RFQ - Agent of Record 2026

The City of Edinburg is soliciting proposals under RFQ 2026-1 for an Agent of Record to provide comprehensive advisory and administrative services related to its municipal employee benefits program. The City employs approximately 1,300 full-time personnel across 32 departments, delivering wide-ranging services including public safety, utilities, infrastructure maintenance, recreational programs, and cultural amenities. The Agent of Record will play a critical role in strategic benefits plan design, vendor negotiations, contract management, regulatory compliance (including HIPAA and COBRA), and support during open enrollment periods aligned with the City's fiscal year (October 1 to September 30). The agreement emphasizes immediate commencement of services upon award, with the City retaining the right to terminate if the scope of services is not satisfactorily met. Evaluation of proposals focuses solely on qualitative criteria, with a trade-off basis emphasizing qualifications and relevant experience (50%), operational information and personnel stability (20%), project design and methodology (20%), and references (10%). Respondents must demonstrate significant public sector experience, a track record of delivering value and cost savings, and strong project plans with clear roles and timelines. Key contract requirements include identification and retention of experienced personnel (minimum three years in a similar role), compliance with state and federal laws including civil rights statutes, mandatory insurance coverage with certificates maintained throughout the contract term, and strict ethical standards including prohibition of conflicts of interest. The City maintains rights for inspection and acceptance of services and requires all deliverables and associated documentation to become its property. Proposals must be submitted by May 19, 2026, either electronically as a single PDF via the OpenGov portal or as a sealed hard copy with a digital version on a flash drive, adhering to comprehensive submission instructions. This contract does not specify pricing or a contract value and excludes explicit FAR clauses or specific contract types, relying instead on municipal procurement regulations and customized contractual provisions.