Employee Insurance Benefits Brokerage Services

The Authority is seeking Responses from qualified Respondents to provide employee insurance benefits brokerage services.

Background

The Authority was created in 1945 and is an independent special district governed by the Hillsborough County Aviation Authority Act, Chapter 2022-252, Laws of Florida (Act). This Act provides that the Authority will have exclusive jurisdiction, control, supervision and management over all publicly-owned airports in Hillsborough County. 

The Authority owns and operates the Airport and three general aviation airports: Peter O. Knight Airport, Plant City Airport and Tampa Executive Airport. The Airport occupies approximately 3,400 acres and is primarily an origination-destination airport serving the greater Tampa Bay area. The Authority contracts with two separate firms for management of the general aviation airports. Peter O. Knight Airport is a 139 acre facility located six miles southeast of the Airport, five minutes from Tampa’s downtown business district, Convention Center, and many local attractions, and is strategically located on Davis Islands across from the Seaplane Basin Park on Tampa Bay and The Port of Tampa cruise ship terminals. Tampa Executive Airport, a 407 acre facility, is located 12 miles east of the Airport. Plant City Airport, a 199 acre facility, is located 22 miles east of the Airport.

The Airport is a major economic driver for the Tampa Bay region and is the gateway to the west coast of Florida. The Airport is consistently ranked among the world’s most beloved airports, serving more than 25 million annual passengers with routes to more than 100 nonstop destinations. The Airport has received top awards at the state, national, and international level, including being ranked the #1 Large Airport in North America by J.D. Power in 2022 and 2023, as well as the #1 Large Airport in USA Today’s 10Best Readers’ Choice Awards in 2024. The Airport has now completed several projects in the largest construction program in its history with a major Main Terminal renovation, 66 shops and restaurants, a 1.4-mile automated people mover extending to a multi-level rental car facility, award-winning Express Curbsides for faster passenger drop-off and pick-up, a nine-story office complex and numerous new public art installations including a world-famous 21-foot pink flamingo sculpture in the Main Terminal. In late 2024, the Airport broke ground on a new 16-gate terminal, Airside D, which is expected to be completed in 2028.

The Airport is served by more than twenty (20) commercial airlines operating from four (4) Airside Terminals: Airside Terminal A with sixteen (16) gates; Airside Terminal C with sixteen (16) gates; Airside Terminal E with thirteen (13) gates; and Airside Terminal F with thirteen (13) gates. During the Authority Fiscal Year ending September 30, 2025, the Airport served over twenty-five (25) million passengers and generated revenues totaling $483.1 million. The Authority expects to handle 24.5 million passengers in Fiscal Year 2026.

The Authority is a self-supporting organization and generates revenues from the Airports' users to fund operating expenses and debt service requirements. Capital projects are funded through the use of bonds, short-term financing, passenger facility charges, State and Federal grants and internally generated funds. Although empowered to levy ad valorem property taxes, the Authority has not collected any tax funds since the early 1970s.

Current employee insurance benefits: The Authority currently provides the following to approximately 650 employees and their eligible dependents, and more than 100 retirees who largely only participate in dental, vision, and voluntary life insurance. The Authority maintains internal benefits administration capabilities. Please see additional information in Attachment A, Authority Employee Benefit Details. All current insurance policies will expire on September 30, 2027, and the Awarded Respondent will be responsible for placing replacement coverage to begin on October 1, 2027.

1. Term Year: The insurance coverage term year is October 1 through September 30.
2. Rates: The rates paid by the Authority to a Carrier are net of commission.
3. Carriers:
   1. Medical Insurance: On August 1, 2013, the Authority moved its group medical insurance from fully-insured to self-funded. Both Point-of-Service (POS) and Preferred Provider Organization (PPO) are provided through Aetna Life Insurance Company.
   2. Dental Insurance: Dental is provided through Humana Insurance Company.
   3. Vision Insurance: Vision is provided through Humana Insurance Company.
   4. Life and AD&D Insurance: Life and AD&D are provided through Securian Life Insurance Company.
   5. Long Term Disability (LTD) Insurance: LTD insurance is provided through Standard Insurance Company.

