Insurance Broker

Human Resource Department
Request for Proposal: 320-050526FD
Employee Benefits Consulting Services
Date of Issue: 06/02/2026
Proposal Due Date: 06/30/2026
at 02:00 P.M. ET
Direct all inquiries concerning this RFP to:
Fantashia Dickens, Purchasing Associate III
Email: Fantashia.Dickens@rockymountnc.gov
Phone: 252-972-1352

Request for Proposal # 320-050526FD
______________________________________________________
For purchasing division processing, please provide your company's Federal Employer Identification Number
or alternate identification number (e.g. Social Security Number). Pursuant to North Carolina General Statute
132-1.10(b) this identification number shall not be released to the public. This page will be removed and
shredded, or otherwise kept confidential, before the procurement file is made available for public
inspection.
This page is to be filled out and returned with your Proposal.
Failure to do so may subject your Proposal to rejection.
ID Number:
______________________________________________________
Federal ID Number or Social Security Number
______________________________________________________
Vendor Name
"All Proposals are hereby notified that they must have the
proper license as required under the North Carolina laws. All
prospective contractors shall be responsible for complying with
state law and local ordinances."

City of Rocky Mount
Human Resources Department
Refer ALL Inquiries regarding this RFP to: Request for Proposal # 320-050526FD
Fantashia Dickens Proposals will be publicly opened: 06/30/2026
Purchasing Associate III
Contract Type: Service
EXECUTION
In compliance with this Request for Quote, and subject to all the conditions herein, the undersigned Vendor offers and agrees to
furnish and deliver any or all items upon which prices are quoted, at the prices set opposite each item within the time specified
herein. By executing this quote, the undersigned Vendor certifies that this quote is submitted competitively and without collusion
(G.S. 143-54), that none of its officers, directors, or owners of an unincorporated business entity has been convicted of any
violations of Chapter 78A of the General Statutes, the Securities Act of 1933, or the Securities Exchange Act of 1934 (G.S. 143-
59.2), and that it is not an ineligible Vendor as set forth in G.S. 143-59.1. False certification is a Class I felony. Furthermore, by
executing this quote, the undersigned certifies to the best of Vendor's knowledge and belief, that it and its principals are not
presently debarred, suspended, proposed for debarment, declared ineligible or voluntarily excluded from covered transactions by
any Federal or State department or City department. As required by G.S. 143-48.5, the undersigned Vendor certifies that it, and
each of its sub-contractors for any Contract awarded as a result of this RFQ, complies with the requirements of Article 2 of Chapter
64 of the NC General Statutes, including the requirement for each employer with more than 25 employees in North Carolina to
verify the work authorization of its employees through the federal E-Verify system. G.S. 133-32 and Executive Order 24 (2009)
prohibit the offer to, or acceptance by, any City Employee associated with the preparing plans, specifications, estimates for public
Contract; or awarding or administering public Contracts; or inspecting or supervising delivery of the public Contract of any gift from
anyone with a Contract with the City , or from any person seeking to do business with the City . By execution of any response in
this quote, you attest, for your entire organization and its employees or agents, that you are not aware that any such gift has been
offered, accepted, or promised by any employees of your organization. Do you have a financial interest or tangible personal
benefit with a city of Rocky Mount employee, officer, or agent? ____ Yes ____ No If yes note the employee, officer, or
agent; department; and the perceived or actual conflict of interest.
_______________________________________________________________
Failure to execute/sign quote prior to submittal shall render quote invalid and it WILL BE REJECTED. Late
quotes cannot be accepted.
VENDOR:
STREET ADDRESS: P.O. BOX: ZIP:
CITY & STATE & ZIP: TELEPHONE NUMBER: TOLL FREE TEL. NO:
PRINCIPAL PLACE OF BUSINESS ADDRESS IF DIFFERENT FROM ABOVE (SEE INSTRUCTIONS TO VENDORS ITEM #11):
PRINT NAME & TITLE OF PERSON SIGNING ON BEHALF OF VENDOR: FAX NUMBER:
VENDOR'S AUTHORIZED SIGNATURE: DATE: EMAIL:
Offer valid for at least 60 days from date of quote opening, unless otherwise stated here: ______ days.
ACCEPTANCE OF PROPOSAL
If any or all parts of this quote are accepted by the City of Rocky Mount, an authorized representative of the City of Rocky Mount
shall affix his/her signature hereto and this document and all provisions of this Request for Quote along with the Vendor
response and the written results of any negotiations shall then constitute the written agreement between the parties. A copy of
this acceptance will be forwarded to the successful Vendor(s).

