1-042026.Safety and Security.Request for Proposals-Workers Compensation Third Party Claims Administration Services.FINAL.pdf

MONROE COUNTY

BOARD OF COUNTY COMMISSIONERS

REQUEST FOR PROPOSALS

FOR

Workers' Compensation Third Party Claims Administration Services

BOARD OF COUNTY COMMISSIONERS

Mayor Michelle Lincoln, District 2

Mayor Pro Tem David Rice, District 4 Craig Cates, District 1

James K. Scholl, District 3 Holly Merrill Raschein, District 5

COUNTY ADMINISTRATOR

Christine Hurley

CLERK OF THE CIRCUIT COURT EMPLOYEE SERVICES DEPARTMENT

Kevin Madok, CPA Workers’ Compensation

February 1, 2026

NOTICE OF REQUEST FOR COMPETITIVE SOLICITATIONS

NOTICE IS HEREBY GIVEN that on Thursday, July 16, 2026, at 3:00 P.M., the Monroe County Purchasing Office will receive and open sealed responses for the following:

Workers’ Compensation Third Party Claims Administration Services Monroe County, Florida

Pursuant to F.S. § 50.0211(3)(a), all published competitive solicitation notices can be viewed at: www.floridapublicnotices.com, a searchable Statewide repository for all published legal notices. Requirements for submission and the selection criteria may be requested from the County’s electronic bidding platform at https://monroecounty-fl.bonfirehub.com OR www.monroecounty-fl.gov/BonfireBids. The Public Record is available upon request.

Monroe County Purchasing Department receives bids via the Bonfire electronic bidding platform.

Please do not e m a i l , mail or attempt to deliver in person any sealed bids. Emailed/mailed/physically delivered bids/proposals/responses WILL NOT be accepted.

The Monroe County Purchasing Department hereby directs that bids be submitted via the Bonfire electronic bidding platform at https://monroecounty-fl.bonfirehub.com, no later than 3:00P.M. on July 16, 2026. There is no cost to the bidder to use the Bonfire platform.

Please do no t submit your confidential financial information as part of your proposal. There are separate uploads for each set of documents, including confidential financial information. All proposals will be made public on the platform after an intended decision or 30 days, whichever is earlier, unless the bids/proposals are rejected in accordance with F.S. 119.071. If your proposal document includes financial information, that information will not be considered confidential and will be available and viewable to the public in accordance with public records law.

The bid opening for this solicitation will be held virtually, via the internet, at 3:00 P.M., on Thursday, July 16, 2026. You may call in by phone or internet using the following:

Join Zoom Meeting https://mcbocc.zoom.us/j/4509326156

Meeting ID: 4509326156 One tap mobile:

+16465189805,,4509326156# US (New York) +16699006833,,4509326156# US (San Jose)

Dial by your location:

+1 646 518 9805 US (New York) +1 669 900 6833 US (San Jose)

Publication Dates Keys Citizen: Sat., 05-02-2026 Keys Weekly: Thur., 05-07-2026 News Barometer: Fri., 05-08-2026

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MONROE COUNTY BOARD OF COUNTY COMMISSIONERS

REQUEST FOR PROPOSALS FOR

WORKERS’ COMPENSATION THIRD PARTY CLAIMS ADMINISTRATION SERVICES

Section I Information and Instructions

GENERAL The County is seeking competitive proposals from organizations that have the ability to administer workers’ compensation claims that are within the County’s self-insured retention (currently, $500,000 per claim).

BACKGROUND INFORMATION

Monroe County (“County”) is a non-chartered county established under the Constitution and the laws of the State of Florida. The Clerk of the Circuit Court serves as the fiscal agent.

The population of the County is estimated at approximately 80,614. The total number of individuals covered by the County’s self-insured workers’ compensation program (including persons employed by Monroe County Board of County Commissioners as well as those employed by the Monroe County Sheriff’s Office and all Constitutional Officers) is approximately 1,320.

The Board of County Commissioners, constituted as the governing body, has all the powers of a body corporate, including the powers to contract; to sue and be sued; to acquire, purchase, hold, lease and convey real estate and personal property; to borrow money, and to generally exercise the powers of a public authority organized and existing for the purpose of providing community services to citizens within its territorial boundaries. In order to carry out this function, the County is empowered to levy taxes to pay the cost of operations. County’s Safety & Security Administrator oversees its Self-Funded program. The County has contracted with Relation Insurance Services, which adjusts the claims on its behalf.

