Insurance Broker Services

City of Tulsa Finance Department
Request for Proposal
TAC 871C
Professional Services for: Insu rance Broker Services
Dep artment: Human Resources
NIGP Commodity Code(s): 918-69, 946-38
RFP Schedule
EVENT DATE
RFP Issue Date 10/05/2026
Pre-Proposal Conference No Pre-Proposal Conference
Deadline for Questions 10/16/2026
Submit to assigned buyer via email. 10 Days prior to RFP due date
Proposal Due Date 10/28/2026
Mail or deliver to City Clerk address. Proposals are open
the day after the due date.
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 871C in the subject line.
Subm it proposals (sealed) to:
Office of the City Clerk
City of Tulsa
175 E. 2ND St.
Suite 260
Tulsa, OK 74103

TAC 871C | Insurance Broker Services | Issue Date: October 5, 2026
I. OVERVIEW AND GOALS:
With this Request for Proposal (RFP), the City is soliciting proposals from
qualified firms interested in providing professional brokerage services as needed
for accessing insurance markets to market the City's insurance coverage, make
recommendations and advise on risk management services. Each proposal
submitted shall be expected to respond to each consideration set forth in the
Request for Proposal.
We enthusiastically look forward to receiving Your proposal.
II. BACKGROUND:
The City of Tulsa ("City") is a self-funded municipality employing over 3700
employees working in 23 departments, providing a variety of public services
including first responders, community safety, parks and recreation, refuse
collection, public works, water and sewer services.
The City purchases insurance annually for a variety of coverage lines. The
Human Resources Risk Management Division will oversee this contract and will
work directly with the brokerage firm to secure the appropriate insurance
coverage, manage claims, evaluate emerging risks and exposures, and provide
other risk management services as needed.
The City currently purchases the following insurance:
COVERAGE POLICY TERM
Commercial Property (Including 09/01/YY - 09/01/YY
Boiler/Machinery Breakdown)
Aviation Insurance 08/01/YY - 08/01/YY
Commercial General Liability 10/01/YY - 10/01/YY
Commercial Excess Liability 10/01/YY - 10/01/YY
Governmental Crime 08/01/YY - 08/01/YY
Equipment Breakdown 10/01/YY - 10/01/YY
In addition to the coverage listed above, the City regularly purchases physician's
liability insurance, public official bonds, and various employee health insurance
coverages. Workers' compensation (primary/first dollar) and employee benefit /
health insurance will not be a part of broker services provided under this contract.
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TAC 871C | Insurance Broker Services | Issue Date: October 5, 2026
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 10/05/2026
Pre-Proposal Conference No Pre-Proposal Conference
Deadline for Questions 10/16/2026
PROPOSAL DUE DATE 10/28/2026
Begin proposal evaluations 10/30/2026
Interviews with Respondents (anticipated) 11/10/2026
Award Recommendation Approval 12/02/2026
Negotiations with apparent successful 12/04/2026
Respondent begin (anticipated)
Execute contract (anticipated) 12/2/62026
Begin service delivery (anticipated) TBD
IV. SCOPE OF WORK:
A. Base Brokerage Services
The respondent will administer the brokerage services in accordance with the
requirements of State law, City Charter, ordinances, and policies. The City
expects to pay, in one lump sum, a fixed price of all base brokerage services,
as indicated in Exhibit A, Price Sheet Summary of this proposal.
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.
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TAC 871C | Insurance Broker Services | Issue Date: October 5, 2026
2. Insurance procurement - Coordinate insurance renewal based on coverage
design. Assist the City with compiling and reviewing of required underwriting
information to ensure wording is complete and accurate and that coverage is
in compliance with specifications. 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 insurance procurement is to ensure the most
cost-effective coverage while adequately addressing risk factors.
