SLED Opportunity · TEXAS · CITY OF KILLEEN
AI Summary
The City of Killeen, Texas, seeks proposals for Liability, Property, and Workers' Compensation Insurance Services. The RFP aims to secure comprehensive insurance coverage and administration for municipal operations. Proposals are due April 15, 2026, with evaluation based on coverage, cost, claims expertise, and carrier stability.
RFP NO. 26-23
Liability, Property, and Workers' Compensation Insurance Services
CITY OF KILLEEN, TEXAS
The City of Killeen will receive sealed Request for Proposals for 26-23 Liability, Property, and Workers' Compensation Insurance Services electronically through the City’s eProcurement Portal or addressed to the City of Killeen, Attn: Purchasing Division, 802 N. 2nd Street, Building G, Killeen, Texas 76541, until 3:00 pm on Wednesday, April 15, 2026. Mailed or hand delivered proposals must be sealed and plainly marked with the name and address of the proposer and “RFP NO. 26-23 Liability, Property, and Workers' Compensation Insurance Services, 3:00 pm, Wednesday, April 15, 2026”.
Proposals received after the closing time will be returned unopened.
Vendors may register and submit proposals electronically at https://procurement.opengov.com/login.
A Pre-Proposal Meeting will be not be held.
RFP Questions will be accepted on the OpenGov e-bidding site, until 3:00 pm on Wednesday, April 8, 2026. Questions will be answered in the form of an addendum and posted on the OpenGov e-bidding site. It is the proposer’s responsibility to obtain and acknowledge all addendums.
Complete information regarding this solicitation may be obtained from the City of Killeen website (https://www.killeentexas.gov/414/Purchasing) and OpenGov E-Procurement Portal (https://procurement.opengov.com/login).
The City of Killeen reserves the right to reject any or all proposals and waive any irregularities.
CITY OF KILLEEN, TEXAS
Sophonia Price
Director of Procurement and Contract Management
The City of Killeen is seeking sealed proposals from qualified insurance carriers, managing general agents, licensed brokers, or authorized representatives to provide insurance coverage and insurance program administration for the City’s operations. The City seeks comprehensive and competitively priced insurance solutions that provide appropriate limits, policy forms, risk management services, and professional claims handling for municipal operations including airport operations, law enforcement, public property and assets, employees, and digital systems. The City of Killeen, who is solely directing this RFP process, shall select the proposer based upon competitive submissions pursuant to this Request for Proposal (RFP). After evaluation of all proposals, the selected proposer will serve as the City’s supplier of service requested.
The City of Killeen may select one or multiple vendors to provide these services based on need and availability.
Please use the See What Changed link to view all the changes made by this addendum.
Please use the See What Changed link to view all the changes made by this addendum.
Evaluate comprehensive and collision coverage, glass, towing, and equipment.
Pursuant to Chapter 176 of the Texas Local Government Code, vendors contracting with or seeking to contract with the City of Killeen must file a completed Conflict of Interest Questionnaire (Form CIQ) with the appropriate records administrator no later than seven (7) business days after beginning contract discussions or negotiations, or after submitting a response to this solicitation. The Form CIQ can be downloaded here:
https://www.ethics.state.tx.us/data/forms/conflict/CIQ.pdf
Please confirm your understanding and willingness to promptly download, complete, and submit the Form CIQ upon the City’s request:
Contractors shall submit at least three (3) business references for the proposed item. Each reference must include:
References should be from customers for whom the contractor has provided similar services or products. These references may be contacted by the City of Killeen as part of the evaluation process.
Please download, complete, and upload the following document:
If awarded a contract, the vendor must submit the Certificate of Interested Parties (Form 1295) online through the Texas Ethics Commission’s filing application as required by Texas Government Code Section 2252.908. A business entity must use the Commission’s online system to enter the required information, generate the form, and obtain a unique certification of filing number. An authorized agent of the business entity must sign the printed copy, and that certified copy must be provided to the City of Killeen within seven (7) business days after contract discussions or negotiations.