The program extends to all agencies of the County including but not limited to:

Board of County Commissioners;

Land Authority;

Property Appraiser;

Sheriff’s Department;

Supervisor of Elections;

County Clerk’s Office; and Tax Collector

In addition, coverage is extended to the County’s volunteer firefighters and reserve law enforcement officials.

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GENERAL INFORMATION AND COVERAGES REQUESTED

Monroe County is requesting proposals for the following:

Workers’ Compensation Third Party Claims Administration Services

Because of the limited network of health care providers located in Monroe County, the County no longer participates in a managed care arrangement. It does take advantage of its current TPA’s PPO network and assigns Medical Rehabilitation on a case by case basis.

The effective date of the program will be September 21, 2026. It is the intent of the County to agree to an initial three (3) year term with rights to renew with the successful proposer(s) for two (2) additional one-year terms at the option of the County. Consideration may be given to longer-term agreements based on price, terms and conditions.

As a prerequisite of being selected, the Third Party Administrator must be acceptable to the County’s Excess Workers’ Compensation insurers. The County’s current Excess insurer is the Florida Municipal Insurance Trust (FMIT).

Items contained in this Request For Proposals (RFP) are considered to be an integral part of the proposed program.

Adherence to the items listed here is intended by the County unless specifically otherwise accepted by both the Proposer and the County. Acceptance of modification of any portion of the items contained herein will not serve to waive or modify any other portion of the proposed program.

CURRENT PROGRAM

Relation Insurance Services of Stuart, Florida currently administers all claims that fall within the County’s self-insured retention. The agreement with Relation requires Relation to administer the claims for an annual fee as long as a contractual relationship exists between the two organizations. As of December 31, 2025 the County had approximately 82 open claims. Depending on the cost, the successful proposer may be requested to assume the administration of all open claims. Proposers will be requested to provide separate pricing for the assumption of all open claims. The County has been self-insured since 1976.

DESIRED PROGRAM

The County prefers the successful Proposer to provide their pricing on a “Life of Contract” basis and agree to administer all claims until conclusion as long as the Proposer is retained as the County’s TPA. The County will consider alternative pricing structures, such as administering the County’s claims on a “Cradle to Grave” basis.

“Life of Contract” is defined to mean that the claims are administered until conclusion for the term of the contract.

“Cradle to Grave” is defined to mean that the claims are administered until conclusion regardless of the term of the contract.

Due to the limited number of quality healthcare networks located in Monroe County, the County has opted out of managed care in accordance with Florida Statutes. Medical rehabilitation services may be requested on a case by case basis.

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The County utilizes the current claims administrator to reduce all medical bills to the State Fee Schedule. Proposers are therefore requested to include this service in their pricing structure. If a separate charge is required for this service, it should be clearly stated within the proposal.

The successful proposer may be required to assume the administration for all prior claims. All proposals should clearly state the cost associated with the assumption of all such claims (“run off claims”).

The successful proposer will be expected to provide the following services.

Initial contact with claimant within 24 hours.

Recorded statements of the claimant as needed.

Contact with the treating physician within 24 hours.

Narrative summaries on major claims every 3 months.

Medical bills reduced to State fee schedule.

All subrogation and Second Injury Fund activities.

Preparation of all State mandated reports.

Notification of all potential excess claims to insurer(s).

Quarterly meetings with the County.

Provide monthly loss reports to the County.

Provide monthly loss reports to the County’s consultant.

Maintain and make available to the County a PPO network that offers reduced fees to the County.

Provide (or contract to provide) staff to receive incoming calls to the Monroe County Injury Helpline and complete all necessary First Report of Injury paperwork and forward same as appropriate.

Annual Detail Report of Excess Recoveries received during the year.

Annual Summary of Payments reflecting:

o Number of Bills Processed o Total Amount Billed o Total Fee Schedule Amount o Fee Schedule Savings o PPO/Network Savings o Total Savings o Net Amount Paid

RATING DATA

The following information has been included as attachments to assist in the underwriting of the account:

Projected payrolls by workers’ compensation classification codes;

A copy of the County’s Drug Free Work Place policy statement; and Loss Runs for the past 5 years (valued as of 12/31/25), to include a summary of open claims valued in excess of $50,000.

TERM OF AGREEMENT

The County wishes to enter into an Agreement with the successful proposer, whereby the initial term of the Agreement will be for three (3) years, from September 21, 2026 to September 20, 2029, with an option to renew at the County’s option for two

(2) additional years.

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REQUEST FOR PROPOSALS SCHEDULE

The following schedule will be strictly adhered to. No extension of deadlines will be granted.

