Insurance Broker and Actuarial Services

INTRODUCTION: The Town of Palm Beach seeks proposals from qualified firms to provide Insurance Broker and Actuarial Services for the Town of Palm Beach, Florida. This is a request for interested firms to submit their credentials and qualifications to the Town for consideration to provide annual services. It is the Town’s intent to select one insurance broker to service its medical/prescription, dental, life, long-term disability, accidental death and dismemberment, and vision insurances and other supplemental coverages, as applicable to the Town’s benefits plan. Brokers desiring to respond should have experience with entities the size of Palm Beach, and public entity experience. As a self-insured plan for medical/prescription and dental and providing retiree insurance benefits, actuarial services are needed to determine annual premiums, complete required state and Federal reporting, and GASB (Governmental Accounting Standards Board) reporting. SUBMISSION: The Town only accepts online submittal of proposals through Euna, the eProcurement platform linked to the Town website, promoting a greener footprint. No proposer may withdraw their proposals for a period of one hundred and eighty (180) days from the date set for the opening thereof. PRE-PROPOSAL CONFERENCE: A non-mandatory pre-proposal conference will be held virtually via the Microsoft Teams meeting platform. To join the meeting please see the instructions included under "Files" or copy/paste the URL in the "Events" section into your browser. Date/Time are specified in the "Events" section. Attendance is strongly encouraged as this will be the only forum to seek clarification directly from Project Manager and Town staff. After the award, no extra charge or compensation will be allowed as a result of failure to attend the conference and/or any resulting site visit. AWARD: Award shall be made to the Proposers which offer the best value to the Town. The Town reserves the right to reject any and all proposals, to waive non-material irregularities or technicalities and to re-advertise for all or any part of this solicitation as deemed in its best interest. The Town shall be the sole judge of its best interest. TERM: The purpose of the RFP is to enter into an agreement to provide Insurance Broker and Actuarial Services, beginning November 1, 2025 with a multiple year flat non-commissionable rate on medical, prescription and dental plans guaranteed for a period of three (3) years. The term of the contract may, by mutual agreement, be extended for two additional one-year periods. All prices shall be firm for the term of the contract. RESPONSIBLE VENDOR DETERMINATION: Respondent is hereby notified that Section 287.05701, Florida Statutes, requires that the Town of Palm Beach may not request documentation of or consider a vendor’s social, political, or ideological interest when determining if the vendor is a responsible vendor. QUESTIONS: Questions related to this solicitation should be submitted through Euna using the Messages/Vendor Discussion feature. CONTACT: For help with creating an account or submitting a bid, please contact Euna Help Desk: Phone: 1 (800) 354-8010 Email: support.bonfire@eunasolutions.com For all other questions, please contact the designated Procurement representative: Carlos E. Santana, Procurement and Contract Agent Phone: (561) 227-7003 Email: csantana@townofpalmbeach.com Due to the Cone of Silence, all communications regarding this solicitation shall be handled solely by Town Procurement Representatives