Fully Insured Medical Plan

RFP # 2026-001
REQUEST FOR PROPOSALS FOR
FULLY INSURED MEDICAL PLAN
RFP OPENING DATE: August 11, 2026
RFP DUE TIME: 3:00 P.M., C.S.T.
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REQUEST FOR PROPOSALS
The City of Donna is soliciting sealed Requests for Proposals (RFP); hereinafter referred to as RFP, to be received
by the City Secretary located at 307 S. 12th Street, Donna, Texas, 78537. City of Donna normal business days are
Monday through Friday between the hours of 8:00a.m. to 5:00p.m. and shall be closed on recognized holidays.
RFP's will be received until 3:00p.m. Central Time on Tuesday, August 11, 2026, at which time they will be taken
to the City Hall Council Chambers, and the names of the firms will be read aloud.
REQUEST FOR PROPOSALS FOR FULLY INSURED MEDICAL & DENTAL PLANS
RFP # 2026-001
CITY OF DONNA
307 S. 12th Street
Donna, TX 78537
Specifications can be obtained by downloading them from the City's website,
https://cityofdonna.org/government/request-for-proposals/ . Any and all questions regarding this RFP can be
submitted via email to jagarcia@cityofdonna.org.
Schedule of Events Date / Time
RFP Release Wednesday, July 22, 2026
Public Notice Published in The Monitor Wednesday, July 22, 2026
Wednesday, July 29, 2026
Deadline for Questions Wednesday, August 5, 2026, 5:00p.m.
(via email jagarcia@cityofdonna.org)
Pre-Proposal Conference N/A
Sealed Proposals Due to the City Tuesday, August 11, 2026
3:00PM CST @ City Hall
Proposals Opened and Read Aloud Tuesday, August 11, 2026
3:00PM CST @ City Hall
Recommendations of Products and Carriers taken to City Tentative Date: September 1, 2026
Council for Final Approval
Announcement of Successful Proposer(s) Tentative Date: September 2, 2026
Open Enrollment Tentative Dates: September 8 - 9, 2026
Effective Date of Products October 1, 2026
The City of Donna reserves the right to refuse and reject any or all qualifications and to waive any or all formalities
or technicalities or to accept the qualification to be the best and most advantageous to the City and hold the
qualification for a period of 60 days without taking action. Qualifications submitted past the aforementioned date
and time will not be accepted.
RFP's must be submitted in an envelope sealed with tape and prominently marked on the lower right-hand corner of
the envelope with corresponding RFP number and title. Please read your requirements thoroughly and be sure that
the RFP offered complies with all requirements/specifications noted. Any variation from the solicitation
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requirements/specifications must be clearly indicated by letter, on a point-by-point basis, attached to and made a
part of your RFP. If no exceptions are noted, and you are the successful respondent, it will be required that the
service(s) be provided as specified.
PURPOSE
1. The purpose of these solicitation documents is to execute a Professional Services Contract for:
FULLY INSURED MEDICAL PLAN, to include prescription coverage and EAP services, and
Dental.
INTENT
2. The services to be provided under this RFP shall be in accordance with and shall meet all specifications
and/or requirements as shown in this solicitation for RFP. There is no intention to disqualify any respondent
who can meet the requirements.
SUBMITTAL OF RFP
3. RFP'S shall be submitted in sealed envelopes as referenced on the attached solicitation. Two (2) complete
sets of the response, one (1) original marked "ORIGINAL," and one (1) copy marked "COPY", along with an
electronic file attached by USB. RFP'S submitted by facsimile (fax) or electronically shall NOT be accepted.
Submittal of an RFP in response to this solicitation constitutes an offer by the respondent. Once submitted,
RFP's become the property of the City of Donna and as such the City reserves the right to use any ideas
contained in any RFP regardless of whether that respondent/firm is selected. Submission of a RFP in
response to this solicitation, by any respondent, shall indicate that the respondent(s) has/have accepted the
conditions contained in the RFP, unless clearly and specifically noted in the RFP submitted and confirmed in
the contract between the City and the successful respondent otherwise. RFPs which do not comply with
these requirements may be rejected at the option of the City. RFPs must be filed with the City of Donna
before the deadline day and hour. No late RFPs will be accepted. They will be returned to respondent
unopened (if properly identified). Failure to meet RFP requirements may be grounds for disqualification.
