RFQ 2018-1664 Contract for Third-Party Property and Casualty Insurance Claims Administration …

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RFQ 2018-1664
Contract for Third-Party Property and Casualty Insurance Claims Administrative Services
Professional Services
02/22/2018
Closed
04/20/2018 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 property and casualty insurance claims administration services under an initial two (2) year contract.

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

  • Claims Set-Up / Management / Documentation
  • Investigating Claims
  • Adjusting Claims
  • Setting Reserves
  • Subrogation
  • Ligation Management (with the pre-approval of the City)
  • File Management
  • MMSEA CMS Reporting
  • Coverage Determination
  • Providing Quarterly Loss Run History (for opened and closed claims)
  • Managing a Risk Management Systems and Reporting
  • Reporting claims to excess carrier
  • 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 self-insured Property and Casualty 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.

The Third-Party Administrator shall be a recognized administrator of self-insured Property and Casualty Liability programs, licensed to do such business in the State of Georgia.  A copy of the 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.

In addition, the City prefers that the Selected Third-Party Administrator’s claim office be located in the Metro Atlanta area.  The Selected Third-Party Administrator’s representatives and / or Adjusters must be available during the City’s normal working hours of 8:00 A.M. until 5:00 P.M., Monday through Friday; however, the Selected Third-Party Administrator will not be required to be on call 24/7.

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, April 20, 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: Thursday, February 22, 2018
  • Deadline for Submission of Inquiries: No Later Than 12:00 o’clock noon on Wednesday, March 16, 2018
  • RFQ Due Date: No Later Than 3:00 PM on Friday, April 20, 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, April 20, 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.