RFQ 2018-1660 Contract for Workers’ Compensation Third-Party Claims Administration Services

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RFQ 2018-1660
Contract for Workers’ Compensation Third-Party Claims Administration Services
Professional Services
02/12/2018
Closed
03/30/2018 3:00 PM

The City of East Point, Georgia, is hereby soliciting sealed proposals from financially stable, experienced, qualified third-party administrators who are willing to enter into a Contract to provide the City with claims administration services for the City’s Workers’ Compensation Program under an initial two (2) year contract.

The City of East Point is seeking a pro-active Workers’ Compensation Third-Party Administrator who, at a minimum, will be tasked with the following:

  • Claims Administration / Adjudication
  • Twenty-four (24) hour contact with employees upon receipt of claim
  • Medical bill review and audit
  • Investigating Claims
  • Payment of indemnity benefits, medical bills, mileage payments, etc.
  • Processing of Lost Time and Medical Only claims
  • Adjusting Claims
  • Setting Reserves
  • Subrogation
  • Assisting Legal Counsel in preparation of Workers’ Compensation Hearings
  • Attending Workers’ Compensation Hearings
  • Ligation Management (with the pre-approval of the City)
  • MMSEA CMS Reporting
  • Coverage Determination
  • Collaborating with the City’s Risk Manager, or other designated staff, to reach the settlement of claims in appropriate circumstances
  • Assisting in the selection of Defense Counsels
  • Assisting with State and National reporting requirements
  • Providing Quarterly Loss Run History (for opened and closed claims)
  • Managing a Risk Management Systems and Reporting
  • Maintaining a Risk Management Information System (RMIS) capable of providing the City with the claim number, the status of open claims, a summary of the incident, complete file notes, outstanding financial reserves, and details of claims and expense payments.

To participate in this solicitation, the Provider should have a minimum of five (5) years’ worth of verifiable experience in the administration of Workers’ Compensation Programs, preferably this experience shall involve public entities, most specifically municipalities.  In addition, the Provider must be able to demonstrate a broad range of knowledge and expertise in providing all of the services requested herein.

The Third-Party Administrator shall be a recognized administrator of Workers’ Compensation Programs, licensed to do such business in the State of Georgia.  A copy of their Georgia license shall be provided by the Third-Party Administrator in their response submittal.

It is highly desirable, but not mandatory, that the Third-Party Administrator be engaged in the administration of self-insurance programs only, and not be engaged in the sale of insurance.

It is anticipated by the City that services under the awarded Contract resulting from this Request for Qualifications (RFQ) will commence on or about Monday, October 1, 2018.

RFQ submittals will be accepted on behalf of the City of East Point Contracts and Procurement Department at the address listed below on or before 3:00 P.M. on Friday, March 30, 2018, legal prevailing time.

This is a solicitation for sealed qualifications only and shall be awarded to the overall best-valued Provider based upon the scoring criteria presented in the solicitation documents.  Oral, telephoned, telegraphed, faxed, emailed or otherwise unsealed responses shall be considered invalid and shall not be given any type of award consideration by the City.

Anticipated Solicitation Timeline:
  • Issuance Date to Public: Monday, February 12, 2018
  • Deadline for Submission of Inquiries: No Later Than 12:00 o’clock noon on Wednesday, February 28, 2018
  • RFQ Due Date: No Later Than 3:00 PM on Friday, March 30, 2018
Obtaining Bid Documents:

Individuals / firms wishing to participate in this RFQ may download a copy of the official documents directly from the City’s website. Please see “Available Downloads” listed on the right-hand side of the bottom of this page.  From the list under this heading, choose the document you wish to downloaded and double click on it.  The downloading of City solicitation documents and associated materials is made available without charge.

Adobe Acrobat Reader must be installed on your computer and is required in order to view and print the downloaded documents. If you do not have Adobe Reader, it may be downloaded for FREE from the following web site: http://www.adobe.com.
(NOTE: The City of East Point has no affiliation whatsoever with the developers or suppliers of Adobe Reader and has made this link available as a convenience to our Vendors.  The City of East Point assumes no liability by making this link available, and all those who use the recommended website to download materials do so completely at their own risk.)

Bid documents cannot be obtained in person from the City nor by mail, email, fax, or courier service.

Plan Holders’ Listing:

Since Prospective Providers may download solicitation documentation directly from the City’s web site, a Plan Holders Listing is not available for this or any other City solicitation.  If applicable, a Pre-Bid Conference Sign-In Sheet or a Pre-Proposal Conference Sign-In Sheet shall be posted on this website after the date of the meeting.

Solicitation Due Date:

Unless otherwise amended, sealed RFQ responses prepared and formatted as specified by the City shall be received on behalf of the City until 3:00 PM on Friday, March 30, 2018, in the Contracts and Procurement Office located in Suite 400, 1526 East Forrest Avenue, East Point, Georgia 30344.

This is a solicitation for sealed RFQ responses only and shall be awarded to the overall best-qualified Provider based upon the scoring criteria presented in the solicitation documents. Oral, telephoned, telegraphed, faxed, emailed or otherwise unsealed responses shall be considered invalid and shall not be given any type of award consideration by the City.