Project Information

Bid Title

Insurance Brokerage and Consultant Services

Issuing Agency

City of West Haven

Location

Connecticut

Published Date

Dec 16, 2025

Closing Date

Jan 6, 2026

Government Level

State & Local

Status

Closed

Ref. #

2026-15

Original Source

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Bid Documents

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Project Description

Bid Number:	2026-15
Bid Title:	Insurance Brokerage and Consultant Services
Category:	City Bids & Solicitations
Status:	Open

Description: Please see the attached files below for all RFP information. Publication Date/Time: 12/8/2025 9:00 AM Closing Date/Time: 1/6/2026 12:00 PM Bid Opening Information: See RFP document information Addendum Date/Time: 12/16/2025 1:29 PM Contact Person: All questions regarding this request for proposal should be directed by email to Kathy Chambers, Senior Buyer Procurement Analyst, City of West Haven, at kchambers@westhaven-ct.gov. The request for information deadline is 10 a.m. Thursday, Dec. 11, 2025. Related Documents: 2026-15-Insurance Broker Consultant (PDF) 2026-15-Insurance Broker Consultant-Pricing Schedule (PDF) 2026-15-Insurance Broker Consultant-W-9 Form (PDF) 2026-15-Insurance Broker Consultant-Vendor Application Form (PDF) 2026-15-Insurance Broker Consultant-West Haven Disclosure Form (PDF) 2026-15-Insurance Broker Consultant-25-26 Schedule of Insurance City of West Haven (PDF) 2026-15-Insurance Broker Consultant-COWH WC Summary by Policy and Claim Type (PDF) 2026-15-Insurance Broker Consultant-COWH PAL Loss Runs Summary (PDF) 2026-15-Insurance Broker Consultant-Addendum I (PDF)

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City of West Haven

Request for Proposal # 2026-15

Insurance Brokerage and Consultant Services

PROJECT SUMMARY

The City of West Haven is soliciting sealed proposals from qualified and licensed insurance

brokerage and consultant firms to provide professional property and casualty insurance

brokerage and advisory services. The firm selected will act as the City’s Agent of Record and

will be responsible for managing all insured risks associated with municipal operations. Services

will begin July 1, 2026.

The selected Respondent(s) will work closely with the City’s Finance Director and Risk

Manager to support insurance placement, risk management, and advisory services, ensuring

compliance with industry best practices and applicable laws.

PROJECT TIMELINE

The expected timeline of this project for a vendor to perform services upon execution of a

contract with the City of West Haven.

SUBMISSION INSTRUCTIONS

Pre-Bid Meeting Required

Pre-Bid Meeting Location

Pre-Bid Meeting Date & Time

No

None

None

Mandatory Walkthrough of Site No

Site Location None

Site Location Date & Time None

Information Period Closing Date and Time Day 12/11/2025 Time: 10:00 AM

Solicitation Closing Date Day 12/18/2025 Time: 12:00 PM

Bid Opening Location

Bid Location Time

Advertising Location(s)

Procurement Office, 355 Main Street, 3RD

Floor, West Haven, CT 06516

12:00 PM

New Haven Register, City Website

Respondent(s)s are required to submit One (1) original and three (5) copies in a sealed envelope.

Proposals received after this time and date specified above will be rejected. No oral, telephonic,

emailed, or faxed corrections, deletions, or additions to any response shall be accepted. The City

reserves the right to reject any or all responses, and to waive any or all formalities in connection

with this request. Proposals which do not incorporate our requested format, including quoting

items as described, will not be considered. Unless otherwise stated in the solicitation. No

alternate responses will be considered unless alternate responses are specifically requested by the

City. The City reserves the right to award multiple vendors under this solicitation.

A response to this solicitation does not permit the City to award a contract, to pay any costs

incurred in the preparation of a response to this request, or to procure the city contract for

services, supplies or equipment. The City will not award to any contractor who is not qualified

under applicable Federal, State and local laws and regulations.

Questions regarding this solicitation should be emailed to Kathy Chambers. Telephone or oral

questions will not be accepted. (kchambers@westhaven-ct.gov).

An Affirmative Action/Equal Opportunity Employer, Minority/Women's Business Enterprises are

encouraged to apply. This contract is subject to state set-aside and contract compliance

requirements. If the Affirmative Action Plan or Set Aside plan is not approved prior to the award

of a construction contract, the City of West Haven will then need to retain 2% per month of the

total contract value until the contractor has submitted an approved affirmative action plan to

CHRO and CHRO has granted approval.

INQUIRIES FOR CLARIFICATION

The city will not respond to the Respondent(s)(s) request(s) for oral interpretation and/or

clarification of the Solicitation Specifications for any reason. The city will respond to a

Respondent(s)(s) written request(s) for interpretation and/or clarification of the Solicitation

Specifications. Questions regarding this solicitation should be emailed to Kathy Chambers.

