Life Insurance and AD&D Coverage

The City of Hialeah ("the City”), is seeking proposals from all qualified firms to provide basic group term life and supplemental term life insurance with accidental death and dismemberment coverage. The City seeks proposals for a thirty-six (36) month basic group term life and supplemental term life insurance with accidental death and dismemberment coverage.

Project Details

• Reference ID: 2025-26-30
• Department: Risk Management Division
• Department Head: Franklin Duharte (Risk Administrator)

Important Dates

• Questions Due: 2026-04-21T18:00:00.000Z

Addenda

• Addendum #1 (released 2026-04-13T13:47:49.275Z) —

  Census added to attachments. 

  Please use the See What Changed link to view all the changes made by this addendum.

Evaluation Criteria

• Experience and Qualifications (40 pts) —
  1. Proposer’s qualifications, including, but not limited to, company history and description, number of years in business, size, number of employees, office location where work is to be performed, licenses/certifications, credentials, capabilities, and capacity to meet the City’s needs.
     
     
  2. Proposer’s relevant knowledge and experience in providing the services described in the “Scope of Services” to public sector agencies similar in size to the City of Hialeah.
     
     
  3. Financial Strength Rating from AM Best, with a minimum of A-, XIV.
     
     
  4. Qualifications, copy of applicable licenses/certifications, and experience of all proposed key personnel.
• Project Understanding, Proposed Approach, and Methodology (20 pts) —
  1. Detailed description of the capabilities and competencies, including but not limited to:
     
     
     1. 1. Proposer’s overall detailed understanding, approach, and methodology to perform the services solicited herein. Understanding of the RFP scope and requirements, implementation plan, strategies for assuring assigned work is completed on time, communication with City staff, and the Proposer’s intent to work with the City positively and innovatively in providing the services outlined in this RFP.
           
           
  2. Proposer’s capabilities and competency, including but not limited to:
     
     
     1. 1. Proposer’s lack of restrictions or exclusions imposed.
        2. Comprehensive description of the Proposer’s ability to duplicate existing coverage for employees.
• Past Performance and References (10 pts) —
  1. Proposer’s three (3) references (but no more than five (5) similar in size to the City of Hialeah, for which Proposer has provided the services described in the RFP, and list all contracts for which the Proposer has performed (past and present) as a PRIME for the City of Hialeah. The City will review all contracts that the Proposer has performed for the City. Any and all Proposer’s performance records (satisfactory and unsatisfactory) will be utilized in the evaluation process, regardless of the type of work performed for the city.
     
     
  2. List with contact information of public sector clients, if any, that have discontinued use of the Proposer’s services within the past two (2) years and indicate the reasons for the same. The City reserves the right to contact any reference as part of the evaluation process.
     
     
  3. Incidents within the last five (5) years where (a) a civil, criminal, administrative, or other similar proceeding was filed or is pending, if such proceeding arises from or is a dispute concerning the Proposer’s rights, remedies, or duties under a contract for the same or similar type services to be provided under this RFP.
• Cost of Coverage (30 pts) —
  1. Pricing will be scored objectively using the following formula.
     
     

  Proposer	Proposed Annual Price	Calculation	Points Awarded
  Firm A	$60,000 (Lowest)	(60,000 / 60,000) x 30	30.00
  Firm B	$75,000	(60,000 / 75,000) x 30	24.00
  Firm C	$90,000	(60,000 / 90,000)  x 30	20.00

Submission Requirements

• Solicitation Package
• Letter of Intent (required) —

  Each Respondent shall submit a letter of intent, which shall be signed by an authorized officer of the company or other Person authorized to bind the Respondent to the terms presented in its Response. The letter of intent must expressly state that the Respondent will provide the services requested in the Solicitation, in compliance with the terms in the Agreement, for the prices submitted with the Response.

• Respondent's Statement of Organization (required) —

  Please download the below documents, complete and have notarized. 

• Subcontractor (required) —

  Please download the below documents, complete and have notarized.

• Subcontractor (required) —

  Please download the below documents, complete, and upload.

• Public Entity Crimes Affidavit (required) —

  Please download the below documents, complete and have notarized. An online notarization option will be provided for you when responding.

• Non-Collusion Affidavit (required) —

  Please download the below documents, complete and have notarized. 