Proposal Number: 320-050526FD Vendor: __________________________________________
Contents
1.0 PURPOSE AND BACKGROUND ............................................................................................. 6
2.0 GENERAL INFORMATION ....................................................................................................... 6
2.1 BACKGROUND ....................................................................................................................... 6
2.2 NOTICE TO VENDORS REGARDING RFP TERMS AND CONDITIONS ............................... 7
2.3 RFP SCHEDULE ..................................................................................................................... 7
2.4 PROPOSAL QUESTIONS ....................................................................................................... 8
2.5 PROPOSAL SUBMITTAL ....................................................................................................... 8
2.6 AUTHORIZED SIGNATURE REQUIREMENT ......................................................................... 9
2.7 PROPOSAL CONTENTS ........................................................................................................ 9
2.8 DEFINITIONS, ACRONYMS, AND ABBREVIATIONS .......................................................... 11
3.0 METHOD OF AWARD AND PROPOSAL EVALUATION PROCESS ..................................... 11
3.1 METHOD OF AWARD ........................................................................................................... 11
3.2 CONFIDENTIALITY AND PROHIBITED COMMUNICATIONS DURING EVALUATION....... 13
3.3 INTERPRETATION OF TERMS AND PHRASES .................................................................. 13
4.0 REQUIREMENTS ................................................................................................................... 14
4.1 CONTRACT TERM ................................................................................................................ 14
4.2 PRICING ................................................................................................................................ 14
4.3 INVOICES .............................................................................................................................. 14
4.4 MINORITY BUSINESS PARTICIPATION .............................................................................. 15
4.5 VENDOR EXPERIENCE ........................................................................................................ 15
4.6 REFERENCES ...................................................................................................................... 15
4.7 BACKGROUND CHECK ....................................................................................................... 16
4.8 PERSONNEL ......................................................................................................................... 16
4.9 VENDOR'S REPRESENTATIONS ........................................................................................ 16
5.0 SCOPE OF WORK ................................................................................................................. 16
5.1 GENERAL SPECIFICATIONS ............................................................................................... 16
5.2 PROJECT ORGANIZATION .................................................................................................. 18
5.3 ACCEPTANCE OF WORK .................................................................................................... 18
5.4 TRANSITION ASSISTANCE ................................................................................................. 18
6.0 CONTRACT ADMINISTRATION............................................................................................. 19
6.1 STANDARD AGREEMENT ................................................................................................... 19
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Proposal Number: 320-050526FD Vendor: __________________________________________
6.2 DISPUTE RESOLUTION ....................................................................................................... 19
6.3 CONTRACT CHANGES ........................................................................................................ 19
6.4 CITY'S RIGHTS AND OPTIONS ........................................................................................... 19
ATTACHMENT A: PRICING ............................................................................................................. 20
ATTACHMENT B: ACCEPTANCE OF GENERAL TERMS & CONDITIONS ..................................... 21
ATTACHMENT C: SUPPLEMENTAL VENDOR INFORMATION ...................................................... 21
MINIMUM INSURANCE REQUIREMENTS ........................................................................................ 22
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Proposal Number: 320-050526FD Vendor: __________________________________________
1.0 PURPOSE AND BACKGROUND
The purpose of this Request for Proposals (RFP) is to solicit offers from qualified insurance professionals to provide
consulting services to the City of Rocky Mount in support of the City of Rocky Mount health benefits programs. Such
services will include, but not be limited to: (1) reviewing and advising on appropriate insurance coverage; (2) marketing
and placement of insurance, including issuance of requests for proposals, as required; (3) reviewing vendor contracts
and evidence of coverage; (4) coordinating with other City of Rocky Mount benefits service providers; (5) participating in
management benefits committee meetings; (6) acting as a liaison and an advocate for the City of Rocky Mount with
insurance companies (7) developing and producing communication materials including annual online and manual
enrollments, (8) Performing actuarial services, to include but not limited to, annual cost projections, cost projections for
plan modifications, determination of budget requirements.
The benefit programs currently include group medical, dental, vision, life insurance (including basic and voluntary
coverage), defined benefit retirement plan (NCLGERS), and other optional benefits with no employer contributions.
Currently, the medical insurance is administered by Aetna Inc., and it is a self-insured POS plan, the other insurances
are placed by a third-party consultant to the City of Rocky Mount.
