Hillsborough County details submission rules, deadlines for insurance consulting RFP

Dawn Denina, the chief buyer assigned to RFP 26-00292, opened the pre-proposal conference and told attendees the meeting was recorded and publicly noticed. "Only a written addendum will change the proposal documents," she said, and stressed that verbal comments at the conference are tentative until posted in writing.

The solicitation seeks an insurance consultant and broker to provide property and casualty services for the county, including market analysis, policy placement, claims advocacy and strategic risk management, Brenda Caldwell, director of Risk Management and Safety for Hillsborough County, told attendees. She said the county is looking for firms with public-entity experience and strong claims-support and account-management capabilities.

Procurement staff walked through submission procedures and the public Q&A process. A procurement staff member cited section 4.6 of the solicitation when explaining that staff comments at the conference are tentative and that all official changes will be made only through a written addendum. Staff urged proposers to submit questions early through the Unit Procurement Portal so responses can be provided in a timely manner.

Key deadlines and requirements reiterated at the conference include a questions deadline of July 9, 2026 (close of business) and a proposals deadline of July 24, 2026 at 2:00 p.m., with submission required through the Una Procurement Portal. The county advised early submission to reduce the risk of technical problems. The procurement team also noted that two different bid tables are required and must be submitted with proposals, and that the contract term will be five years, ending on the last day of the final month.

Staff notified attendees that the county has received a vendor question that is under review and that an addendum answering that question will be issued within a day or two; previously submitted questions and answers in Una Procurement will be posted so proposers need not repeat them at the conference.

When vendors asked procedural questions, staff provided clarification about the "intent to bid" practice. One vendor asked whether an "intent to bid" document was required; a staff member replied, "It's not a document. It's a system. A box you check in the system," indicating proposers should use the portal checkbox rather than submit a separate form.

Denina closed the conference by thanking attendees and confirming the recording will be posted when available. The procurement team reminded vendors that the cone of silence is in effect and that proposers should contact only designated employees identified in the solicitation.