Employee insurance-related contracts:

1. Medical Stop-Loss Insurance: The Authority maintains insurance that protects against catastrophic or unpredictable losses under its self-funded group medical plan. Medical Stop-Loss Insurance coverage is provided through Aetna Life Insurance Company.
2. Third Party Administrator: The Authority maintains a contract with Aetna Life Insurance Company as a Third Party Administrator who provides access to Aetna Life Insurance Company's medical healthcare network, processes medical insurance claims, and assists with other group medical-related issues.

Employee Benefits Programs:

1. Employee Assistance Program (EAP): The current EAP is provided through a contract with Aetna Behavioral Health, LLC, an affiliate of Aetna Life Insurance Company.
2. Wellness Program: The current Wellness Program is provided through Aetna Life Insurance Company. The Authority is in the process of further developing the Wellness Program. The current Wellness Program includes health screenings, assessments, and weight-control and smoking-cessation programs. The Awarded Respondent will be expected to assist in further developing the Wellness Program.
3. Flexible spending accounts: The Authority initiated a healthcare flexible spending account and a dependent flexible spending account. This program is currently administered on a calendar year basis (January 1 through December 31).

Current employee insurance benefits consultant: RSC Insurance Brokerage, Inc. (Gehring Group) is the current Authority consultant and is paid an Annual Fixed Fee. No commissions or other fees are allowed. The current agreement between the Authority and Gehring Group expires on October 5, 2026.

The background information provided in this Section is intended only to give prospective Respondents a brief familiarization with the Authority and the Airports. All the data provided for the Airports as part of this Solicitation is for informational purposes only and should not be construed as a guarantee of business. The information shown herein has been obtained from sources considered to be reliable. However, the Authority and its Board, officers, employees, agents, and contractors are not liable for the accuracy of the information or for its use by Respondent. Respondent must examine and inspect this Solicitation and all its appendices, attachments, and exhibits to be knowledgeable of the requirements and terms and conditions. Respondent must independently evaluate circumstances and conditions that may affect its Response and its ability to provide the required Services.

The Authority mission and vision statements, found on the Authority website at www.TampaAirport.com > Business & Careers> Business Opportunities > Supplier Resources > Working with Procurement, will serve as the platform to guide the Awarded Respondent in providing Services.

Project Details

• Department: Human Resources
• Department Head: Karen Greene (Vice President, Human Resources and Administration)

Important Dates

• Questions Due: 2026-04-30T19:00:00.000Z
• Answers Posted By: 2026-05-07T21:00:00.000Z
• Pre-Proposal Meeting: 2026-04-27T13:30:00.000Z — In Person: Conference Room RCC - Rental Car Center OR Microsoft Teams ® Call-In: +1 813-694-2596 Conference ID: 738 833 087# Click here to join the Microsoft Teams Meeting: https://teams.microsoft.com/meet/2472817913695?p=j6ASfzwqEn72GXcnjJ

Meetings & Milestones

Addenda

• Official Notice #1: Notice of Public Meetings (released 2026-04-22T20:38:51.888Z)

Evaluation Criteria

• Respondent's Overall Experience and Background (10 pts) —

  The evaluation of the Respondent includes, at a minimum:

  a) Number of years Respondent has been in business providing Services;

  b) Respondent's overall experience operating in the insurance industry and providing employee insurance brokerage and strategic benefits consulting services with entities that have both self-funded and fully insured Employee Benefits Programs;

  c) Organizational chart that includes the Respondent’s Personnel structure as well as the various positions that are proposed to perform the required Services. Personnel should include the Principal Consultant and other proposed key Personnel, and how each position relates to the other positions in the Respondent’s organization up to the corporate level;

  d) Any circumstance in which the Respondent failed to complete a contract or was terminated early from any contract prior to the completion of the contract; and

  e) Any circumstance in which a surety has paid for completion or termination of a contract on the Respondent's behalf.