CITY OF DONNA
307 S. 12th Street
Donna, TX 78537
TIME ALLOWED FOR ACTION TAKEN
4. The City of Donna may hold RFPs 60 days after the deadline without taking action. Respondents are required
to hold their RFPs firm for the same period of time.
RIGHT TO REJECT/AWARD
5. The City of Donna reserves the right to reject any or all RFPs, to waive any or all formalities or technicalities,
and to make such awards of contract as may be deemed to be the best and most advantageous to the City
of Donna.
ASSIGNMENT
6. Respondents are advised that the City of Donna shall not allow the successful respondent to sell, assign,
transfer, or convey any part of any contract resulting from this RFP in whole or in part, to a third party without
the written approval of the City of Donna.
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AWARD
7. Respondents are advised that the City of Donna is soliciting RFPs and an award shall be made to the
respondent that in the opinion of the City of Donna is the best qualified.
NUMBER OF CONTRACTS
8. The City reserves the right to award one, more than one, or no contract(s) in response to this RFP.
STATUTORY REQUIREMENTS
9. It shall be the responsibility of the successful respondent to comply with all applicable State & Federal laws,
Executive Orders and Municipal Ordinances, and the Rules and Regulations of all authorities having
jurisdiction over the work to be performed hereunder and such shall apply to the contract throughout, and
that they will be deemed to be included in the contract as though written out in full in the contract documents.
ALTERATIONS/AMENDMENTS TO RFP
10. RFP CANNOT be altered or amended after opening time. Alterations made before opening time must be
initialed by respondent guaranteeing authenticity. No RFP may be withdrawn after opening time without
acceptable reason in writing and only after approval by the City of Donna.
NO RESPONSE TO RFP
11. If unable to submit a RFP, respondent should return inquiry giving reasons.
LIST OF EXCEPTIONS
12. The respondent shall attach to his/her RFP a list of any exceptions to the specifications/ requirements.
PAYMENT
13. The City of Donna will execute payment by mail in accordance with the State of Texas Pay Law after
SERVICES have been completed, introduced to the City, and found to meet City of Donna
specifications/requirements. No other method of payment will be considered.
SYNONYM
14. Where in this solicitation package SERVICES is used, its meaning shall refer to the request for FULLY
INSURED MEDICAL & DENTAL PLANS as specified.
INTERPRETATIONS
15. Any questions concerning the project and/or specifications/requirements with regards to this solicitation for
statement(s) of qualifications shall be directed to the designated individuals as outlined in the RFP. Such
interpretations, which may affect the eventual outcome of this request for statements of qualifications, shall
be furnished in writing to all prospective Respondents via Addendum. No interpretation shall be considered
binding unless provided in writing by the City of Donna in accordance with paragraph entitled "Addenda and
Modifications".
JURISDICTION
16. Contract(s) executed as part of this solicitation shall be subject to and governed under the laws of the State
of Texas. Any and all obligations and payments are due and performable and payable in Hidalgo County,
Texas.
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RIGHT TO AUDIT
17. The City of Donna reserves the right to audit the vendor's books and records relating to the performance of
this contract. The City of Donna, at its own expense, shall have the right at all reasonable times during normal
business hours and upon at least twenty-four (24) hours' advance notice, to audit, to examine, and to make
copies of or extracts from the books of account and records maintained by the vendor(s) with respect to the
Supply/Service and/or Purchase Contract. If such audit shall disclose overpayment by City to vendor, written
notice of such overpayment shall be provided to the vendor and the amount of overpayment shall be promptly
reimbursed by vendor to the City. In the event any such overpayment is not paid within ten (10) business
days after receipt of such notice; the unpaid amount of such overpayment shall bear interest at the rate of
one percent (1%) per month from the date of such notice until paid.
VENUE
18. The parties agree that venue for purposes of any and all lawsuits, cause of action, arbitration, and/or any
other dispute(s) shall be in Hidalgo County, Texas.
IF YOU HAVE ANY QUESTIONS ABOUT COMPLIANCE, PLEASE CONSULT YOUR OWN LEGAL COUNSEL.
COMPLIANCE IS THE INDIVIDUAL RESPONSIBILITY OF EACH PERSON OR AGENT OF A PERSON WHO IS
SUBJECT TO THE FILING REQUIREMENT. AN OFFENSE UNDER CHAPTER 176 IS A CLASS "C"
MISDEMEANOR.
