluntary Worksite Benefits Supplemental Insurance Plans

Attachment Preview

City of Dayton (City), Ohio

Department of Human Resources (HR)

Division of Employee Benefits

VOLUNTARY WORKSITE BENEFIT SUPPLEMENT INSURANCE PLANS

REQUEST FOR PROPOSALS (RFP) No. 25-019HR

OCTOBER 2025

TABLE OF CONTENTS

SECTION 1 – PROPOSAL INSTRUCTIONS ..........................................................................................................................1

1.01

COMMUNICATIONS REGARDING THIS PROJECT. ............................................................................................................. 1

1.02 RFP SCHEDULE. ..................................................................................................................................................... 1

1.05 SUBMITTING A PROPOSAL......................................................................................................................................... 1

1.06 REQUIRED PROPOSAL CONTENTS. .............................................................................................................................. 2

1.07

ITEMS THAT DISQUALIFY A VENDOR IMMEDIATELY. ........................................................................................................ 3

1.08 CRITERIA............................................................................................................................................................... 3

1.10 MISCELLANEOUS ITEMS............................................................................................................................................ 4

SECTION 2 – SCOPE OF PROJECT .....................................................................................................................................4

2.01

PURPOSE AND NEED / PROJECT DESCRIPTION. .............................................................................................................. 4

2.02 BACKGROUND INFORMATION. ................................................................................................................................... 4

2.03 SCOPE OF WORK / TESTING REQUIREMENTS..................................................................................................... 4

SECTION 3 – REQUIREMENTS AND CONDITIONS FOR ALL PROPOSERS .............................................................................. 6

3.01 TAX EXEMPTION..................................................................................................................................................... 6

3.02 PROPOSER AFFIDAVIT. ............................................................................................................................................. 6

3.03 PROCUREMENT ENHANCEMENT PROGRAM. ................................................................................................................. 6

3.04

PROPOSER’S FINANCIAL OBLIGATION TO THE CITY. ........................................................................................................ 6

3.05 PROPOSER’S INCURRED COSTS................................................................................................................................... 6

3.06 AFFIRMATIVE ACTION ASSURANCE (AAA). .................................................................................................................. 6

3.07

STANDARD AGREEMENT TERMS FOR PROFESSIONAL SERVICES.......................................................................................... 7

ARTICLE 1. TERM ......................................................................................................................................................... 7

ARTICLE 2. SERVICES TO BE PERFORMED BY CONTRACTOR ........................................................................................ 7

ARTICLE 3. COMPENSATION........................................................................................................................................ 7

ARTICLE 4. CITY’S RESPONSIBILITIES ........................................................................................................................... 7

ARTICLE 5. STANDARD OF CARE .................................................................................................................................. 7

ARTICLE 6. INDEMNIFICATION .................................................................................................................................... 7

ARTICLE 7. INSURANCE ............................................................................................................................................... 8

ARTICLE 8. OWNERSHIP OF DOCUMENTS AND INTELLECTUAL PROPERTY.................................................................. 8

ARTICLE 9. TERMINATION ........................................................................................................................................... 8

ARTICLE 10.

STANDARD TERMS ................................................................................................................................ 8

A. DELAY IN PERFORMANCE .................................................................................................................................. 8

B. GOVERNING LAW AND VENUE .......................................................................................................................... 9

C. COMMUNICATIONS ........................................................................................................................................... 9

D. EQUAL EMPLOYMENT OPPORTUNITY ............................................................................................................... 9

E. WAIVER.............................................................................................................................................................. 9

F. SEVERABILITY..................................................................................................................................................... 9

G. INDEPENDENT CONTRACTOR ............................................................................................................................ 9

H. ASSIGNMENT ................................................................................................................................................... 10

I. THIRD PARTY RIGHTS ........................................................................................................................................... 10

J. AMENDMENT ...................................................................................................................................................... 10

K. POLITICAL CONTRIBUTIONS............................................................................................................................. 10

L. INTEGRATION ...................................................................................................................................................... 10

M. PCI COMPLIANCE ............................................................................................................................................. 10

N. LIVING WAGE ORDIANCE......................................................................................................................................... 11

EXHIBIT A – LETTER OF TRANSMITTAL ..........................................................................................................................12

EXHIBIT B – REFERENCES FOR PROPOSING COMPANY ..................................................................................................14

EXHIBIT C – PRODUCT MANUFACTURE LABOR STANDARDS: VENDOR COMPLIANCE FORM..........................................15

EXHIBIT D- BUSINESS INCOME TAX QUESTIONNAIRE ..................................................ERROR! BOOKMARK NOT DEFINED.