• Insurance Requirements & Checklist (required) —

  Please download the below documents, complete and have notarized. 

• Drug-Free Workplace (required) —

  Please download the below documents, complete and have notarized. 

• Certification to Accuracy of Solicitation (required) —

  Please download the below documents, complete and have notarized. 

• City of Hialeah Disclosure Affidavit (required) —

  Please download the below documents, complete and have notarized. 

• Assignment of Antitrust Claims (required) —

  Please download the below documents, complete and have notarized. 

• E-Verify Sworn Statement (required) —

  Please download the below documents, complete and have notarized. 

• Is the entity's principle business location within Hialeah city limits? (required) —

  If yes, please download the below documents, complete, and upload completed.

  If no, please download the form and upload blank.

• Common Carrier or Contracted Carrier Attestation (required) —

  Please download the below documents, complete, and upload.

• ”No sharing of personal identifying data with foreign countries of concern” (required) —

  Please download the below documents, complete and have notarized. 

• Bid Bond (required) —

  The Bidder shall complete and submit the Bid Bond Form. AN ORIGINAL COPY OF THE BOND MUST BE RECEIVED PRIOR TO THE CLOSING DATE OF THE SOLICITATION IN ORDER FOR YOUR SUBMITTAL TO BE CONSIDERED RESPONSIVE. The bond must be delivered DIRECTLY to the Purchasing Division Office located at 501 Palm Avenue, 4^th Floor, Hialeah, FL 33010. The office is open during normal business hours M-F 8:30 am-5 pm (excluding city-recognized Holidays).  

• Affidavit Required by Section 787.06, Florida Statutes, “Human Trafficking” (required) —

  Please download the below documents, complete and have notarized. 

• Litigation and Debarments (required) —

  To establish responsibility the Respondent cannot have one (1) or more of the following circumstances.

  A. Have a member, principal, officer, or stockholder who is in arrears or in default of any debt or contract involving the City, is not a debtor or in default to the City ; or is not a , guarantor, maker,  or surety upon any obligation to the City, and/or has failed to perform faithfully any contract with the City; or
  
  B. Have any record of any pending lawsuit(s) or unsatisfied civil judgments against the Respondent or conviction(s) of criminal acts including, without limitation, any crimes involving fraud or moral turpitude, fraud, deceit, or have ever been declared bankrupt or had a receiver appointed over their property or been the subject of an assignment for the be benefit of creditors in the past seven (7) years.
  
  C. Be on the convicted vendor list per “Public Entity Crimes”, Section 287.133, Fla. Stat and/or the Discriminatory Vendor List”, Section 287.134, Fla. Stat. or.
  
  D. Have been debarred within the past seven (7) years by any public agency in Florida 
  
  These findings of responsibility will apply jointly and severally to the Respondent as a business entity and to a member, principal, officer, or stockholder of the Respondent. 
  

  RESPONDENT MEETS ONE (1) OR MORE OF THE FOLLOWING CIRCUMSTANCES.

• Litigation and Debarment Disclosure (required) —

  If YES to the Litigation and Debarments question, please disclose within this text window. Failure to disclose any circumstances listed above shall result in a response being deemed NON-RESPONSIVE.

  If NO to the Litigation and Debarments question, please label this section as N/A".

• CONFLICT OF INTEREST AND ETHICS (required) —

  Each Respondent must confirm that the Respondent does not violate any of the following conflicts of interest provisions:

  (a) To the best of its knowledge, no officer, director, agent, or employee of the Respondent, or any relative of an officer, director, agent, or employee of the Respondent, is also an employee of the City.

  (b) To the best of its knowledge, no City employee owns, directly or indirectly, an interest of five percent (5%) or more in the Respondent’s firm or any of its subsidiaries or affiliates.

  (c) The Respondent does not directly or indirectly own or have a financial interest in more than ten percent (10%) of any other Respondent, regardless of whether such ownership is direct or through a parent, subsidiary, affiliate, other agreement or arrangement, or holding company of any other business entity.

  Each Respondent shall list and describe any professional or financial relationship that it has or had with the City, its elected or appointed officials, any employees or agents, or any of its agencies or component units, during the past five (5) years (i.e., since January 1, 2019), together with a statement explaining why each relationship do not constitute a conflict of interest relative to the services sought in this RFP. The
  Respondent shall have an ongoing obligation to give the Purchasing Division Director prompt written notice of any other professional or financial relationships that it enters into with the City, its elected or appointed officials, its employees or agents, or any of its agencies or component units before the Agreement is executed.