  Additional Consideration:

  a) Feedback from client references.

• Respondent's Personnel Overall Experience and Qualifications (20 pts) —

  The evaluation of the Respondent includes, at a minimum:

  a) Professional summaries of all key Personnel outlining experience, technical expertise, and capacity to perform the Services;

  b) Respondent's Principal Consultant’s experience providing the Services listed in Attachment B, Sample Contract for Employee Insurance Benefits Brokerage Services, Exhibit A, Scope of Services;

  c) Key Personnel experience providing the Services listed in Attachment B, Sample Contract for Employee Insurance Benefits Brokerage Services, Exhibit A, Scope of Services; and

  d) Any circumstance in which the Respondent's Principal Consultant has been removed from a contract.

  Additional Consideration:

  a) Feedback from client references.

• Methodology and Approach (30 pts) —

  The evaluation of the Respondent includes, at a minimum:

  a) Respondent’s proposed strategies and approach to performing the Services;

  b) Respondent's organization and timeline for providing the Services;

  c) Respondent's measurable cost containment strategies delivered to clients in the last three years;

  d) Respondent’s experience managing pharmacy benefit programs, including Pharmacy Benefit Manager (PBM) contracting, rebate transparency, and specialty drug cost containment strategies;

  e) Respondent's approach to optimizing stop-loss structure, including specific and aggregate deductible strategy, Carrier selection, and risk mitigation;

  f) Respondent's 12-month service calendar outlining the activities the Respondent will perform for the Authority annually;

  g) Examples of common coverage issues that Respondent has been able to streamline or resolve completely, improving employee health outcomes;

  h) Examples of strategic initiatives Respondent has implemented for clients that improved employee health outcomes;

  i) Respondent’s approach to addressing a significant claims trend increase;

  j) Respondent's approach to determining whether a client should remain fully insured or transition to an alternative funding model; and

  k) Respondent's Principal Consultant’s responsibilities and capacity in providing the Services listed in Attachment B, Sample Contract for Employee Insurance Benefits Brokerage Services, Exhibit A, Scope of Services.

  Additional Consideration:

  a) Feedback from client references.

• Respondent’s Analytics and Data Capabilities (15 pts) —

  The evaluation of the Respondent includes, at a minimum:

  a) Reporting tools, dashboards, predictive modeling, and analytics provided by Respondent to monitor benefit plan and pharmacy plan performance, including but not limited to, Governmental Accounting Standards Board (GASB) reporting; and

  b) Respondent's methodology for analyzing claims data and identifying cost drivers.

  Additional Consideration:

  a) Feedback from client references.

• Interviews (10 pts) —

  The evaluation of the Respondent includes, at a minimum:

  a) Knowledge demonstrated by the Respondent’s representatives who attend the interview; and

  b) Creativity of the conceptual ideas and vision for the Services.

  Additional Consideration:

  a) Presentation style which includes interactions among Respondent’s representatives; and

  b) Communications with the technical evaluation committee.

  NOTE: Clarification of information submitted in the Response that is provided in the interview can have an effect on the scores and rankings for other evaluation criteria previously scored.

• Fees (15 pts) —

  The fees proposed by the Respondent in the Cost Proposal will be based on a mathematical calculation to obtain scoring for each Response relative to the other Responses received. The focus will be on the Respondent's Annual Fixed Fees, as evaluated relative to the other proposed rates.

• Revenue (10 pts) —

  The revenue proposed by the Respondent in the Cost Proposal will be based on a mathematical calculation to obtain scoring for each Response relative to the other Responses received. The focus will be on the Respondent's <proposed hourly service rates>, as evaluated relative to the other proposed rates.