The online filing system is available at: https://prd.tecprd.ethicsefile.com/File
Please confirm that you will download, complete, and submit the Certificate of Interested Parties (Form 1295) immediately upon request by the City of Killeen and in accordance with the filing requirements:
By submitting this proposal, the vendor hereby acknowledges that it does not boycott Israel and will not boycott Israel during the term of this contract. Boycotting Israel is defined in Texas Government Code section 808.001 to mean refusing to deal with, terminating business activities with, or taking any action that is intended to penalize, inflict economic harm on, or limit commercial relations specifically with Israel, or with a person or entity doing business in Israel or in an Israeli-controlled territory, but does not include an action made for ordinary business purposes.
By submitting this proposal, the vendor hereby acknowledges that it does not boycott energy companies and will not boycott energy companies during the term of the contract. “Boycott energy company” is defined in Texas Government Code section 809.001 to mean, without an ordinary business purpose, refusing to deal with, terminating business activities with, or otherwise taking any action that is intended to penalize, inflict economic harm on, or limit commercial relations with a company because the company: (A) engages in the exploration, production, utilization, transportation, sale, or manufacturing of fossil fuel-based energy and does not commit or pledge to meet environmental standards beyond applicable federal and state law; or (B) does business with a company described by Paragraph (A).
By submitting this proposal, the vendor hereby acknowledges that it does not have a practice, policy, guidance, or directive that discriminates against a firearm entity or firearm trade association and will not discriminate during the term of the contract against a firearm entity or firearm trade association. Discriminate against a firearm entity or a firearm trade association are defined in Texas Government Code section 2274.001 as (A) with respect to the entity or association, to (i) refuse to engage in the trade of any goods or services; (ii) refrain from continuing an existing business relationship; (iii) terminate an existing business relationship; or (iv) otherwise express a prejudice against the entity or association; and (B) does not include the established policies of a merchant, retail seller, or platform that restrict or prohibit the listing or selling of ammunition, firearms, or firearm accessories.
By submitting this proposal, the vendor hereby acknowledges that neither the vendor nor the entity represented by the vendor, or anyone acting for such entity has violated the antitrust laws of the State of Texas, codified in Section 15.01 et seq., Texas Business and Commerce Code, or the Federal antitrust laws, nor communicated directly or indirectly, prior to the solicitation opening with any competitor or any other person engaged in such line of business.
By submitting this proposal, the vendor hereby acknowledges understanding that projects may be funded in whole or in part by the U.S. Department of Housing and Urban Development Community Development Block Grant (CDBG) or Home Investment Partnerships Act (HOME Program) and may be subject to submittal of certified payroll documentation as required by HUD funded construction projects to the extent required by Davis-Bacon and Related Acts (DBRA); confirmation of eligibility for participation through the Excluded Parties Listing System (EPLS) - System for Award Management (SAM.gov) or the Texas Debarred Vendor List.
Has the owner(s) of the company been convicted of a crime within the past ten (10) years (excluding minor traffic violations)?
Have you, or any member of your Firm or Team to be assigned to this engagement, ever been indicted or convicted of a felony or a misdemeanor greater than a Class C (excluding minor traffic violations) in the last five (5) years?
Has your Firm or Team, you, or any member of your Firm or Team been involved in any claim, lawsuit, arbitration, or litigation with the City of Killeen or any other Federal, State, Local Government, or private entity during the last ten (10) years?
Has your Firm or Team, you, or any member of your Firm or Team ever been terminated (for cause or otherwise) from any contracted work performed for the City of Killeen or any other Federal, State, Local Government, or private entity?
Has the company been in bankruptcy, reorganization, or receivership in the last five (5) years (whether voluntary or involuntary)?
Has the company provided continuous services as requested in this solicitation and operated in this capacity for two (2) years without interruption?
Has the company been disqualified, debarred, suspended, or listed on any excluded parties list (including, but not limited to, the General Services Administration’s list of parties excluded from federal procurement and nonprocurement programs) by any public agency, including the Federal Government?
Does any City of Killeen employee or official (including elected officials or appointed board/commission members) or any immediate family member of such persons have any financial or other interest in your company (e.g., ownership, employment, equity, consulting relationship, or other benefit)?
Can the company perform and provide the services exactly as described in the solicitation specifications and Scope of work?