  Each Respondent must list all relationships that present potential, actual, or perceived conflicts of interest in connection with the Respondent’s potential work under this Solicitation. Concerning each such conflict, please provide a brief explanation of the facts and issues involved in the potential conflict. If the Respondent is not aware of any potential conflict, the Respondent should state there are no such conflicts expressly.

  Each Respondent must identify all persons that are involved with this Solicitation on behalf of the Respondent. In addition to the representatives previously addressed by the Respondent in their response to this Solicitation, please identify the names of any person serving as the Respondent’s lawyer, lobbyist, or public relations representative with regard to this Solicitation. The Respondent also must promptly notify the City Clerk in writing if any person is added to this list after the submittal of the Proposal.

  If the Respondent is participating in any discussions concerning a merger, acquisition, partnership, or assignment of the Agreement, please identify the other person(s) that may be participating in the work performed under the Agreement.
  
  RESPONDENT MEETS ONE (1) OR MORE OF THE FOLLOWING CIRCUMSTANCES.
  

• Conflicts of Interest and Ethics —

  If YES to the Conflicts of Interest and Ethics question, please disclose within this text window. Failure to disclose any circumstances listed above shall result in a response being deemed NON-RESPONSIVE.

  If NO to the Conflicts of Interest and Ethics question, please label this section as N/A".

• Certification Regarding Debarment, Suspension, And Other Responsibility Matters (required) —

  Please download the below documents, complete, and upload.

• Assurance of Compliance (required) —

  Please download the below documents, complete, and upload.

• Respondent's Initial Section 3 Goals (required) —

  Please download the below documents, complete, and upload.

• Minority Business Utilization Commitment (required) —

  Please download the below documents, complete, and upload.

• Section 3 Packet (required) —

  Please download the below documents, complete, and upload.

• Section 3 Business Certification (required) —

  Please download the below documents, complete, and upload.

• Lap Certification of Current Capacity (required) —

  The Contractor must certify that they have the financial capacity to complete the project. It is required that the Contractor download, complete, and submit attached form FDOT form # 525-101-46.

• Lobbying Certification (required) —

  Bidder must download FDOT form #375-030-33 and FDOT form #375-030-034d, complete, and upload.

• Non-Collusion Declaration and Compliance with 49 CFR §29.110(a) (required) —

  Please download the non-collusion declaration and compliance with 49 CFR §29.110(a) form, complete, and upload.

• Vendor Eligibility Check Prior to Contract Award (required) —

  Please download the vendor eligibility check prior to contract award form, complete, and upload.

• Capacity to Perform —

  To establish responsibility each Respondent must provide information demonstrating that the Respondent will be able to dedicate sufficient capable personnel, inventory, materials, equipment, and other resources to perform the work required under the Agreement. Each Respondent must identify and describe the resources it has available to serve the City.

• Please upload a list of all capable personnel, inventory, materials, equipment, and other resources to perform the work required under the Agreement (required)
• Experience —

  To establish responsibility each Respondent shall submit proof that a Respondent is a Person who is licensed or authorized to provide the Life & AD&D insurance services required in this Solicitation and is licensed to do business in the State of Florida and in “Good” standing.

• Experience & Qualifications (required) —

  A. Proposers must provide qualifications, including, but not limited to, company history and description, number of years in business, size, number of employees, experience of all proposed key personnel, office location where work is to be performed, licenses/certifications, credentials, capabilities, and capacity to meet the City’s needs. 

  B. Respondent must be licensed to do business as an insurance company in the State of Florida. Provide proof that you are registered or that an application to do business as an insurance company was submitted to the Florida Office of Insurance Regulation (FLOIR) and approval was granted. Please include the types of insurance you have the authority to underwrite and that your authority is current (has not expired). 
  
  C. Respondent must have five continuous (5) years of experience providing services similar in scope and size as described in the “Scope of Services”. 
  
  D. Respondent must submit proof they are an active corporation or other incorporated business entity (e.g., LLC, etc.) in the State of Florida. 
  
  E. Respondent must submit a copy of a valid Business Tax Receipt (BTR).

  F. Respondent must provide an active certificate/license to prove a minimum financial strength rating of “A-“ or equivalent from AM Best. 

