Benefit Broker Services
| Location: | Texas |
|---|---|
| Posted: | Feb 3, 2026 |
| Due: | Mar 2, 2026 |
| Agency: | Trophy Club town |
| Type of Government: | State & Local |
| Category: |
|
| Solicitation No: | HR2026-01 |
| Publication URL: | To access bid details, please log in. |
| Bid Number: |
HR2026-01
|
| Bid Title: |
Benefit Broker Services
|
| Category: | Human Resources |
| Status: | Open |
|
Attachment Preview
Request for Proposal
RFP# - HR2026-01
Project Name: Benefit Broker Services
RFP Issued Date: February 3, 2026
RFP Closed Date: March 2, 2026
RFP No: HR2026-01
Benefit Broker Services
1. Project Overview
The Town of Trophy Club is seeking proposals from qualified and experienced Benefit Broker firms
to provide comprehensive employee benefit consulting and brokerage services for the Town’s
benefits program. The selected proposer will serve as the Town’s independent advisor and broker
of record, assisting with the design, marketing, implementation, administration, and ongoing
evaluation of employee benefit plans. The Town currently provides benefits to approximately 82
benefit-eligible employees and seeks a broker with demonstrated expertise in public-sector
benefits, regulatory compliance, cost containment, and employee communication. The objective
of this procurement is to secure professional services that will help the Town deliver competitive,
compliant, and cost-effective benefit offerings while ensuring high-quality service and support to
both the Town and its employees.
2. About the Town of Trophy Club
The Town of Trophy Club, incorporated in 1985, is located in the heart of the Dallas–Fort Worth
Metroplex and is a vibrant community known for its picturesque landscapes, strong
neighborhoods, and exceptional quality of life. The Town is committed to fostering a strong sense
of community and delivering high-quality municipal services to its residents. Trophy Club offers
a wide range of recreational, educational, and cultural opportunities, supported by well-
maintained parks and recreational facilities, robust public safety services, and a focus on
innovation, sustainability, and inclusivity. As a result, Trophy Club continues to be a premier
destination to live, work, and play in the Lone Star State.
The Town operates with an annual budget of approximately $14.2 million and employs 82 full-
time and 30 part-time employees, in addition to approximately 80 seasonal recreation employees
hired each summer. The Town’s employee benefit program is administered by the Department
of Human Resources, which consists of two staff members. Given the size of the organization
and the limited Human Resources staffing, the Town seeks a highly responsive and experienced
Benefit Broker capable of providing comprehensive support, expert guidance, and proactive
service to ensure effective administration, regulatory compliance, and strategic planning for the
Town’s employee benefit programs.
3. Scope of Service
The Scope of Services includes, but is not limited to, the following:
1. Benefits Strategy and Plan Design
• Assess current benefit offerings and recommend strategies to improve competitiveness,
cost-effectiveness, and employee satisfaction.
RFP HR2026-01
Benefit Broker Services
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RFP No: HR2026-01
Benefit Broker Services
• Provide guidance on plan design options, including medical, dental, vision, life, disability,
retirement, and voluntary benefits.
• Advise on plan changes in response to regulatory requirements, market trends, and Town
budget considerations.
2. Market Analysis and Carrier Negotiation
• Conduct annual market surveys and benchmarking to ensure competitive pricing and
service quality.
• Solicit proposals from insurance carriers and other benefit providers, evaluate options,
and present recommendations to the Town.
• Negotiate rates, plan designs, and service agreements on behalf of the Town.
3. Regulatory Compliance
• Ensure the Town’s benefits program complies with all federal, state, and local laws and
regulations, including but not limited to ERISA, ACA, COBRA, HIPAA, and IRS reporting
requirements.
• Assist with required filings, notices, and reporting obligations to employees and
regulatory agencies.
4. Vendor Management and Administration Support
• Serve as the primary liaison between the Town and benefit providers, resolving issues
and monitoring service quality.
• Provide ongoing administrative support to Town Human Resources staff to facilitate
enrollment, claims resolution, and general benefits administration.