2.0 GENERAL INFORMATION
2.1 BACKGROUND
The City of Rocky Mount has a total of 766 full-time employees, 364 part-time employees, and approximately 120 pre-
65 retirees who are allowed to remain on the City's plan until they reach age 65 or become eligible for Medicare. The
City is self-insured and currently provides a comprehensive Benefits Program for its full-time employees including the
following plans with are covered by the City:
* Medical Insurance (paid in full for employees only)
* Dental Insurance
* Vision Insurance
* Life Insurance
* Defined Benefit Retirement Plan (NCLGERS)
* Defined Contribution Plan (NC401K) for Law Enforcement Only
and optional benefits with no employer contributions:
* Accident Insurance
* Cancer Insurance
* Critical Illness Insurance
* Term and Whole-life Insurance
* Flexible Spending Accounts
The City's health plan year is January 1 through December 31. Employees participate in an annual open enrollment
process prior to the January 1 benefit renewal. We also offer coverage to members of the Rocky Mount City Council.
Medical Insurance
The City's medical insurance is currently administered by Aetna. It is a self-insured POS plan that includes medical,
hospital, mental health, substance abuse, and prescription benefits. There are several facets of this plan that we would
like to maintain. These components are listed in priority order below.
1. 20% Coinsurance
2. In-Network Coverage in the Relevant Market
3. Maximum Deductible of $1,700
4. Inclusion of Pharmacy Plan and Copays
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Proposal Number: 320-050526FD Vendor: __________________________________________
Dental Insurance
The City's dental insurance is currently administered by Ameritas and is a standard plan that includes 80-100% coverage
for preventative and basic care. The plan also includes just a 12-month waiting period for major services and has a
benefit rollover component for qualifying plan members.
Vision Insurance
The City's vision coverage is administered by The Standard and offers two plans. Plan 1 is Balanced Care Vision I and
utilizes the VSP network. Plan 2 is Balanced Care Vision II and utilizes the EyeMed Access network. Both plans offer in-
network and out-of-network coverage. The plans cover an annual eye examination, hardware allowance, and are subject
to a deductible.
You can learn more about our organization on our website at www.rockymountnc.gov
The current benefits included in this RFP are the City's group health, dental, vision, and life insurance plans, the voluntary
short-term and long-term disability plans, and the IRC 125 flexible spending accounts for healthcare and dependent
care. Current plan renewal dates are January 1.
2.2 NOTICE TO VENDORS REGARDING RFP TERMS AND CONDITIONS
It shall be the Vendor's responsibility to read the Instructions, the Cities terms and conditions, all relevant exhibits and
attachments, and any other components made a part of this RFP and comply with all requirements and specifications
herein. Vendors also are responsible for obtaining and complying with all Addenda and other changes that may be
issued in connection with this RFP.
If Vendors have questions, issues, or exceptions regarding any term, condition, or other component within this RFP,
those must be submitted as questions in accordance with the instructions in Section 2.4 PROPOSAL QUESTIONS. If
the City determines that any changes will be made as a result of the questions asked, then such decisions will be
communicated in the form of an RFP addendum. The City may also elect to leave open the possibility for later negotiation
and amendment of specific provisions of the Contract that have been addressed during the question-and-answer period.
Other than through this process, the City rejects and will not be required to evaluate or consider any additional or modified
terms and conditions submitted with Vendor's proposal. This applies to any language appearing in or attached to the
document as part of the Vendor's proposal that purports to vary any terms and conditions or Vendors' instructions herein
or to render the proposal non-binding or subject to further negotiation. Vendor's proposal shall constitute a firm offer.
By execution and delivery of this RFP Response, the Vendor agrees that any additional or modified terms and
conditions, whether submitted purposely or inadvertently, shall have no force or effect, and will be disregarded.
Noncompliance with, or any attempt to alter or delete, this paragraph shall constitute sufficient grounds to reject
Vendor's proposal as nonresponsive.
Contact with anyone working for or with the City regarding this RFP other than the City Contract Specialist named on
the face page of this RFP in the manner specified by this RFP shall constitute grounds for rejection of said Vendor's
offer, at the City's election.
2.3 RFP SCHEDULE
The table below shows the intended schedule for this RFP. The city will make every effort to adhere to this schedule.
Event Responsibility Date and Time
Issue RFP City Tuesday, June 2, 2026
Submit Written Questions Vendor Thursday, June 11, 2026, 2:00 P.M.
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Proposal Number: 320-050526FD Vendor: __________________________________________
Provide Responses to Questions City Wednesday, June 17, 2026
Submit Proposals Vendor Tuesday, June 30, 2026, at 2:00 P.M.
Contract Award City TBD
2.4 PROPOSAL QUESTIONS
Purpose: Upon review of the RFP documents, Vendors may have questions to clarify or interpret the RFP in order to
submit the best proposal possible. To accommodate the Proposal Questions process, Vendors shall submit any such
questions by the above due date.