Submission Requirements

• Minimum Qualifications —

  Minimum qualifications have been established as a basis for determining the eligibility of each submitted Response. A submitted Response will be determined non-responsive and will not be considered unless sufficient documentation is provided to determine whether the Respondent meets the minimum qualifications listed below:

• Respondent is registered with the Florida Department of State, Division of Corporations to do business in the State of Florida. (www.sunbiz.org) (required)
• Respondent confirms that, if awarded by the Board, Respondent will register with PaymentWorks and select one of the Authority's electronic payment methods. (required)
• Respondent is NOT listed on the Florida Department of Management Services, Convicted Vendor List as defined in Section 287.133(3)(d), Florida Statutes. (https://www.dms.myflorida.com/business_operations/state_purchasing/state_agency_resources/vendor_registration_and_vendor_lists/convicted_vendor_list) (required)
• Respondent confirms it has the ability to obtain the insurance coverage and limits as required in Attachment B, Sample Contract for Employee Insurance Benefits Brokerage Services. (required)
• Respondent confirms it has the ability to obtain the insurance coverage and limits as required in the Solicitation Documents. (required)
• Respondent is NOT listed on the Scrutinized Companies with Activities in Sudan List or the Scrutinized Companies with Activities in the Iran Terrorism Sectors List or has business operations in Cuba or Syria, as detailed in the Solicitation Documents. (https://www.sbafla.com/governance/global-governance-mandates/) (required)
• Respondent meets the SBE requirements as stated in the Solicitation and has completed the SBE Assurance and Participation forms. (required) —

  Please download the below documents, complete, and upload.

• Respondent meets the DBE requirements as stated in the Solicitation and has completed the DBE Assurance and Participation form. (required) —

  Please download the below documents, complete, and upload.

• Respondent meets the ACDBE requirements as stated in the Solicitation and has completed the ACDBE Assurance and Participation form.* Please download the below documents, complete, and upload. (required) —

  Please download the below documents, complete, and upload.

• Respondent had a representative sign-in and attend the Mandatory Pre-Solicitation Conference or had a representative attend the Mandatory Pre-Solicitation Conference on-line via Microsoft Teams®. (required) —

  NOTE: To be considered as attending the Mandatory Pre-Solicitation Conference, the prospective Respondent must have signed in on a sign-in sheet prior to the start of the Mandatory Pre-Solicitation Conference or signed in to Microsoft Teams® and be identified by the Procurement Agent at the start of the Mandatory Pre-Solicitation Conference.

  Provide the name of Respondent’s representative who attended the Mandatory Pre-Solicitation Conference in-person or via Microsoft Teams®

• Respondent had a representative sign-in and attend the Mandatory Site Tour. (required) —

  NOTE: To be considered as attending the Mandatory Site Tour, a prospective Respondent must have signed in on a sign-in sheet prior to the start of the Mandatory Site Tour.

   

  Provide the name of Respondent’s representative who attended the Mandatory Site Tour.

• Respondent has submitted the Proposal Guaranty as detailed in the Solicitation. (required) —

  Please attach a copy of the original bank certified or cashier's check or a bid bond.

  The original bank certified or cashier's check or bid bond must be mailed to:

  Hillsborough County Aviation Authority, Attn: Procurement, P. O. Box 22287, Tampa, Florida 33622

• Respondent confirms Respondent will complete the Authority Information Technology Services security questionnaire within seven (7) calendar days upon request by the Authority. (required)
• Respondent has completed the Foreign Country of Concern Attestation and confirms that it will provide its latest System and Organization Control 2 Type 2 (SOC 2 Type 2) report prepared by a qualified, licensed, and independent CPA firm or agency accredited by the American Institute of Certified Public Accountants (AICPA) if recommended for award. (required) —

  Please download the below documents, complete, and upload.

• Demonstrate the Respondent has a minimum of three years of continuous experience during the period of January 1, 2017 through January 31, 2026 providing and placing employee insurance benefits brokerage services to at least two entities, each entity with a minimum of six hundred (600) employees. (required) —

  Please download the below documents, complete, and upload.