SECTION 1 – PROPOSAL INSTRUCTIONS

1.01 COMMUNICATIONS REGARDING THIS PROJECT. Please direct all communications regarding the RFP process to:

McGohan Brabender

Sheri Combs

Senior Account Relationship Manager

3931 South Dixie Drive

Dayton, Ohio 45439

Telephone: (937) 293-1600

E-Mail:

scombs@mcgohanbrabender.com

City of Dayton, Department of Human Resources

Brent L. McKenzie, Deputy Director

101 West Third Street

Dayton, Ohio 45402

Telephone: (937) 333-4062

Fax:

(937) 234-1600

E-Mail:

brent.mckenzie@daytonohio.gov

All communications/questions concerning this RFP must be submitted in writing referencing the specific paragraph

and page number. The deadline for questions is listed in Section 1.02 (RFP Schedule). Written responses will be

prepared by the City and posted on the City’s website by the date listed in Section 1.02. Changes to this RFP will be

made only by formal written correspondence issued by the City.

A copy of this RFP proposal and any additional documentation may be found on the City’s website at:

http://daytonohio.gov/bids.aspx

1.02 RFP SCHEDULE. The proposed RFP schedule is to be reviewed with City Procurement and HRC, if required,

and shall be mutually agreed upon. RFP schedule to be determined prior to finalization of RFP. The following is the

anticipated schedule for the RFP Process:

Issue RFP:

Intent to Bid Notification Due

Last Day to Submit Questions:

Written Responses to Questions:

Due Date for Proposals:

Finalists Notification

Presentation by Finalists (Optional TBD by City)

Contractor Selected:

Contract Awarded:

October 28, 2025

November 7, 2025

12:00 PM local (Dayton OH) time on November

17, 2025

December 2, 2025

2:00 PM local (Dayton OH) time on December

22, 2025

December 30, 2025

January 12, 2026

Anticipated by January 30, 2026

February 27, 2026

1.05 SUBMITTING A PROPOSAL. Each Consultant seeking consideration for performance of services related to this

RFP must submit a proposal. All proposals shall be submitted as a PDF via electronic submission to

bids@daytonohio.gov. Please also submit a redacted version of your proposal. The City has a 20meg limit for

incoming e-mail message sizes (20meg includes e-mail itself and any attachments total). Should your company’s

proposal document exceed this limit, your company will have to submit its document in multiple parts (emails).

Should bid documents require multiple emails, please designate in the “Subject” line of each email sent: Voluntary

Worksite Benefit Supplement Insurance Plans, RFP No. 25-019HR Part 1, Voluntary Worksite Benefit Supplement

Insurance Plans, RFP No. 25-019HR Part 2, and so forth.

City of Dayton, Ohio

1

Request for Proposals

Topic: Opening RFP 25-019HR

Time: Dec 22, 2025 02:00 PM Eastern Time (US and Canada)

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Sealed proposals must be received in the Procurement bid email in-box (BIDS@DAYTONOHIO.GOV) by time/date as

indicated in Section 1.02 (RFP Schedule). Proposals received after the scheduled date/time will not be considered.

All supporting materials and documentation must be included with the proposal. The responsibility for timely

delivery lies solely with the proposer.

The City reserves the right to reject any and all proposals, waive any irregularities in a proposal, or accept the

proposal(s) which in the judgment of proper officials, is in the City's best interest. The City reserves the right to

accept a part or parts of a proposal unless otherwise restricted in the RFP or issue subsequent RFPs. The City reserves

the right to approve or reject any sub-contractors proposed for work under this proposal or waive any minor

irregularities

The City reserves the right to select the successful vendor once all proposals are received without seeking further

information or clarification from proposers. Upon reviewing proposals, the City may designate the most qualified

proposals as finalists. These finalists may be invited to make oral presentations and participate in a question-and-

answer session with the City. The City shall have the right to visit selected user sites, should this be deemed

necessary.

All federal, state, and local laws regarding competitive bidding, anti-competitive practices, and conflict of interest

shall be applicable to this RFP.

The City does not guarantee any contract will be awarded because of this RFP. If a contract award is made but not

executed, the City does not guarantee the contract will be re-awarded.