Instructions: Written questions shall be emailed to fantashia.dickens@rockymountnc.gov by the date and time
specified above. Vendors should enter "RFP # 320-050526FD: Questions" as the subject for the email. Question
submittals should include a reference to the applicable RFP section and be submitted in a format shown below:
Reference Vendor Question
RFP Section, Page Number Vendor question ...?
Questions received prior to the submission deadline date, the City's response, and any additional terms deemed
necessary by the City will be posted in the form of an addendum on the City of Rocky Mount Purchasing webpage
https://www.rockymountnc.gov/Proposals.aspx, and/or the North Carolina Electronic Vendor Portal (eVP),
https://evp.nc.gov/solicitations/, and shall become an Addendum to this RFP. No information, instruction, or advice
provided orally or informally by any City personnel, whether made in response to a question or otherwise in connection
with this RFP, shall be considered authoritative or binding. Vendors shall rely only on written material contained in an
Addendum to this RFP.
2.5 PROPOSAL SUBMITTAL
IMPORTANT NOTE: This is an absolute requirement. Vendor shall bear the risk for late submission due to unintended
or unanticipated delay, whether submitted electronically, delivered by hand, U.S. Postal Service, courier, or other delivery
service. It is the Vendor's sole responsibility to ensure its proposal has been submitted to this Office by the specified
time and date of opening. The time and date of submission will be marked on each proposal when received. Any proposal
submitted after the proposal deadline will be rejected. For hand-delivered Proposals, please note that the Frederick E.
Turnage Municipal Building requires all visitors to sign in with the guard stationed on the first floor. Visitors will only have
access through the building accompanied by a city employee.
Mailing address for delivery of proposal Office Address of delivery by any other method
via US Postal Service (special delivery, overnight, or any other carrier).
PROPOSAL NUMBER: 320-050526FD PROPOSAL NUMBER: 320-050526FD
Attn: Fantashia Dickens Attn: Fantashia Dickens
City of Rocky Mount City of Rocky Mount
PO BOX 1180 331 S. Franklin Street
Rocky Mount, NC 27802 Rocky Mount, NC 27804
For proposals submitted via U.S. mail, please note that the U.S. Postal Service generally does not deliver mail to a
specified street address but to the City's Mail Service Center. Vendors are cautioned that proposals sent via U.S. Mail,
including Express Mail, may not be delivered by the Mail Service Center to the department's purchasing office on the
due date in time to meet the proposal deadline. All Vendors are urged to take the possibility of delay into account when
submitting a proposal by U.S. Postal Service, courier, or other delivery service. Attempts to submit a proposal via
facsimile (FAX) machine, telephone, or email in response to this RFP shall NOT be accepted.
a) Submit one (1) signed, original executed proposal response, one [1] photocopy to the address identified in the
table above.
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Proposal Number: 320-050526FD Vendor: __________________________________________
b) Submit your proposal in a sealed package. Clearly mark each package with: (1) Vendor name; (2) the RFP number;
and (3) the due date. Address the package(s) for delivery as shown in the table above. If Vendor is submitting more
than one (1) proposal, each proposal shall be submitted in separate sealed envelopes and marked accordingly. For
delivery purposes, separate sealed envelopes from a single Vendor may be included in the same outer package.
Proposals are subject to rejection unless submitted with the information above included on the outside of the sealed
proposal package.
Proposal Opening:
Proposals will be opened and read aloud at the Frederick E. Turnage Administrative Services Complex, 331 South
Franklin Street, Rocky Mount, North Carolina 27804, on the date and time specified on the cover sheet and RFP
schedule.
2.6 AUTHORIZED SIGNATURE REQUIREMENT
All proposals, proposals, or other offers must be signed by an individual authorized to bind the firm contractually. The
City reserves the right to request documentation showing evidence of signatory authority (e.g., corporate resolution,
operating agreement, power of attorney, or other verification). Failure to provide such documentation upon request may
result in disqualification of the offer or rejection of the executed contract.
2.7 PROPOSAL CONTENTS
Proposals are to be submitted in 8 1/2W x 11" size, typed and, if submitted in paper form, bound with a simple
method of fastening. Lengthy narratives are discouraged; presentations should be brief and concise and not
include extraneous or unnecessarily elaborate promotional material. The proposal should not exceed 50 pages
in length, excluding appendices, if any. Proposers should use the following outline in organizing the contents of their
proposals.
a) Cover Letter
The letter of transmittal shall, at a minimum, contain the following:
* Identification of the Proposer, including business name, address and telephone number.