• Provide a copy of Respondent's active insurance agency license with the State of Florida. (required)
• Provide a copy of the proposed Principal Consultant's 2-15 License for Life and Health, including Variable Annuities. (required)
• Required Forms —

  Respondent must complete and submit the information requested below.

• Respondent has completed and submitted the Respondent Information Form. (required) —

  Please download the below documents, complete, and upload.

• Respondent proposes the following individual as the Principal Consultant. The Principal Consultant is the Awarded Respondent’s representative responsible for providing and managing the Services as outlined in Attachment B, Sample Contract for Employee Insurance Benefits Brokerage Services, Exhibit A, Scope of Services. (required) —

  Provide the name, title, office mailing address, phone number and email address for the proposed Principal Consultant.

• Attest if the Respondent provides services to anyone related to or employed by the Hillsborough County Aviation Authority (Authority), including Authority Board members. (required)
• If yes, provide a detailed explanation.
• Attest if the Respondent employs any individual related to an employee of the Authority, including Authority Board members. (required)
• If yes, provide a detailed explanation.
• Has Respondent ever been involved in a bankruptcy or financial reorganization? (required)
• If yes, provide a detailed explanation.
• Is Respondent involved in any current or pending litigation? (required)
• If yes, provide a detailed explanation.
• Respondent has completed and submitted the Scrutinized Company Certification Form. (required) —

  Please download the below documents, complete, and upload.

• Respondent has completed and submitted the Acknowledgement of Response Form. (required) —

  Please download the below documents, complete, and upload.

• Respondent has completed and submitted the Signature Authority Form. (required) —

  Please download the below documents, complete, and upload.

• Respondent has completed and submitted the SBE Assurance and Participation Form. (required) —

  Please download the below documents, complete, and upload.

• Respondent has completed and submitted the ACDBE Assurance and Participation Form. (required) —

  Please download the below documents, complete, and upload.

• Respondent has completed and submitted the Affidavit of Compliance with Anti-Human Trafficking Laws. (required) —

  Please download the below documents, complete, and upload.

• Respondent has provided their W-9. (required)
• Evaluation Criteria - Respondent's Overall Experience and Background
• The number of years Respondent has been in business providing Services. (required)
• A brief, concise explanation of the Respondent’s overall experience operating in the insurance industry and providing employee insurance brokerage and strategic benefits consulting services with entities that have both self-funded and fully insured Employee Benefits Programs. (required)
• Provide an organizational chart that includes the Respondent’s Personnel structure as well as the various positions that are proposed to perform the required Services. Personnel should include the Principal Consultant and other proposed key Personnel, and how each position relates to the other positions in the Respondent’s organization up to the corporate level. Include the title, name, and physical location of all listed Personnel. (required)
• Has the Respondent failed to complete a contract or been terminated early from any contract prior to the completion of the services? (required)
• If yes to the question above, please provide additional details.
• Has a surety paid for completion or termination of a contract on the Respondent’s behalf? (required)
• If yes to the question above, please provide additional details.
• Miscellaneous Documents —

  Respondent may use this area to attach miscellaneous pictures, documents, etc. to provide additional background information for this criterion.

   

   

• Evaluation Criteria - Respondent's Personnel Overall Experience and Qualifications
• Provide professional summaries of all key Personnel outlining experience, technical expertise, and capacity to perform the Services. (required) —

  NOTE: Submit all professional summaries in the same format.

• Describe Respondent's Principal Consultant’s experience providing the Services listed in Attachment B, Sample Contract for Employee Insurance Benefits Brokerage Services, Exhibit A, Scope of Services. (required)
• Describe Key Personnel experience providing the Services listed in Attachment B, Sample Contract for Employee Insurance Benefits Brokerage Services, Exhibit A, Scope of Services. (required)
• Has the proposed Principal Consultant been removed from a contract for any reason? (required)
• If yes to the question above, please provide additional details.
• Miscellaneous Documents —

  Respondent may use this area to attach miscellaneous pictures, documents, etc. to provide additional background information for this criterion.