1.06 REQUIRED PROPOSAL CONTENTS. All brochures and supplemental documentation shall be included with the

original and all copies. If not, the proposal may be considered as non-responsive. Proposers are required to submit

the following information in their proposal:

• Letter of Transmittal. The proposer shall provide a transmittal letter with authorizing signature for the

proposal. The letter must be on the form provided in Exhibit A and briefly summarize the vendor’s

ability and willingness to perform the services required by the RFP.

• Company Profile and Background. Provide the following information:

o Location – The street address of the proposer’s company headquarters.

o Local Office of Proposer – Provide the location of the proposer’s office nearest to

Dayton, Ohio. Include the local office, a contact name, address, telephone, and fax

numbers.

o Company’s Primary Business – State the proposer’s primary business, the number of

years in the proposer’s industry, and the number of employees assigned to these

related activities.

o State the legal make-up of your company: sole proprietorship, partnership,

corporation, etc.

o Please list any Lawsuits that you are currently engaged in. Please provide any and

all suits either with the City of Dayton or any other Municipalities (including, but not

limited to, Federal, State, Local, or other Municipalities and Governmental agencies).

• Key Personnel Information. Provide the name, title, mailing address, telephone number, and e-mail

address of the persons who will function as the City’s primary contact and backup contact person.

Provide brief resumes/qualifications of personnel who will be primarily involved in this project. Include

City of Dayton, Ohio

2

Request for Proposals

any certifications earned, special training taken, and memberships in professional groups. Complete

Form found in Appendix A.

• Proposal Response as per Section 2.

• Statement of Exceptions to RFP requirements. Provide a detailed description of any exceptions taken

to the requirements of this RFP, including the City Standard Terms and Conditions in Section 3.

Exceptions shall be referenced to the applicable RFP section/sub-section numbers. Any other

departures from the City’s RFP are to be identified and failure to do so shall make the proposal non-

responsive. City’s standard Terms for Payment are Net 30 days from date of invoice once the project

is complete, unless otherwise negotiated. If you cannot comply with this, please state any changes in

the Statement of Exceptions to the RFP Requirements

• References: Please provide a list of references on the form provided as Exhibit B. We are particularly

interested in contacting your governmental clients in the state of Ohio. The City will contact references

and receive an evaluation of past performances as stated by the references in the proposal. Only

proposals submitted by companies with relevant experience, qualifications, and capacity to meet the

City’s needs will be considered.

• Experience: Experience in providing services similar to those requested and having obtained favorable

outcomes (“Favorable outcomes” should be measured in terms of client satisfaction). This will include

your familiarity and experience with municipalities, as well as consideration of a presence in the State

of Ohio.

• Cost: Total estimated fees and expenses for the services. While cost will be an important

consideration, this factor alone will not be the sole factor. City’s intent is to select a proposal that is

deemed to offer the best overall value and fit for the needs of Dayton and its employees.

• Availability of Services/Technology: Ability to offer modern technology, ease of claim processing,

ability to integrate with the City’s health insurance vendor, and communication/education resources

for City employees.

• Dependability: Ability to meet time and cost estimates as evidenced by documentation provided

through references and the City’s determination of the vendor’s ability to carry out the implementation

plan as outlined in a proposal.

• Responsiveness: The proposal’s overall quality and responsiveness to this RFP.

• Conducive to City’s Needs: The proposal deemed most suitable and appropriate in meeting the City’s

needs.

• Culture: The company’s commitment to providing an experienced management team that will work

well within the City’s culture.

• Supplemental Questionnaire: The supplemental questionnaire must be completed as part of the RFP.

• Appendix A: Please complete the form provided as Appendix A.

1.07 ITEMS THAT DISQUALIFY A VENDOR IMMEDIATELY.

• Incomplete or non-responsive proposal

• Failure to submit a proposal that addresses the minority hiring criteria identified throughout the RFP

• Inability to obtain Affirmative Action Assurance approval prior to award of the contract. See Section

3.06 for information on how to contact the Human Relations Council.

1.08 CRITERIA. The selection committee will evaluate each proposal submitted based on the following criteria.

After receipt and review of the written proposal, the City may elect to have the proposal presented in person, or

clarifications submitted in writing.

Proposers shall not assume that any information shared with the City prior to this RFP will be considered in the

evaluation process of this RFP. The evaluation team may or may not have prior knowledge of any discussions and

processes. Evaluation will be completed on the information submitted in response to the RFP only.

City of Dayton, Ohio

3

Request for Proposals

Commodity Codes

• NAICS 524114Direct Health and Medical Insurance Carriers
• NAICS 524210Insurance Agencies and Brokerages
• NAICS 524298All Other Insurance Related Activities

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