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Bid Number: 2017-021
Bid Title: Employee Benefit Brokerage Services
Category: Professional Services
Status: Closed

City of Derby
Request for Proposals
RFP # 2017-021
Employee Benefit Brokerage Services

April 3, 2017

The City of Derby, Kansas (hereinafter referred to as “Derby”) invites proposals for the provision of employee benefit brokerage services. While Derby has been pleased since 2010 with such services provided by Hardman Benefit/Gallagher Benefit Services, the City’s policy is to occasionally ensure such professional services are opened for competition.

Please carefully review this document. If you are interested in making a proposal consistent with the conditions, instructions, requirements, and specifications contained in this Request for Proposals (“RFP”), submit one (1) original document and two (2) copies of the responsive proposal in a sealed envelope or box by 3:00 p.m. (Central time) on April 26, 2017. The outside of the envelope or box should be clearly marked with the Broker’s name and address and identified as “Submission of Proposal-Employee Benefit Brokerage Services.” The sealed envelope or box should be addressed as follows:

Jenny Turner
Director of Human Resources
611 Mulberry, Ste. 300
Derby, Kansas 67037

It is the sole responsibility of the broker/consultant to see that its response and the appropriate documents are delivered on time. Any response received after the scheduled closing time for receiving proposals will be returned unopened and will not be considered. Interested brokers/consultants are responsible for checking the website and acknowledging all addenda in their response.

Information provided in a proposal will be considered proprietary and will not be divulged during the proposal review process unless otherwise required by law. Because the services sought will require expenditure of public funds, part or all of the successful proposal, as well as any resulting contract, will likely be public records within the meaning of the Kansas Open Records Act. Prior to acceptance of a proposal, the information contained in each proposal will be used for evaluating the broker’s ability to handle the scope of services and will not be shared with persons not involved with evaluation of proposals unless otherwise required by law.

Thank you for your interest in serving the City of Derby.


Jenny Turner, SPHR, SHRM-SCP
Director of Human Resources


Employee Benefit Brokerage Services

Questions and Responses as of 4/17/2017

Q1.     How many total employees do you have?

R1.      187 FT (includes 10 Library), 32 PT (not including Library)

Q2.     How many benefit eligible employees? 

R2.      187

Q3.     Do you currently track those waiving coverage?

R3.      Yes

Q4.     Who places the stop loss, your current broker or BMI? 

R4.      Current broker

Q5.     Who administers your Be Well Derby program?

R5.      In-house Benefit Coordinator

Q6.     Is there a cost for your FSA program?  If yes, who pays for it? 

R6.      Yes.  City of Derby

Q7.     How do you enroll today, what is the name of the system? 

R7.      On-line enrollment using Infinity HR

Publication Date/Time:
4/3/2017 2:00 PM
Closing Date/Time:
4/26/2017 3:00 PM
Submittal Information:
Jenny Turner, 611 Mulberry, Ste. 300, Derby, KS 67037
Addendum Date/Time:
Contact Person:
Jenny Turner
Director of Human Resources
611 Mulberry, Ste. 300
Derby, Kansas 67037
(316) 788-1519
Download Available:
Business Hours:
M-Th 7:30 - 5:30, F &;30-12:30
This document is a Request for Proposals. It differs from a Request for Bids/Quotations in that Derby is inviting proposals for comprehensive benefit brokerage services that are most advantageous to Derby, as determined at Derby’s sole discretion. This is not a bid/quotation meeting firm specifications for the lowest prices, and as such, the lowest price proposed will not guarantee an award recommendation. Competitive, sealed proposals will be evaluated based upon criteria formulated around the most important features of the requested services: quality, references, availability or capability may be overriding factors. Proposal evaluation criteria will be used as standards by which to measure how well a proposal addresses Derby’s objectives and needs. Criteria that will be considered in evaluating proposals are set forth in this RFP.

Derby will thoroughly review all proposals received and will conduct an interview process for top proposals to discuss services and pricing. A broker/consultant’s initial offer should be based on the most favorable terms available from a price and technical standpoint. Derby reserves the right to conduct discussion or negotiation with any broker/consultant regarding any proposal Derby deems competitive and may also request best and final offers from such brokers/consultants and make an award or conduct negotiations thereafter.

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