* Name, title, address, telephone number, fax number, and e-mail address of a contact person during the period of
proposal evaluation.
* Acknowledgement of RFP addenda received, if any.
* A statement that the proposal shall remain valid for a period of not fewer than ninety (90) days from the due date for
proposals; and
* Signature of a person authorized to bind the offering firm to the terms of the proposal.
b) Table of Content: Immediately following the introduction and cover letter, insert a complete table of contents for
material included in the proposal, including page numbers.
c) QUALIFICATIONS, RELATED EXPERIENCE AND REFERENCES
a. Overview: This section should establish the ability of the Proposer (and its subcontractors, if any) to
satisfactorily perform the required work by reasons of: demonstrated competence in the services to be
provided; the nature and relevance of similar work currently being performed or recently completed;
record of meeting schedules and deadlines of other clients; competitive advantages over other firms in
the same industry; strength and stability as a business concern; and supportive client references.
Information should be furnished for both the Proposer and any subcontractors included in the offer.
b. Furnish background information about your firm, including date of founding, legal form (i.e., sole
proprietorship, partnership, LLC, corporation/state of incorporation), number and location of offices,
principal lines of business, number of employees, days/hours of operation and other pertinent data.
Disclose any conditions (e.g., bankruptcy or other financial problems, pending litigation, planned office
closures, impending merger) that may affect the Proposer's ability to perform contractually. Certify that
the firms is not debarred, suspended or otherwise declared ineligible to contract by any federal, state or
local public agency.
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Proposal Number: 320-050526FD Vendor: __________________________________________
c. Describe your firm's most noteworthy qualifications for providing the required services to The City of
Rocky Mount. Specifically highlight those qualifications that distinguish you from your competitors.
d. List all similar companies to which your firm has provided employee benefits insurance broker and
consulting services.
e. Identify at least three (3) current clients (governmental references preferred) and up to three (3) former
clients whom The City of Rocky Mount may contact as references and who can independently evaluate
the Proposer's expertise in this area. Describe the work performed and include the name, job title,
address and telephone number of a contact person for each reference.
f. Identify all lost or terminated accounts within the past three years. For each account, identify the
account's line of business, describe the services your firm provided, and state the reasons for the end
of your working relationship.
g. Describe other lines of business in which your firm is engaged.
h. If your organization is a subsidiary or division of a parent firm, provide similar background information
on the parent company and identify any other affiliated companies.
i. Describe your firm's policy on accepting contingent commissions, or any other sources of income,
revenue, consideration, compensation or overrides, in connection with services provided to your clients.
Describe your firm's disclosure policy. Indicate that any and all remuneration received by or credited to
your firm for work performed for The City of Rocky Mount under this proposal will be paid to or credited
to The City of Rocky Mount.
j. Disclose any existing or potential conflicts of interest between the scope of work required by The City of
Rocky Mount and your firm's other business activities.
k. Furnish certificates of insurance showing the types and amounts of insurance carried by your firm.
l. Describe how your firm satisfies all requirements set forth in Section 4.0 of this RFP
d) STAFFING AND PROJECT ORGANIZATION
a. Overview: This section should discuss the staff who would be assigned to service The City of Rocky
Mount's account, their projected levels of work, and their reporting relationships.
b. Identify the key personnel from your firm who would be assigned to this project. Include a brief
description of their qualifications, current job functions (including other accounts to which they are
committed), proposed roles on The City of Rocky Mount account team, and office location(s). Designate
a principal of the firm who would be ultimately responsible for the relationship and an Account Manager
who would provide day-to-day direction of the required work. Furnish brief resumes (not more than two
pages long) for all key personnel; include these as an appendix, not in the body of the proposal.
c. If more than two people will be assigned to The City of Rocky Mount's project, include a simple
organization chart that clearly delineates communication and reporting relationships among the project
staff.
e) WORK PLAN / TECHNICAL APPROACH
a. Overview: This section should establish the Proposer's understanding of The City of Rocky Mount's
objectives and requirements, demonstrate the Proposer's ability to meet those requirements and outline
clearly and concisely the plan for accomplishing the specified work.
b. Describe succinctly how your firm would accomplish the work and satisfy The City of Rocky Mount's
objectives described in this RFP. If appropriate, divide the work into segments or tasks to represent
milestones for measuring progress.
c. Attach as an appendix a sample insurance renewal proposal your firm prepared for a client of the size
and complexity of The City of Rocky Mount. You may de-identify the client and otherwise exclude
information deemed proprietary to the client.
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