RFP - Insurance Broker Services - Gardner, KS

Date Issued: 11/18/2025

PURPOSE

The City of Gardner, Kansas (“City”) is seeking proposals from experienced and licensed insurance brokerage firms to provide professional services related to the placement, renewal, and ongoing management of the City’s insurance programs. The City maintains a variety of insurance coverages to protect municipal assets, operations, and employees, and is seeking a qualified broker to advise, market, and assist in the administration of these coverages.

GENERAL BACKGROUND

The selected Broker will act as the City’s representative to the insurance marketplace, ensuring competitive pricing, appropriate coverage terms, and exceptional service. The successful firm will demonstrate deep knowledge of public sector insurance programs and the ability to provide strategic advice in a rapidly changing risk environment.

SCHEDULE OF EVENTS

• 11/18/2025 RFP issue date

• 12/15/2025 Deadline for questions

• 12/16/2025 Proposal submittal deadline at 10:00 am

• 12/18/2025 Evaluation of proposals

• 12/19/2025 Interviews, if necessary

• 12/23/2025 Selection of preferred proposal

• 12/29/2025 Contract negotiations

• 01/05/2026 Recommendation to Council for awarding contract

• 01/06/2026 Agreement Start Date

SUBMISSION INSTRUCTIONS

Respondents must submit five (5) printed copies and one (1) digital copy (USB flash drive or CD) of the proposal no later than the above time. Any proposals received after 10:00 A.M. will be deemed ineligible. Please submit the proposal in a sealed envelope.

Submit proposals to:

Renee Rich

City Clerk

120 E. Main St

Gardner, KS 66030

PUBLIC BID OPENING NOTIFICATION

Proposals received in response to this Request for Proposal will be publicly opened and read aloud at the above time, at the following location:

City Hall – Council Chambers

120 E. Main Street

Gardner, Kansas 66030

Respondents are welcome, but not required, to attend the bid opening. Only the names of the firms submitting proposals and confirmation of receipt will be announced; no evaluation or award decisions will be made at that time.

INQUIRIES

All inquiries concerning this RFP should be submitted to Shannon Templeton at STempleton@gardnerkansas.gov. All inquiries received will be responded to by means of addendum to this RFP and distributed via email to all known interested institutions.

DEADLINE FOR INQUIRIES

The deadline for receipt of questions from respondents is close of business on Monday, December 15, 2025. No further questions or clarifications will be provided after that date.

CONTRACT FORM

Upon selection and approval by the City Council, the successful proposer shall enter into the City’s Agreement for Professional Services, attached as Addendum A. All terms and conditions contained therein, including indemnification, insurance, governing law, and appropriations, shall govern the resulting contract.