Telephone or oral questions will not be accepted. (kchambers@westhaven-ct.gov). The email

should include in the subject line RFP (2026-15 Insurance Broker). The body of the email should

contain the question or clarification. Every interpretation made to a Respondent(s) will be in the

form of an Addendum or Question & Answer to the Solicitation Documents.

ADDENDUMS TO THIS SOLICITAION

Any Addendum(s) to this solicitation document shall become part of the solicitation.

Respondent(s)s are required to check the city website for addendum(s). Each Respondent(s) shall

be bound by such addenda whether received/viewed by the Respondent(s).

SOLICITATION PROTEST

Any Solicitation protest must be submitted in writing. Respondent(s) may file a written protest of

the Solicitation results with the City's Purchasing Department. Protest must be submitted via

email, kchambers@westhaven-ct.gov.

The City will acknowledge receipt of a written protest. If the Purchasing Department

representative has not acknowledged receipt of the protest by the close of business on the

following days, please contact Kathy at the above phone number listed.

SCOPE OF SERVICES

The City of West Haven is seeking qualified individuals or firms to provide professional

insurance brokerage and consultant services. The selected Respondent(s) will serve as the City’s

Agent of Record for property and casualty insurance and will work closely with the Finance

Director and Risk Manager to manage insured risks, provide advisory services, and ensure

compliance with industry’s best practices and regulations.

The City is a full-service municipality with diverse operations, including fire, police, public

health, education, public works, recreation, water, and wastewater management. Please refer to

http://cityofwesthaven.com for more detailed information and overview. The City self-insures

workers' compensation, general liability, and property damage risks within its retention limits

and policy deductibles. The selected Respondent(s) will assist in managing the City’s insurance

portfolio, which includes a variety of coverage types such as property, liability, automobile, and

specialized policies. Services will include but not be limited to:

A. Brokerage Services

1. Solicit competitive insurance placement on an annual basis.

2. Review and manage all property and casualty insurance contracts.

3. Aid with policy renewals, including the following but not limited to coverage:

a. Property

b. General Liability

c. Commercial Automobile

d. Excess Workers’ Compensation

e. Workers’ Compensation

f. Excess Law Enforcement Legal Liability

g. Public Officials Legal Liability

h. Educators Legal Liability

i. Employment Practices

j. Crime

k. Cyber Liability

l. Pollution Liability UST – Per Schedule on File

4. Bonds and other insurance notes

5. Ensure compliance with the City’s self-insured retention limits and policy deductibles.

B. Advisory/Consulting Services

1. Advise on developments in municipal insurance and market trends.

2. Assist with claims processing and disputes.

3. Provide guidance on budget projections for insured premiums.

4. Develop and present coverage options for uninsured risks.

5. Review leases, contracts, and insurance policies as requested.

6. Provide educational seminars and training for City departments.

CONTRACT TERM

The initial term of the contract will be from July 01,2026 to June 30, 2027. The City, at its sole

discretion, can award for the following fiscal years pursuant to the same terms and conditions.

1. Fiscal Year 2 2027-2028 (July 01, 2027, to June 30, 2028)

2. Fiscal Year 3 2028-2029 (July 01, 2028, to June 30, 2029)

CERTIFICATIONS AND LICENSES

Respondent(s) must have a valid Connecticut business license throughout the solicitation

process. The awarded Respondent(s) must maintain an active Connecticut business license.

Failure to reinstate an expired license within 14 days of notice may result in termination of the

contract.

If the service(s) that the Respondent(s) is providing requires a license, certification, or other form

of qualification, documentation must be provided at the time of submission. It is the

responsibility of the Respondent(s) to maintain a license through the entirety of the project.

Failure to maintain a required license, certification, or other form of qualification will result in an

automatic void of the contract.

PRICING

The pricing for this RFP shall be on a fixed lump sum fee basis which shall include all applicable

costs (labor, lead time to provide services and post time to complete services, etc.) and with a

hourly rate for additional hours outside of the scope of work. Quantities or hours listed on the bid

sheet are estimated and may be revised at the time of the award. In the event it is necessary to

revise the quantities/hours, an increase or decrease thereof may be made without limit and

adjustment and compensation shall be made on the basis pricing. The estimation(s) noted in this

solicitation are approximate (estimated only for use in comparing responses); and that the sums

obtained by multiplying the Unit Prices by the estimated quantities, and the Total of these sums,

are inserted for the purpose of checking this Solicitation and for the convenience of the

Respondent(s). The actual contract will be paid for the actual quantities ordered only.

Pricing should not include federal excise or state sales taxes. State Sales Tax is exempt under

Connecticut General State Statute Sec. 12-412. The City is also exempt from transportation taxes

when goods are consigned to the City. Tax Exemption certificates will be furnished by the

Finance Department upon satisfactory proof of delivery to the Ci

Commodity Codes

• NAICS 524210Insurance Agencies and Brokerages
• NAICS 541611Administrative Management and General Management Consulting Services

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