• Evaluation Criteria - Methodology and Approach
• Describe the Respondent’s strategies and approach to performing the Services. (required)
• Demonstrate the Respondent’s organization and timeline for providing the Services. (required)
• Describe the Respondent's measurable cost containment strategies delivered to clients in the last three years. (required)
• Describe the Respondent’s experience managing pharmacy benefit programs, including PBM contracting, rebate transparency, and specialty drug cost containment strategies. (required)
• Describe the Respondent's approach to optimizing stop-loss structure, including specific and aggregate deductible strategy, Carrier selection, and risk mitigation. (required)
• Provide a 12-month service calendar outlining the activities the Respondent will perform for the Authority annually. (required)
• Provide examples of common coverage issues that Respondent has been able to streamline or resolve completely, improving employee health outcomes. (required)
• Provide examples of strategic initiatives Respondent has implemented for clients that improved employee health outcomes. (required)
• Describe Respondent’s approach to addressing a significant claims trend increase. (required)
• Describe Respondent's approach to determining whether a client should remain fully insured or transition to an alternative funding model. (required)
• Explain the proposed Principal Consultant’s responsibilities and capacity in providing the Services listed in Attachment B, Sample Contract for Employee Insurance Benefits Brokerage Services, Exhibit A, Scope of Services. (required)
• Miscellaneous Documents —

  Respondent may use this area to attach miscellaneous pictures, documents, etc. to provide additional background information for this criterion.

• Evaluation Criteria - Respondent’s Analytics and Data Capabilities
• Provide reporting tools, dashboards, predictive modeling, and analytics used by Respondent to monitor benefit plan and pharmacy plan performance, including but not limited to, GASB reporting. (required)
• Explain Respondent's methodology for analyzing claims data and identifying cost drivers. (required)
• Miscellaneous Documents —

  Respondent may use this area to attach miscellaneous pictures, documents, etc. to provide additional background information for this criterion.

• Are we purchasing goods or services? (required)
• Will Purchase Orders or a Contract be utilized as part of ward? (required)
• Is a Pre-Solicitation Conference required? (required) —

  Select the appropriate response.

• Is there a site tour? (required)
• Does this solicitation require a Proposal Guaranty? (required)
• Is the Contract to be awarded in excess of $100,000? (required)
• Is this a Concessions Contract? (required)
• Type in the type of interview or presentation (required) —

  For example: Interview, Demonstration, Presentation, etc.

• Will the Respondent be required to provide a representative responsible to the contract? If so, please enter the title. (required) —

  i.e., Project Manager, Principal Consultant, etc.

• Will Work Orders be utilized for this contract/solicitation? (required)
• Select from the below to include the appropriate SBE or ACDBE participation. (required)
• If a SBE or ACDBE goal is required for this solicitation, enter the percentage. (required)
• Scope of Services or Scope of Work (required) —

  Select from the options below.

• How will the contracting party be referred to? (required) —

  (i.e., Company, Concessionaire, Contractor, Airline, etc.)

  NOTE: By doing this, if will update throughout your documents and reference the supplier by "Company", "Concessionaire", or whatever other supplier title you type in the box.

• Does this contract include the Supplier having any personally identifiable information? (required) —

  The trigger for needing this language is when a supplier will:
  Process a credit card or payroll transaction on behalf of HCAA or will store any personally identifiable information (e.g., name, address, social security number or other identifying number or code, telephone number, email address, gender, race birthdate etc.) while performing the work. It may go beyond IT.

• Do these goods/services include a technology component? (required) —
  • Does someone else manage or control access to this solution or its data?
  • Do you need internet access or a special login to access or work with this solution?
  • Is the solution accessible on different devices, like a laptop, tablet, or phone?

Questions & Answers