  G. Respondent must provide proof that it has completed at least three (3) completed contracts providing insurance coverage for a similar scope of work. 

  H. Respondent must provide three (3) references in the response section of this solicitation. 

• Project Understanding, Proposed Approach, and Methodology (required) —

  Each Respondent must include a description of the systematic approach and actions to be taken to provide the services requested under the RFP. This systematic approach must describe, at a minimum, the established procedure and Respondent’s capability to follow all applicable rules and maintain a safe work environment from which the Respondent will perform the services pursuant to the requirements of the Agreement.

  A. Detailed description of the capabilities and competencies, including but not limited to:

  • Proposer’s overall detailed understanding, approach, and methodology to perform the services solicited herein. Understanding of the RFP scope and requirements, implementation plan, strategies for assuring assigned work is completed on time, communication with City staff, and the Proposer’s intent to work with the City positively and innovatively in providing the services outlined in this RFP.
    
    

  B. Proposer’s capabilities and competency, including but not limited to:

  • Proposer’s lack of restrictions or exclusions imposed.
  • Comprehensive description of the Proposer’s ability to duplicate existing coverage for employees.
• Past Performance and References (required) —

  A. Proposer’s three (3) references (but no more than five (5) similar in size to the City of Hialeah, for which Proposer has provided the services described in the RFP and list all contracts for which the Proposer has performed (past and present) as a PRIME for the City of Hialeah. The City will review all contracts that the Proposer has performed for the City. Any and all Proposer’s performance records (satisfactory and unsatisfactory) will be utilized in the evaluation process, regardless of the type of work performed for the city.
  
  

  B. List with contact information of public sector clients, if any, that have discontinued use of the Proposer’s services within the past two (2) years and indicate the reasons for the same. The City reserves the right to contact any reference as part of the evaluation process.
  
  

  C. Incidents within the last five (5) years where (a) a civil, criminal, administrative, or other similar proceeding was filed or is pending, if such proceeding arises from or is a dispute concerning the Proposer’s rights, remedies, or duties under a contract for the same or similar type services to be provided under this RFP.

• Completed Project #1 —

  To establish responsibility each Respondent must submit proof that it has completed a minimum of three (3) contracts within the last five (5) years, in which the Respondent provided Life & AD&D insurance services to Florida cities, counties or other Florida governmental agencies in similar size or complexity to the City of Hialeah.

  
  Do not include references from the City of Hialeah.
  
  For each such contract, the Respondent must provide the following information:

• Contact Information (required) —

  Name telephone number and email address for your client's contact person or representative for each contract.

• Description of Services (required) —

  A narrative description of the services performed. 

• Contract Duration (required)
• Dollar Amount of the Contract (required)
• Completed Project #2 —

  To establish responsibility each Respondent must submit proof that it has completed a minimum of three (3) contracts within the last five (5) years, in which the Respondent provided Life & AD&D insurance services to Florida cities, counties or other Florida governmental agencies in similar size or complexity to the City of Hialeah.
  
  Do not include references from the City of Hialeah.
  
  For each such contract, the Respondent must provide the following information:

• Contact Information (required) —

  Name telephone number and email address for your client's contact person or representative for each contract.

• Description of Services (required) —

  A narrative description of the services performed. 

• Contract Duration (required)
• Dollar Amount of Contract (required)
• Completed Project #3 —

  To establish responsibility each Respondent must submit proof that it has completed a minimum of three (3) contracts within the last five (5) years, in which the Respondent provided Life & AD&D insurance services to Florida cities, counties or other Florida governmental agencies in similar size or complexity to the City of Hialeah.
  
  Do not include references from the City of Hialeah.
  
  For each such contract, the Respondent must provide the following information:

• Contact Information (required) —

  Name telephone number and email address for your client's contact person or representative for each contract.

• Description of Services —

  A narrative description of the services performed.

• Reference #1 —

  Each Response must be accompanied by a list of three (3) references, which shall include the name of the company, dates of contract, description of the completed work or goods supplied, a contact person and the current telephone number. Each reference may be either public or private entities, but must be distinct and cannot be duplicated. Do not include references from the City of Hialeah, and please. NO RESPONSE WILL BE CONSIDERED WITHOUT THIS WRITTEN LIST OF REFERENCES. IT WILL BE DEEMED NON-RESPONSIVE. 