CONFLICT OF INTEREST
19. Effective March 1, 2006, Chapter 176 of the Texas Local Government Code (House Bill 914) requires that
any vendor or person considering doing business with a local government entity disclose the vendor or
person's affiliation or business relationship that might cause a conflict of interest with a local government
entity. The Conflict of Interest Questionnaire form is available from the Texas Ethics Commission at
www.ethics.state.tx.us. Complete Conflict of Interest Questionnaires may be mailed or delivered by hand to
the City Secretary. If mailing a completed form, please mail to:
City Secretary
City of Donna
307 S. 12th St.
Donna, Texas 78537
Any attempt to intentionally or unintentionally conceal or obfuscate a conflict of interest may automatically
result in the disqualification of the vendor's submittal.
CERTIFICATE OF INTERESTED PARTIES (Form 1295)
20. In 2015, The Texas Legislature adopted House Bill 1295, which added section 2252.908 of the Government
Code. The law states that a governmental entity or state agency may not enter into certain contracts with a
business entity unless the business entity submits a disclose of interested parties to the governmental entity
or state agency at the time the business entity submits the signed contract to the governmental entity or state
agency. The law applies only to a contract of a governmental entity or state agency (1) requires an action or
vote by the governing body of the entity or agency before the contract may be signed or (2) has a value of at
least $1 million. The disclosure requirement applies to a contract entered into on January 1, 2016. For more
information go to the Texas Ethics Commission web page at www.ethics.state.tx.us/forms/CIQ.pdf
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DISCLOSURE OF LITIGATION
21. Each responder shall include in its submittal a complete disclosure of any civil or criminal litigation or
investigation pending which involves the responder or in which the responder has been judged guilty.
EX PARTE COMMUNICATION
22. The successful respondent become the holder of and have access to confidential information in the process
of fulfilling its responsibilities in connection with an awarded contract the successful respondent agrees that
it shall keep such information confidential and will comply fully with the laws and regulations of the State of
Texas, ordinances and regulations of the City, and any applicable federal laws and regulations relating to
confidentiality.
INDEMNIFICATION CLAUSE
23. The successful responder shall indemnify, save harmless and exempt the City, its officers, agents, servants,
and employees from and against any and all suits, actions, legal proceedings, claims, demands, damages,
costs, or fees incident to any work done as a result of this response and arising out of a willful or negligent
act or omission of the successful responder, its officers, agents, servants, and employees; provided however,
that the successful responder shall not be liable for any suits, actions, legal proceedings, claims, demands,
damages, costs, expenses and attorney fees arising out of a willful or negligent act or omission of the City,
its officers, agents, servants and employees, or third parties.
LEGAL REQUIREMENTS
24. All parties offering submittals shall comply with federal, state and local laws and mandates relative to the
preparation of submittals and the services to be provided and all applicable federal laws and regulations.
Specifically the services to be provided are expected to be in compliance with the: American with Disabilities
Act (ADA); Age Discrimination in Employment Act (ADEA); Consolidated Omnibus Budget Reconciliation Act
(COBRA); Family and Medical Leave Act (FMLA); Health Portability and Accountability Act of 1996 (HIPPA)
and all applicable federal and state requirements, including without limitation, ERISA, the Internal Revenue
Code and its Act of 1994 (USERRA), insurance laws and regulations, and state anti- discrimination
requirements. All submittals will be presumed to be in compliance with all applicable laws.
SUBMITTAL CONTENTS
25. The contents of the response submittal by the successful firm and this RFP will become part of any contract
award. The successful firm shall be expected to sign a contract with the City. The response and this RFP
shall be incorporated by reference into the contract as though fully set forth therein.
RIGHT OF RETENTION
26. The City of Donna reserves the right to retain all responses submitted and to use any ideas in a submittal
regardless of whether that submittal is selected. Submission of a response indicates acceptance by the firm
of the conditions contained in this RFP, unless clearly and specifically noted in the response and confirmed
in the contract between the City of Donna and the firm selected. Under no circumstances shall a responder
whose submittal has not been accepted be entitled to any claims for compensation. The City reserves the
right to hold an RFP for 90 days without taking action.