When can the company begin providing services after award? Please state the number of calendar days required from award/notice to proceed until the company can commence full performance of the services requested in this solicitation:
Answer (number of days):
Please provide the primary point of contact the City may reach regarding service issues, delivery questions, or invoice/payment matters. Include the following information:
Other governmental entities may maintain interlocal agreements with the City of Killeen and may elect, but are not obligated, to purchase goods and services defined in this Invitation to Bid (ITB) from the successful bidder. Any such purchases by another governmental entity will be billed directly to and paid by that entity. The City of Killeen will not be responsible for another entity’s debts. Each governmental entity will place its own orders with the successful bidder and will be responsible for ensuring full compliance with the ITB specifications. Prior to purchases by other governmental entities, the City will notify the successful bidder of their intent.
Please indicate below if you will permit other governmental entities to purchase from your agreement with the City of Killeen:
All bids or proposals, data, and information submitted to the City of Killeen are subject to release under the Texas Public Information Act (PIA), unless the information is specifically exempt from disclosure under the Act or other applicable law. Information submitted to the City is presumed to be available to the public upon request, and may be released unless a statutory exception applies or the Office of the Attorney General determines it should be withheld.
You are not encouraged to submit data and/or information that you consider to be confidential or proprietary unless it is absolutely necessary for the City to understand and evaluate your submission.
Instructions for Submitting Confidential/Proprietary Information
If the City receives a public information request that involves your submission, the City will notify you so you may assert your claim of confidentiality to the Office of the Attorney General and provide reasons supported by applicable law.
Please indicate below:
If your proposal contains confidential or proprietary information, please identify where it is located. Be as specific as possible so that the City can locate the information quickly if a Public Information Act request is received.
For each instance of confidential or proprietary information in your proposal, include:
Does the contractor maintain the insurance coverage as specified in the insurance requirements section of this solicitation, including minimum coverages, limits, and any proof of insurance requirements (e.g., certificates of insurance)?
Please indicate the first year your company began business operations (the calendar year the company was established and began providing services):
This helps the City understand the vendor’s experience and length of operation as part of its responsibility determination.
Answer (Years):
Please provide the insurance broker or agent information for the insurance policies that cover your company’s operations related to this solicitation. Include each of the following:
Collecting broker contact information is a standard part of vendor questionnaires so the awarding agency can verify coverage or follow up on policy details if needed.
Are there any claims currently pending against your company’s insurance policies?
Please list up to five (5) of your most recent sales or contract engagements with other public agencies (governmental entities) and/or other customers that are relevant to the goods/services defined in this solicitation. Include the following information for each:
During a natural disaster, homeland security event, or other emergency situation, the City of Killeen may need access to your business for products or services after normal business hours and/or on holidays. The City may request City personnel pick up or vendor delivery of products or services in such events.
For this purpose, vendors must provide both a primary and a secondary emergency contact name and phone number, and it is critical that this emergency contact information remains current. Vendors shall notify the City by email of any changes to the emergency contact names or phone numbers. Updates may be emailed to: SPrice@killeentexas.gov
All products or services requested during an emergency event are to be supplied at the established contract prices, terms, and conditions. Vendors shall also provide the fee (pricing) for an after‑hours emergency opening of the business, if applicable. In general, orders will be placed using a City of Killeen procurement card (MasterCard) or a City‑issued Purchase Order, and billing must include any emergency opening fee.
Please download the document listed below, complete it in full, and upload it with your proposal submission:
Please Upload your COMPLETE Proposal here.
Q (Effective Dates): The City is requesting vendors offer guaranteed, bindable quotations on 4/15/2026 for an effective date of 10/1/2026, is that correct?
A: Yes, that is correct. The City is requesting vendors to provide guaranteed, bindable quotations by April 15, 2026, for coverage with an effective date of October 1, 2026. Vendors should ensure that all quoted terms, conditions, and pricing remain firm and capable of being bound as submitted, subject only to any clearly stated assumptions or underwriting requirements.
Q (Premiums' / Loss): Can you please provide 5 years of currently valued loss for all coverage's being requested and the premiums paid for each line of coverage for 2025-26?
A: Per your request please see Addendum # 1 which contains PDF attachments.