3. Administrative assistance and customer support- Support for claims and
litigation, review of contractor insurance coverage and risk identification and
measurement facilitation. Assist in the identification and evaluation of loss
exposure as requested, including comparative data regarding public entities
that share the size and scope of the City, and provide loss prevention
strategies to reduce exposures. Provide annual cost projections, market
changes and expectations. Ensure the renewal process for expiring coverage
begins timely and deliver all renewal quotes at least 30 (thirty) days prior to
expiring policy term. Provide digital copies of all new policies within 30-60
days of renewal. Other usual functions expected of insurance brokers such as
but not limited to, reviewing coverage documents and invoices to ensure
coverage has been correctly issued and billed, providing interpretation of
coverage, policy maintenance, answering questions, assisting with reviewing
claim submissions and resolving issues, attendance at periodic meetings with
City staff.
4. Optional Coverages - The City reserves the right to request market
exploration, cost benefit analyses, feasibility modeling, cost projections
and/or proposals for additional lines such as but not limited to cyber
liability, excess workers' compensation, and public art during the contract
term. The City will incur no additional cost should it request these services
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
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TAC 871C | Insurance Broker Services | Issue Date: October 5, 2026
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, administrative assistance and optional coverages.
2) Process enrichment and processing assistance to complete claims,
litigation, coverage reviews, loss control, employee training and risk
management.
VI. INSTRUCTIONS FOR SUBMITTING A PROPOSAL:
A. Proposals must be received by 5:00 p.m. on
Wednesday, October 28, 2026, Central Daylight Time.
Please place proposals in a sealed envelope or box
clearly labeled "RFP TAC 871C, Insurance Brokerage
Services".
Proposals received late will be returned unopened.
B. Interested Respondents should submit:
One (1) unbound original and three (3) bound copies of
the proposal plus one (1) digital copy (USB drive).
C. Proposals shall be delivered and sealed to:
Deputy City Clerk
City of Tulsa
175 E. 2nd St.
Suite 260
Tulsa, OK 74103
D. All interested Respondents (Sellers) are required to register with the
Buyer in order to receive updates, addenda or any additional information
required. You can learn more about the registration process on the
following website:
https://www.cityoftulsa.org/government/departments/finance/selling-to-
the-city/register-as-a-vendor/.
The City is not responsible for any failure to register.
E. Inquiries or questions to the Buyer requesting clarification regarding the
Request for Proposal must be made via e-mail and must be received prior
to the end of the business day on Friday, October 16, 2026.
Donny Tiemann, Assigned Buyer
dtiemann@cityoftulsa.org
Any questions regarding this RFP will be handled as promptly and as
directly as possible. If a question requires only minor clarification of
instructions or specifications, it will be handled via e-mail. If any question
results in a substantive change or addition to the RFP, the change or
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TAC 871C | Insurance Broker Services | Issue Date: October 5, 2026
addition will be forwarded to all registered Respondents as quickly as
possible by addendum.
F. Proposals will be opened on the morning after the due date, at 8:30am, at
the:
Standards, Specifications, and Awards Committee Meeting
175 East 2nd Street, 2nd Floor
City Council Chamber
G. Although it is the City's intent to choose only the most qualified
Respondents, the City reserves the right to choose any number of
qualified finalists for interview and/or for final selection. At the discretion
of the City, one or more Respondents may be invited to be interviewed for
purposes of clarification or discussion of the proposal.
VII. RESPONSE QUESTIONS AND PROPOSAL REQUIREMENTS
To be considered, interested Respondents should submit or address the
following questions or information requests:
A. Respondents' capabilities, qualifications and experience and that of key
personnel assigned to this project (and that of each Respondent proposed
as part of the team). It is noted that equipment, material and staff shall be
provided by the Respondent.
1. A brief history of your firm and philosophy regarding customer service
2. Evidence of your firm's financial stability / solvency.
3. Broker License Number
4. Qualifications and experience of principal broker(s) who will provide
services
5. Qualifications and experience of other personnel who will provide the
proposed services and servicing this contract.