• Entity Name (required)
• Contract Term Dates (required)
• Description of goods or services supplied (required)
• Entity contact name (required)
• Entity contact email (required)
• Entity contact phone number  (required)
• Reference #2 —

  Each Response must be accompanied by a list of three (3) references, which shall include the name of the company, dates of contract, description of the completed work or goods supplied, a contact person and the current telephone number. Each reference may be either public or private entities, but must be distinct and cannot be duplicated. Do not include references from the City of Hialeah, and please. NO RESPONSE WILL BE CONSIDERED WITHOUT THIS WRITTEN LIST OF REFERENCES. IT WILL BE DEEMED NON-RESPONSIVE 

• Entity Name (required)
• Contract Term Dates (required)
• Description of goods or services supplied (required)
• Entity contact name (required)
• Entity contact email (required)
• Entity contact phone number (required)
• Reference #3 —

  Each Response must be accompanied by a list of three (3) references, which shall include the name of the company, dates of contract, description of the completed work or goods supplied, a contact person and the current telephone number. Each reference may be either public or private entities, but must be distinct and cannot be duplicated. Do not include references from the City of Hialeah, and please. NO RESPONSE WILL BE CONSIDERED WITHOUT THIS WRITTEN LIST OF REFERENCES. IT WILL BE DEEMED NON-RESPONSIVE 

• Entity Name (required)
• Contract Term Dates (required)
• Description of goods or services supplied (required)
• Entity contact name (required)
• Entity contact email (required)
• Entity contact phone number (required)
• SOLICITATION CONFIRMATION —

  By submitting their response and price proposal, the respondent certifies they have followed all solicitation rules and are making a legally binding offer to accept any resulting award. 

• RESPONSE & PRICE PROPOSAL CONFIRMATION (required) —

  The Respondent certifies that this response and price proposal is submitted in accordance with the solicitation specifications and conditions governing this Solicitation, and that the Respondent will accept any award(s) made to them as a result of this Solicitation.

  This confirmation constitutes the unequivocal offer of the Respondent to be bound by the terms of its response and price proposal.

• This Solicitation will be for (required)
• Provide evaluation criteria for the RFP (required) —

  Criteria may include but are not limited to:

  • Years of Experience
  • Years of Experience with a governmental entity.
  • Understanding and responsiveness to the solicitation as a whole or specific section(s).
  • Pricing
  • Proposer's Financials
  • Capacity to Perform
• What is the estimated value of the project? (required)
• How will the project be funded? (required)
• What account(s) will be utilized for the expenditure? (required) —

  If no account has been designated, please see OMB before continuing.

• Please describe the other funding source, and provide an account number. (required) —

  If no account has been designated, please see OMB. Be as detailed as possible when describing the funding source.

• What will be the term of the resulting contract? (required)
• Will the contract require renewal terms? (required) —

  Please choose the applicable option

• Will the contract require renewal terms? (required) —

  Please choose the applicable option

• Will the contract require renewal terms? (required) —

  Please choose the applicable option

• Will the contract require renewal terms? (required) —

  Please choose the applicable option

• Is Local Vendor Preference applicable to this solicitation? (required)
• Is a pre-bid/pre-proposal meeting necessary? (required)
• What is the address of the pre-bid/pre-proposal meeting site? (required)
• Will subcontractors be allowed? (required) —

  Note: A self-performance requirement sets a minimum percentage of work that the contractor must complete in this project rather than utilize subcontractors.

• What is the ____% of the self-performance requirement? (required)
• Will this project include Grant funded Roadway Construction? (required)
• Which solicitation template was chosen? (required)
• Does the project have completion estimate? (required) —

  A completion estimate is important for solicitation projects because it is crucial for both the companies bidding on the project and the organization soliciting the bids.

  For bidders, the estimate is the foundation of their proposal, allowing them to:

  • Submit competitive and profitable bids.
  • Effectively manage resources like labor and materials.
  • Identify and plan for potential risks.

  For project owners, the estimate helps them to:

  • Accurately evaluate and compare different proposals.
  • Secure necessary funding by establishing a budget.
  • Monitor the project's progress and costs to prevent overruns.
• What is the completion estimate for this project in calendar days? (required)

Questions & Answers