ADDENDA AND MODIFICATIONS
27. Any changes, additions, or clarifications to the RFP are made by amendments (addenda). Any respondent
in doubt as to the true meaning of any part of the RFP or other documents may request an interpretation from
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the Purchasing Division. At the request of the respondent, or in the event the Purchasing Division deems the
interpretation to be substantive, the interpretation will be made by written addendum. Said Addenda shall be
mailed, e-mailed, hand delivered and/or faxed, to all prospective respondents. All Addenda issued in respect
to this RFP shall be considered official changes to the original documents. Verbal statements in response to
inquiries and/or requests for explanations shall not be authoritative or binding. It shall be the respondent's
responsibility to ensure that they have received all Addenda in respect to this project. Furthermore,
respondents are advised that they must recognize, comply with, and attach a signed copy of each Addendum
which shall be made part of their RFP Submittal. Respondent(s) signature on Addenda shall be interpreted
as the respondent's "recognition and compliance to" official changes as outlined by the City of Donna and as
such are made part of the original solicitation documents. Failure of any respondent to receive any such
addendum or interpretation shall not relieve such respondent from its terms and requirements. The City may
issue a written addendum no later than five calendar days prior to the date bids must be received. Addendums
are available online at www.cityofDonna.com.
RFP PREPARATION COSTS
28. The City of Donna shall not be held liable for any costs incurred by any respondent for work performed in
the preparation of and production of an RFP or for any work performed prior to execution of contract.
EQUAL EMPLOYMENT OPPORTUNITY
29. Respondent agrees that they will not discriminate in hiring, promotion, treatment, or other terms and
conditions of employment based on race, sex, national origin, age, disability, or in any way violate Title VII of
1964 Civil Rights Act and amendments, except as permitted by said laws.
AUTHORIZATION TO BIND RESPONDENT TO RFP
30. RFPs MUST give full firm name and address of respondent, and be manually or electronically signed. Failure
to do so will disqualify your RFP. Person signing bid must show title or AUTHORITY TO BIND HIS/HER FIRM
IN A CONTRACT. Firm name and authorized signature must appear on each page that calls for this
information. The legal status of the Respondent whether corporation, partnership, or individual, shall also be
stated in the RFP. A corporation shall execute the RFP by its duly authorized officers in accordance with its
corporate by - laws and shall also list the state in which it is incorporated. A partnership Respondent shall
give full names and addresses of all partners. All partners shall execute the RFP. Partnership and Individual
Respondent shall state in the proposal the names and addresses of all persons with a vested interest therein.
The place of residence of each Respondent, or the office address in the case of a firm or company, with
county and state and telephone number, shall be given after the signature.
Confidential Information Respondents are advised that all confidential records must be submitted in a
separate sealed envelope and marked accordingly.
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SECTION II. RFP REQUIREMENTS
INTRODUCTION:
The City of Donna's Department of Finance is responsible for the administration of the City's benefits and
insurance. It is the goal of the City to provide competitive and affordable (according to market standards)
benefit plans which are accessible to all eligible employees.
CLARIFICATION AND INTERPRETATION OF RFP:
The words "must" or "will" or "shall" in this RFP indicate mandatory requirements. Taking exception to any mandatory
requirement will be grounds for rejection of the proposal. The City desires to avoid any misunderstanding where it is
assumed that a feature is included in the proposal and turns out to be an optional, extra cost feature. As such, any
question answered with an indication of compliance will be considered included at no additional cost. Any service that
is referred to in the body of this response (does not pertain to attachments and brochures) will be considered included
in the basic offer. If you have any questions or require additional information regarding this RFP, please contact Joe
A. Garcia, Jr., Director of Finance, via email at jagarcia@cityofdonna.org. Deadline to submit questions for
clarifications shall be no later than August 5, 2026, at 5:00 p.m.
PURPOSE:
The purpose of this RFP is to provide minimum requirements, solicit proposals and gain adequate information from
which the City may evaluate the Proposer's products and services as they compare to other providers and as they
pertain to the needs of the City's organization as defined in this document.
BACKGROUND INFORMATION:
The City is organized into thirty-two (32) departments and provides a full range of municipal services to its citizens
including fire and police protection, animal control and municipal court facilities, water and sanitary sewer utilities, solid
waste collection services (near future), the construction of streets, drainage and other infrastructure, recreation
activities, swimming pools and athletic fields, public library and other facilities used for various cultural and civil
activities.
Currently there are approximately 165 Full-Time Employees who qualify for the City's fully insured plan. The Benefit
Insurance Plan Year coincides with the City's fiscal year of October 1 - September 30.