6. How your firm plans to ensure orderly change if personnel serving
this contract change
7. A list of government entities, preferably municipalities, for whom you
have provided the same or similar services, including a description of
the services, letters of reference, number of years services were
provided, and your retention rate over the past 5-7 years with
accounts similar in size to the City
8. Your firm's relationships with insurance underwriters and other
related service providers necessary to provide the proposed services
9. Any other information you think will be useful related to your
personnel qualifications
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TAC 871C | Insurance Broker Services | Issue Date: October 5, 2026
B. Understanding of the project
1. Provide a description demonstrating understanding of the purpose and
scope of the project, the deliverables the City expects it to provide, and
its ability to meet the City's schedule.
2. Provide a description of at least three previous projects that
Respondent (and any others proposed as part of Respondent's team)
has conducted for organizations of similar size and complexity,
preferably municipal entities. Provide contact names and telephone
numbers of references from these organizations.
3. Describe your approach to providing the requested services.
Respondent is encouraged to be creative in providing a response.
Innovative approaches to the City's service needs and challenges are
welcomed.
C. Claim Advocacy Methods - Describe the Respondent's approach to claims
advocacy. Responses will be evaluated based on the following:
1. How do you support your clients during complex or disputed claims?
2. Who becomes involved when a claim escalates?
3. How does your approach differ across various coverages?
4. How do you maintain credibility and leverage with insurers?
D. Any other information you think will be useful related to your firm's
experience
E. Fee proposal, using the "Price Sheet Summary" form.
VIII. EVALUATION OF PROPOSALS:
The approval of the selected Respondent will be subject to the final determination
of the City and will be contingent on the successful completion of a contract
between the City and the selected Respondent(s).
All Bids will be evaluated using the following criteria:
Category Total Points
Capabilities, Qualifications and Experience of 25
the offering firm
Understanding the Project 30
Claim Advocacy Methods 20
Verifiable References 10
15
Pricing and Cost Proposal
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TAC 871C | Insurance Broker Services | Issue Date: October 5, 2026
The City of Tulsa also reserves the right to evaluate based on the full list of
eligible criteria listed in Title 6, Chapter 4 of the Tulsa Revised Ordinances
(TRO): https://library.municode.com/ok/tulsa/codes/code_of_ordinances.
IX. MISCELLANEOUS
A. The City expects to enter into a written Agreement (the "Agreement") with the
chosen Respondent(s) that shall incorporate this RFP and your proposal.
Further, Respondent(s) will be bound to comply with the provisions set forth in
this RFP. In addition to any terms and conditions included in this RFP, the City
may include in the Agreement other terms and conditions as deemed necessary.
Your response to this RFP will be considered part of the Agreement if one is
awarded to you.
B. All data included in this RFP, as well as any attachments, are proprietary to the
City.
C. The City notifies all possible Respondents that no person shall be excluded from
participation in, denied any benefits of, or otherwise discriminated against in
connection with the award and performance of any contract on the basis of race,
religious creed, color, national origin, ancestry, physical disability, sex, age,
ethnicity, or on any other basis prohibited by law.
D. All Respondents shall comply with all applicable laws regarding equal
employment opportunity and nondiscrimination. They shall also comply with the
Americans with Disabilities Act (ADA).
E. The use of the City's name in any way as a potential customer or contractual
partner is strictly prohibited except as authorized in writing by the City.
F. The City assumes no responsibility or liability for any costs you may incur in
responding to this RFP, including attending meetings or contract negotiations.
G. The City is bound to comply with Oklahoma's Open Records Act, and information
submitted with your proposal, with few exceptions, is a matter of public record.
For specifics on the Oklahoma Open Records Act, see the link here:
https://libraries.ok.gov/law-legislative-reference/library-laws/statutes-open-
records/.
The City shall not be under any obligation to return any materials submitted in
response to this RFP request.
