City of Palestine Health Insurance - RFP 2026-001

CITY OF PALESTINE

REQUEST FOR PROPOSALS (RFP)

RFP 2026-001– HEALTH INSURANCE

This notice is published in the Palestine Herald Press on Saturday, June 20, 2026, and Saturday, June 27, 2026.

I. PURPOSE

The City of Palestine ("City") is soliciting proposals for Fully-Insured, Self-Funded, or Level-Funded Medical and Prescription Drug Plans effective October 1, 2026.

Sealed proposals must be received in the City Secretary's Office no later than 10:00 a.m. on Tuesday, July 7, 2026. Proposals will be publicly opened at 10:30 a.m. on Tuesday, July 7, 2026, in the City Hall Conference Room. To be considered, proposals must address all services and requirements outlined in this Request for Proposals (RFP).

II. SERVICES REQUIRED

The City is seeking proposals for Employee Health and Prescription Drug Plan coverage.

Coverage Options to be Proposed:

• Fully-Insured Medical and Prescription Drug Plan

• Self-Funded Medical and Prescription Drug Plan

• Level-Funded Medical and Prescription Drug Plan

Plan Design

The City is interested in innovative plan options and designs to maximize the promotion of high performing primary care and wellness within the employee population. Proposers shall provide rates and plan details for the following plan designs and may submit additional plan options for consideration. Census data may be requested in writing from Rachel Means at rachel.means@ebctx.com.

1. HDHP/HSA (Core Plan)

Deductible: $2,000 individual / $6,000 family

Out-of-Pocket Maximum: $5,000 individual / $10,000 family

Coinsurance: 20% after deductible

2. PPO (Preferred Plan)

Deductible: $1,000 individual / $3,000 family

Out-of-Pocket Maximum: $5,000 individual / $10,000 family

Office Visit Copays: $25 PCP / $50 Specialist

Coinsurance: 20% after deductible

III. GENERAL INFORMATION

The City of Palestine is a home-rule municipality located in Anderson County, Texas, with a population of approximately 18,544 according to the 2020 U.S. Census. The City operates under a Council-Manager form of government consisting of a mayor, six (6) council members, and a city manager. Council members are elected from single-member districts, and the mayor is elected at-large. The City Manager serves as the chief executive officer of the City and is responsible for implementing policies and directives established by the City Council.

IV. SUBMISSION OF PROPOSALS

Proposals must be submitted in a sealed envelope clearly marked:

“RFP 2026-001 – HEALTH INSURANCE - TO BE OPENED: JULY 7, 2026, AT 10:30 A.M.”

Sealed proposals must be received no later than 10:00 a.m. on Tuesday, July 7, 2026, in the City Secretary's Office. Proposals received after the deadline will not be considered and will be returned unopened.

Proposers shall submit three (3) hard copies of their proposal.

The successful proposer shall provide a certificate of insurance meeting City requirements prior to execution of a contract.

Required Submission Information

Proposals shall include, at a minimum:

1. Detailed premium rates and plan benefits for all coverage tiers for fully insured proposals.

2. Administrative fee and stop-loss breakdown for level-funded or self-funded proposals.

3. GeoAccess reports for medical and pharmacy networks.

4. Performance guarantees and associated penalties.

5. Implementation timeline and available resources.

6. Wellness program offerings and associated costs.

7. Reporting capabilities and sample reports.

8. References from at least three (3) similarly sized clients, preferably public sector entities.

The City reserves the right to reject any or all proposals, waive informalities or irregularities, request clarification of any proposal, and accept the proposal deemed to be in the best interest of the City. This solicitation does not obligate the City to award a contract or reimburse any costs incurred in the preparation of a proposal.

Mailing and Delivery Address:

City of Palestine

Attn: April Jackson, City Secretary

504 N. Queen Street

Palestine, Texas 75801

Proposal Schedule:

Friday, July 3, 2026, at 10:00 a.m., Central Standard Time (CST)

Deadline for inquiries, questions, or requests for additional information regarding this RFP. All questions must be submitted in writing to Rachel Means at rachel.means@ebctx.com.

Tuesday, July 7, 2026, at 10:00 a.m., Central Standard Time (CST)

Deadline for submission of sealed proposals to the City Secretary's Office.

Proposals may not be amended, modified, or withdrawn after the submission deadline. Any alterations or corrections made prior to submission must be initialed by the authorized representative submitting the proposal.

Tuesday, July 7, 2026, at 10:30 a.m., Central Standard Time (CST)

Sealed proposals will be publicly opened in the City Hall Conference Room located at 504 N. Queen Street, Palestine, Texas.

Communications

All questions regarding plan design, census information, rates, and proposal preparation shall be directed in writing to:

Rachel Means

Employee Benefits Consulting

Email: rachel.means@ebctx.com

All other communications regarding this solicitation shall be directed to:

Paige Mendez

Employee Benefits Consulting

Email: paige.mendez@ebctx.com

Phone: (903) 780-1493

V. PROPOSAL REQUIREMENTS

Each proposal shall include sufficient information to demonstrate the proposer's qualifications, experience, resources, and ability to provide the requested services. At a minimum, proposals shall include the following:

Qualifications and Experience

1. Provide the legal name and address of the proposer, including all office locations. Identify the office location that will be responsible for servicing the City's account.

2. Identify the individuals who will be assigned to the City's account and provide their titles, qualifications, and contact information.

3. Describe the proposer's experience providing similar services to municipalities, governmental entities, or similarly sized organizations.

4. Describe any previous experience providing services to the City of Palestine.

VI. EVALUATION PROCESS

The City will evaluate proposals using a best-value approach. The City reserves the right to request additional information, conduct interviews, seek clarifications, and negotiate with one or more proposers as necessary.

Proposals will be evaluated based on the following criteria:

• Cost – 35%

• Network Adequacy and Provider Disruption Analysis – 25%

• Administrative Capabilities and Technology – 20%

• Customer Service and Account Management – 15%

• Wellness and Disease Management Programs – 5%

The City reserves the right to reject any or all proposals and to accept the proposal determined to be in the best interest of the City.

VII. CONTRACT AWARD

The City reserves the right to reject any or all proposals, waive minor informalities or irregularities, and accept the proposal determined to provide the best value to the City.

Following evaluation of the proposals, the City may enter into negotiations with one or more proposers regarding pricing, services, implementation, or other matters relevant to the proposed coverage. Selection of a proposer does not constitute a contract award.

The recommended proposal will be presented to the Palestine City Council for consideration and possible award on Monday, July 13, 2026.

The successful proposer shall maintain the proposed rates, fees, and terms through the evaluation and award process unless otherwise approved by the City in writing.

The City reserves the right to request additional information and negotiate final contract terms prior to execution of an agreement.

A proposal tabulation shall be maintained by the City and made available in accordance with the Texas Public Information Act.

Point of Contact

Paige Mendez

Employee Benefits Consulting

Email: paige.mendez@ebctx.com

Phone: (903) 780-1493

Notice

Any notice required by this Request for Proposals or applicable law shall be provided by the City of Palestine. Any interpretations, clarifications, corrections, or changes to this RFP shall be made only by written addendum issued by the City of Palestine.

The City Secretary shall serve as the sole issuing authority for all addenda related to this solicitation. Addenda will be distributed to all known recipients of the RFP and shall become part of the solicitation documents.

Oral statements, representations, or interpretations by any City employee, consultant, or representative shall not be considered binding. Only written addenda issued by the City of Palestine may modify the terms, conditions, requirements, or specifications of this RFP.

Failure to acknowledge receipt of any addenda may result in a proposal being deemed non-responsive.