REQUEST FOR PROPOSALS:
The required contents and limitations for the preparation of the RFP are described in this section. Failure to provide
the requested information or adhere to any of The CITY limitations will result in disqualification of the submitted RFP.
Two (2) complete sets of the response, one (1) original marked "ORIGINAL," and one (1) copy marked "COPY",
along with an electronic file attached by USB shall be submitted to the address on the cover letter.
CONTENTS: The required contents for the RFP are presented below in the order they should be incorporated into
the submitted document.
FIRM QUALIFICATIONS, PERSONNEL AND STAFFING: This section outlines specific instructions for proposal
submissions. Proposers not adhering to these instructions shall be disqualified without further consideration.
At the public opening, there will be no disclosure of contents to competing firms, and all proposals will be kept
confidential during the negotiation process. Except for trade secrets and confidential information which the firm
identifies as proprietary, all proposals will be open for public inspection after the contract award. All proposals become
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the property of the City of Donna.
The City of Donna requires comprehensive responses to every section within this RFP. Conciseness and
clarity of content are emphasized and encouraged. Vague and general proposals will be considered non-
responsive and will result in disqualifications. To facilitate the review of the responses, Firms shall follow
the described proposal format. The intent of the proposal format requirements is to expedite review and
evaluation. It is not the intent to constrain Vendors with regard to content, but to assure that the specific
requirements set forth in this RFP are addressed in a uniform manner amenable to review and evaluation.
Failure to arrange the proposal as requested may result in the disqualification of the proposal.
Proposals shall have 1" margins and be single-sided, single spaced, using Times New Roman 12 point font.
It is requested that proposals be limited to no more than 50 pages, excluding resumes and any sample
documents. All pages of the proposals must be numbered, and the proposal must contain an organized,
paginated table of contents corresponding to the sections and pages of the proposal.
SECTION III. CURRENT AND REQUESTED COVERAGES
The purpose of this RFP is to provide minimum requirements, solicit proposals, and gain adequate
information from which the City may evaluate the Proposer's products and services as they compare to
other providers and as they pertain to the needs of the City's organization as defined in this document.
Current Coverage:
UnitedHealthcare (UHC) has provided fully insured medical coverage from October 1, 2023 -
September 30, 2026. The prescription plan is through UHC. UHC also provides the City with EAP
Services at no additional cost.
UHC is the current insurance carrier for dental insurance as of October 1, 2020. There is a current
rate guarantee through 9/30/2027.
Currently, the City offers the employees three medical plans. Please see attachments for complete plan
information and design.
The City's monthly contribution schedule includes the following. We anticipate the contributions will be
similar for 2026-2027.
Medical Base Plan Insurance - Total Monthly Rates
* Employee Only - $513.76
* Employee & Spouse - $1,020.10
* Employee & Child(ren) - $887.37
* Employee & Family - $1,472.35
The current Employee's semi-monthly contribution schedule is as follows:
* Employee Only - $0.00
* Employee & Child(ren) - $253.17
* Employee & Spouse - $186.81
* Employee & Family - $479.30
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Medical Mid Plan Insurance - Total Monthly Rates
* Employee Only - $540.13
* Employee & Spouse - $1,072.46
* Employee & Child(ren) - $932.92
* Employee & Family - $1,547.92
The current Employee's semi-monthly contribution schedule is as follows:
* Employee Only - $13.19
* Employee & Child(ren) - $279.38
* Employee & Spouse - $209.58
* Employee & Family - $517.08
Medical Buy-Up Plan Insurance - Total Monthly Rates
* Employee Only - $627.31
* Employee & Spouse - $1,245.56
* Employee & Child(ren) - $1,083.49
* Employee & Family - $1,797.79
The current Employee's semi-monthly contribution schedule is as follows:
* Employee Only - $56.78
* Employee & Child(ren) - $365.90
* Employee & Spouse - $284.87
* Employee & Family - $642.00
Currently, the City offers the employees two dental plans. Please see attachments for complete plan
information and design.
The City's monthly contribution schedule includes the following. We know the contributions will be the same
for 2026-2027.
Dental Insurance
Base Plan:
* Employee Only - $24.46
* Employee & Child(ren) - $50.41
* Employee & Spouse - $51.73
* Employee & Family - $79.64
Buy-Up Plan:
* Employee Only - $30.09
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