Q (Application Questions): After reviewing the docs submitted, I have some questions/comments: - What are the expiring premiums by LOC? - What are the target premiums by LOC? - Why are they marketing? - Does the Agent control it currently? It doesn’t appear so but I wanted to make sure. - Is TML planning on offering a renewal? - Who is the retailer going to directly? - Is the city wanting to look at an SIR package or are the wanting to stick to guaranteed cost? Outside of what was already provided, here is what I will need in order to quote: - Any supplementals you have filled out in the last couple years?
A: Submissions containing multiple questions in a single entry may be separated by the City for response purposes. For future submissions, vendors are requested to submit each question separately in OpenGov to ensure clear tracking and response. Please see below for the individual Q&A.
Q (Expiring Premiums):
A: What are the expiring premiums by Line of Coverage (LOC)? Extraco Banks NA Expiring premium information by Line of Coverage is included within the solicitation documents where available, including policy summaries and supporting attachments. Vendors should rely on the information provided in the RFP and its attachments as the official source for expiring premium data.
Q (Target Premiums):
A: What are the target premiums by Line of Coverage (LOC)? Extraco Banks NA The City has not established target premiums by Line of Coverage. Vendors are requested to submit competitive pricing based on the coverage specifications, exposures, and risk information provided in the RFP.
Q (Marketing Purpose):
A: Why is the City marketing the coverage? Extraco Banks NA The City periodically markets its insurance programs to ensure competitive pricing, evaluate current market conditions, and confirm that coverage terms, services, and pricing continue to provide the best overall value and protection to the City.
Q (Agent Control):
A: Does the City’s current agent control the program? It does not appear so, but confirmation is requested. Extraco Banks NA The current program is described in the solicitation documents. Vendors should refer to the RFP for details regarding program administration, roles, and responsibilities.
Q (TML Potential Proposal):
A: Is TML planning on offering a renewal proposal? Extraco Banks NA The City is currently soliciting proposals from the market to evaluate all available options, including any renewal or alternative program structures that may be offered. All respondents should submit their best proposals in accordance with the requirements of the RFP.
Q (Marketing Target):
A: Who is the coverage being marketed to or placed with directly? Extraco Banks NA Coverage placement should be proposed in accordance with the structure and requirements outlined in the RFP. Vendors should submit proposals consistent with their standard market approach for the requested coverage structure.
Q (SIR Program):
A: Is the City considering a Self-Insured Retention (SIR) program or does it intend to remain on a guaranteed cost structure? Extraco Banks NA The City is open to reviewing proposals that include different program structures, including Self-Insured Retention (SIR) and guaranteed cost options, where permitted under the solicitation. Vendors must clearly identify the structure of their proposed program and provide all necessary details for evaluation and comparison.
Q (Supplemental Applications):
A: Will supplemental applications from the past couple of years be provided? Extraco Banks NA Any available supplemental applications completed within recent years will be provided if on file and relevant to the solicitation. Additional documentation may be released through addenda as needed to ensure all proposers have equal access to information.
Q (Workers' Compensation ): The RFP shows the 2025-26 estimated payroll at $85,607,779. The 2024-25 audited payroll was $89,222,296. Shouldn’t the 2026-27 estimated payroll be closer to $95-$100M?
A: The payroll figures included in the RFP reflect the City’s most current estimates at the time of issuance. While prior year trends may indicate potential increases, future payroll is subject to change based on budgeting, staffing, and operational factors. Vendors should base their proposals on the payroll information provided in the solicitation documents.
Q (Losses): The loss report provided is dated March 31, 2025. Is the City able to provide a loss report that is more current?
A: Please see addenda #2 with requested reports effective 04.01.26.
Q (Auto Schedule ): The Auto Schedule provided in the RFP reflects 834 vehicles; however, our records indicate 864 scheduled vehicles. Can the City please add the most recent Auto Schedule to the RFP?
A: Please see addenda #2 with requested reports effective 04.01.26.
Q (Portable Equipment ): Does the City intend for coverage for their portable equipment to be included in the proposal? If so, can a current schedule be provided?
A: Please see addenda #2 with requested reports effective 04.01.26.
SLED stands for State, Local, and Education. These are solicitations issued by state governments, counties, cities, school districts, utilities, and higher education institutions — as opposed to federal agencies.
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