• Assist with renewals, plan audits, and vendor performance evaluations.
5. Employee Communication and Education
• Develop and implement employee communication strategies, including enrollment guides,
presentations, and educational materials.
• Conduct employee benefits meetings, workshops, and one-on-one consultations as
needed.
• Assist with the development and participate in the annual open enrollment and annual
Benefit Fair.
• Provide ongoing support to address employee questions and concerns.
6. Reporting and Analysis
• Provide regular reporting on plan performance, utilization, and costs.
• Recommend strategies for cost containment and program improvement based on data
analysis.
• Assist Human Resources in preparing materials for Town Council presentations and
RFP HR2026-01
Benefit Broker Services
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RFP No: HR2026-01
Benefit Broker Services
budget planning related to employee benefits.
7. Advisory and Strategic Support
• Act as a trusted advisor to Town leadership on all benefits-related matters.
• Provide recommendations for long-term benefits planning, including wellness programs,
voluntary benefits, and emerging trends.
• Support Human Resources in developing policies and procedures related to employee
benefits administration.
The Town expects the selected Broker to provide proactive, responsive, and professional
service, leveraging their expertise to support the small Human Resources team while ensuring a
high-quality employee experience.
4. RFP Schedule
Release of Request for Proposal
Written Questions Due
Response Addendum Released
Proposals Due
Proposal Review
Contract Awarded
Monday, February 3, 2026
Wednesday, February 11, 2026
Monday, February 16, 2026
Monday, March 2, 2026
Friday, March 27, 2026
Friday, April 24, 2026
• Questions regarding form and content of your proposal for this RFP shall be directed to
hr@trophyclub.org no later than Wednesday, February 11, 2026.
• An addendum to this RFP with a written response to questions received by Wednesday,
February 11, 2026, will be posted online at https://www.trophyclub.org/Bids.aspx no later than
Monday, February 16, 2026.
• Proposals shall be submitted via email to hr@trophyclub.org no later than Monday, March 2,
2026.
• The Town of Trophy Club reserves the right to modify the above dates at its sole discretion.
Prospective proposers will be notified of any significant schedule changes by addendum.
RFP HR2026-01
Benefit Broker Services
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RFP No: HR2026-01
Benefit Broker Services
5. Proposal Requirements
• Proposals should be prepared simply and economically, providing straightforward, concise
delineation of the consultant’s capabilities to satisfy the requirements of this RFP. The
emphasis should be on completeness and clarity of content. To expedite proposal evaluations,
it is essential that specifications and instructions contained in the proposal instructions are
followed as outlined.
• Proposals received are public records that will be disclosed upon request. All material
submitted that has not been clearly designated in the proposal itself as proprietary information
becomes the property of the Town. Proposals submitted become the property of the Town
and may be reviewed and evaluated by any person at the discretion of the Town.
• The Town shall not be liable for any pre-contractual expenses incurred by any proposer or by
any selected vendor. Each proposer shall protect, defend, indemnify, and hold harmless the
Town of Trophy Club from any and all liability, claims, or expenses incurred by, or on behalf
of, the person(s) and entities participating in the preparation of its response to this RFP. Pre-
contractual expenses are defined as expenses incurred by proposers and the selected vendors,
if any, in:
• Preparing Proposals and related information in response to this RFP
• Negotiations with the Town on any matter related to this procurement
• Costs associated with interviews, meetings, phone calls, travel or presentations
• All other expenses incurred by a proposer / vendor prior to the date of award
• Proposals must include:
• Information about the Proposer
• The name and address of your agency and the branch office through which you propose to
service this contract. Provide the name, title, address and telephone number of the
contact person from your agency that the Town should contact with questions regarding
your proposal.
• Provide a list of five contracts under which the Proposer has provided similar services
during the past five years. Names, addresses, phone numbers, and emails of firms must
be provided. If a list of similar contracts cannot be furnished, other business references
may be used.
RFP HR2026-01
Benefit Broker Services
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