Insurance Broker Services
| Location: | Oklahoma |
|---|---|
| Posted: | Nov 14, 2025 |
| Due: | Dec 10, 2025 |
| Agency: | City of Tulsa |
| Type of Government: | State & Local |
| Category: |
|
| Solicitation No: | TAC 871B |
| Publication URL: | To access bid details, please log in. |
| Bid ID: | TAC 871B |
| Addendum: | 1 |
| Bid Due Date: | 12/10/2025 |
| Description: | Insurance Broker Services |
| Bid Document: | RFP TAC 871B + Addendum 1 Insurance Broker Services.pdf |
| Attachments: |
Attachment Preview
City of Tulsa
Finance Department
November 14, 2025
Request For Proposal TAC 871B
Addendum #1
Please note the following changes which have been made for clarification to this Request for Proposal.
This addendum must be listed as Addendum #1 on the ACKNOWLEDGMENT OF RECEIPT OF
ADDENDA/AMENDMENTS of the bid package as verification that you have received and are aware of
the information contained herein.
QUESTIONS/CLARIFICATION/CHANGES:
QUESTIONS:
The list on page 2 says you are looking for quotes for
• Commercial Property
• Aviation
• Commercial General Liability
• Commercial Excess Liability
• Government Crime
• Public Official Bonds
• Physicians Liability insurance
What limits of liability does City of Tulsa currently have for each policy? That
information is not available at this time.
What are the deductibles for each? That information is not available at this time.
Would you be able to send copies of the declarations pages so I can match any
quotes to what you have currently? That information is not available at this time.
Does one insurer currently write all lines of coverage? Yes, except Physicians
liability insurance Or do you use several insurers to meet your current needs?
Would you be able to provide the previous 5 years loss histories for each
policy? That information is not available at this time.
Can you provide a list of properties including address, year built, square footage,
Value, years any updates completed to the structure. Specifically roof, plumbing,
HVAC, Electrical.” That information is not available at this time.
TAC 871B | Insurance Broker Services | Issue Date: November 10, 2025
Request for Proposal
TAC 871B
Professional Services for: Insurance Broker Services
Department: Human Resources
NIGP Commodity Code(s): 918-69, 946-38
RFP Schedule
EVENT
RFP Issue Date
DATE
11/10/2025
Pre-Proposal Conference
No Pre-Proposal Conference
Deadline for Questions
Submit to assigned buyer via email.
Proposal Due Date
Mail or deliver to City Clerk address. Proposals are open
the day after the due date.
12/01/2025
10 Days prior to RFP due date
12/10/2025
If You have any questions or need additional information, contact the Assigned Buyer:
Donny Tiemann | dtiemann@cityoftulsa.org
All questions should be emailed with RFP TAC 871B in the subject line.
Submit proposals (sealed) to:
Office of the City Clerk
City of Tulsa
175 E. 2ND St.
Suite 260
Tulsa, OK 74103
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TAC 871B | Insurance Broker Services | Issue Date: November 10, 2025
I.
OVERVIEW AND GOALS:
With this Request for Proposal (RFP), the City is soliciting proposals to secure
professional services of an insurance broker to market the City’s insurance
coverage, make recommendations and advise on risk management services.
We enthusiastically look forward to receiving Your proposal.
II. BACKGROUND:
The City has:
• A population of approximately 400,700
• Approximately 3800 employees
• An adopted operating budget for FY 25 of approximately $103 billion.
The City currently purchases the following insurance:
1. Commercial Property (Including Boiler/Machinery Breakdown)
2. Aviation
3. Commercial General Liability
4. Commercial Excess Liability
5. Government Crime
6. Public Official Bonds
• Mayor -
$25,000
• Finance Director - $100,000
• Purchasing Agent - $100,000
7. Physician’s Liability Insurance
The City is 100% self-insured/self-administered for workers compensation
programs. No excess coverage has been or is currently in force. The City also
provides various employee health insurance coverages. Workers’ compensation
and employee benefit/health insurance will not be a part of broker services
provided under this contract.
3
TAC 871B | Insurance Broker Services | Issue Date: November 10, 2025
III. TIMELINE:
The schedule below provides estimated dates for the RFP and contracting
process. The City of Tulsa may adjust this schedule as needed.
EVENT
DATE
RFP Issue Date
11/10/2025
Pre-Proposal Conference
No Pre-Proposal Conference
Deadline for Questions
12/01/2025
PROPOSAL DUE DATE
12/10/2025
Begin proposal evaluations
12/12/2025
Interviews with Respondents (anticipated) 12/18/2025
Award Recommendation
1/08/2026
Negotiations with apparent successful
Respondent begin (anticipated)
1/15/2026
Execute contract (anticipated)
1/21/2026
Begin service delivery (anticipated)
2/02/2026
IV. SCOPE OF WORK:
A. Base Brokerage Services
The cost of all base brokerage services shall be quoted as one annual cost
figure, as indicated in Exhibit A, Price Sheet Summary of this proposal.
THE BROKER WILL NOT COLLECT A COMMISION FROM THE INSURANCE
UNDERWRITERAND WILL BE REQUIRED TO PROVIDE EVIDENCE TO
SUPPORT THIS.
Base brokerage services will include the following:
1. Coverage design - Advise and assist the City in evaluating, selecting
among coverage alternatives and projecting premium levels and
underwriting factors involved in the insurance program structure. Advise the
City on potential gaps or overlaps in coverage.
2. Insurance procurement – Coordinate insurance renewal based on coverage
design. Assist the City with compiling and reviewing of required underwriting
information. Develop insurance specifications. Prepare formal submissions.
Serve as the intermediary between the City and insurance carriers, obtain
quotes, negotiate prices, and recommend placement. The primary goal of
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TAC 871B | Insurance Broker Services | Issue Date: November 10, 2025
insurance procurement is to ensure the most cost-effective coverage while
adequately addressing risk factors.
3. Administrative assistance – Support for claims and litigation, review of
contractor insurance coverage and risk identification and measurement
facilitation.
Review coverage documents and invoices to ensure coverage has been
correctly issued and billed. Assist with reviewing claims submissions. Ensure
the renewal process for expiring coverage begins timely. Advise of changes
in the marketplace and legislative updates. Monitor insurance company
solvency.
B. Other Services
The Respondent will provide other services as requested by the City. The quote
should include an hourly rate and flat rate fee for these services:
1. Loss control site visits and reporting
2. Employee Training
V. DELIVERABLES:
The products, reports, and plans to be delivered to the City will include:
1) Base brokerage services which include coverage design, insurance
procurement and administrative assistance.
2) Process enrichment and processing assistance to complete claims,
litigation, coverage reviews, loss control, employee training and risk
management.
VI. PERFORMANCE METRICS AND CONTRACT MANAGEMENT:
Performance Metrics
The City will develop performance metrics with the awarded Respondent. These
performance metrics will highlight key priorities that will be analyzed with the
awarded Respondent collaboratively during the life of the contract. The City looks
forward to working with the awarded Respondent to define these important
performance metrics during contract negotiations.
The final set of performance metrics and frequency of collection will be
negotiated by the City and the awarded Respondent prior to the finalization of an
agreement between parties and may be adjusted over time as needed.
Performance
Metric
Data Source Data Collection
Frequency
Data Collection
Responsibility
5
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