H. The City shall not infringe upon any intellectual property right of any Respondent
but reserves the right to use any concept or methods contained in the proposal.
Any desired restrictions on the use of information contained in the proposal
should be clearly stated. Responses containing your proprietary data shall be
safeguarded with the same degree of protection as the City's own proprietary
data. All such proprietary data contained in your proposal must be clearly
identified.
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TAC 871C | Insurance Broker Services | Issue Date: October 5, 2026
I. The City also notifies all Respondents that the City has the right to modify the
RFP and the requirements herein, to request modified proposals from
Respondents, and to negotiate with the selected Respondent on price and other
contract terms, as necessary to meet the City's Objectives.
J. Payment. Invoices should be e-mailed to the City of Tulsa - Accounts Payable
at: apinvoices@cityoftulsa.org. Payment will be made net 30 days after receipt
of a properly submitted invoice or the City's Acceptance of the Supplies or
Services, whichever is later.
Each invoice must be fully itemized, identifying Supplies provided and/or Services
performed, and must bear the purchase order number assigned by the City.
The purchase order number shall appear on all invoices, packing lists, packages,
shipping notices, instruction manuals and other written documents relating to the
Supplies or Services. Packing lists shall be enclosed in each and every box or
package shipped pursuant to this Agreement, indicating the content therein.
K. The awarded Respondent will be required to maintain during the term of this
contract the following insurance policies issued by companies licensed in
Oklahoma with an A.M. Best rating of A+ or better. Prior to commencing
services, the respondent shall furnish the Chief Risk Officer with Certificate(s) of
Insurance evidencing the required coverage, conditions and limits outlined below.
The Certificate(s) of Insurance shall be endorsed to name the City to the fullest
extent allowable by law. The respondent's insurance must be primary, and any
insurance or self-insurance maintained by the City shall not contribute to it. If
any part of the contract for these services is sub-contracted, these insurance
requirements also apply to all sub-contractors. Insurance coverage
requirements:
1. General Liability Insurance with bodily injury and property
damage combined single limit of not less than $1,000,000 for
each occurrence.
2. Automobile Liability Insurance with a bodily injury and property
damage combined single limit of not less than $1,000,000 for
each occurrence.
3. Professional Liability Insurance in accordance with Title 18,
Tulsa Revised Ordinances Section 104 and any amendments or
successor provisions related thereto with prior acts endorsement
for the insurance to remain in effect for two years after
completion of the contract
4. Workers' Compensation: Statutory limits and Employer's
Liability minimum of $100,000 per accident for injuries, $100,000
per employee for disease and $500,000 annual aggregate for
disease.
SELLER'S INSURER MUST BE AUTHORIZED TO TRANSACT BUSINESS
IN THE STATE OF OKLAHOMA.
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TAC 871C | Insurance Broker Services | Issue Date: October 5, 2026
You will have 10 days after notification that your Bid was selected for
contract award by City to provide proof of such coverage by providing the
assigned Project Buyer, shown in the "INSTRUCTIONS FOR SUBMITTING
A PROPOSAL" section of this document, with a Certificate of Insurance.
The Certificate of Insurance must be completed with the following
information:
a) Your name
b) Insurer's name and address
c) Policy number
d) Liability coverage and amounts
e) Commencement and expiration dates
f) Signature of authorized agent of insurer
g) Project number (IFB or TAC)
The Seller shall not cause any required insurance policy to be cancelled or
to permit it to lapse. It is the responsibility of Seller to notify City of any
change in coverage or insurer by providing City with an updated Certificate
of Liability Insurance. Failure of Seller to comply with the insurance
requirements herein may be deemed a breach of the Purchase Agreement.
Further, a Seller who fails to keep required insurance policies in effect may
be deemed to be ineligible to bid on future projects, ineligible to respond to
invitations for bid, and/or ineligible to engage in any new purchase
agreements
L. Data Rider: If the box is checked "Yes," the Data Rider is required. See page 13.
Yes: No:
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