Activity Date Posting of RFP on Bonfire 2, 2026 Deadline for Requests for Additional Information Ma , 2026

Posting of Addendum on Bonfire (If necessary) 1, 2026 Proposal Return Date (3:00 pm) (Bid Opening) Ju , 2026 Presentations of Recommendations to Board of County Commissioners August 19, 2026

Implementation Date September 21, 2026

SUBMISSION OF PROPOSALS

All proposals must be submitted in accordance with the instructions in the Notice of Request for Competitive Solicitations at the beginning of this RFP.

Proposals received after the deadline will be returned unopened. The deadline for the submission of all proposals is 3:00 PM, Ju 2026. It is the sole responsibility of each proposer to ensure its proposal is received in a timely fashion.

All proposers are required to complete the following forms that are attached to this RFP from Sections III and Section IV and attach the forms to their Proposal.

PROPOSAL RESPONSE FORM

DRUG-FREE WORKPLACE FORM

SWORN STATEMENT UNDER ORDINANCE NO. 10-1990

NON-COLLUSION AFFIDAVIT

PUBLIC ENTITY CRIME STATEMENT

LOCAL PREFERENCE FORM (IF APPLICABLE)

INSURANCE REQUIREMENTS, RESPONDENT’S STATEMENT, INSURANCE

AGENT’S FORM, SCRUTINIZED COMPANIES FORM

AFFIDAVIT ATTESTING TO NONCOERCIVE CONDUCT

FOREIGN ENTITES AFFIDAVIT

The Local Preference Form is optional in accordance with Section 2-349, Monroe County Code.

VALID DATE OF PROPOSALS

Proposals shall remain valid until November 1, 2026 to provide additional time for clarification in the event that an extension of the current program(s) is undertaken.

RIGHT TO REJECT PROPOSALS

The County reserves the right to reject any or all proposals, to waive irregularities and informalities in any or all proposals, and to re-advertise for proposals.

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The County specifically reserves the right to separately accept or reject any item and/or items of a proposal and to award and/or negotiate a contract in the best interest of the County.

ADHERENCE TO INFORMATION AND PROPOSAL

Information presented in this Request for Proposal and all statements contained in the proposals received are intended to be relied upon by the County. All coverages and services must be issued as proposed unless the County authorizes individual changes. Any changes authorized by the County will not alter any other items contained in this Request for Proposal.

PROPOSER QUALIFICATIONS

All Proposers must be currently licensed in Florida as a Third Party Administrator in accordance with Florida Statutes §626.88 – 626.8991. In addition, all individuals involved with the administration of the County’s claims must be licensed in accordance with Florida Statutes §626.88 – 626.8991. Copies of the licenses for the firm and those of the individual adjusters who will be assigned to the County’s account must be provided as part of each proposal.

Copies of the adjuster’s resumes should also be provided.

The County also believes that all adjusters should be adequately supervised. All proposals should include information on the supervisor who will oversee the adjuster’s activities. Such information should include a copy of the supervisor’s claims administration license, a statement reflecting if the supervisor only is responsible for supervisory activities or if they have their own individual case load, a copy of the supervisor’s resume and the number of adjusters the supervisor manages.

AUTHORITY OF PROPOSER

Proposals should be signed by an authorized representative of the Third Party Administrator providing the service.

ADDITIONAL INFORMATION/INSPECTION

Every attempt has been made to furnish complete and accurate information to the best of Monroe’s knowledge.

Proposers are encouraged to determine, at their sole expense, additional information required to develop their proposals including any inspections and loss control surveys.

If additional information is required, requests must be submitted in writing to:

Mr. Mark Gongre, Safety and Security Administrator Office of Workers’ Compensation

Monroe County BOCC 1100 Simonton Street, Suite 2-268

Key West, Florida 33040 Facsimile: (305) 295-4301

Email: Gongre-mark@monroecounty-fl.gov

All requests for additional information must be received no later than 3:00 PM, Ma 2026. An addendum to the specifications will be posted on Bonfire to answer any requests for additional information. Oral requests for additional information will not be answered.

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Facsimile and Email requests will be honored, however, it is the sole responsibility of each Proposer to verify that their requests have been received in a timely fashion. The County assumes no liability for incomplete or misdirected requests.

If an addendum to this request is issued, the Proposer must acknowledge receipt of such addendum by completing and returning with their proposals the acknowledgment form, which will accompany the addendum.

RATE CHANGE

All proposers must ensure that the fees proposed will apply for a minimum of 1 year. Proposers will be required to provide Ninety (90) days written notice of the rates that will be charged for subsequent contract years.

TERMINATION/NON-RENEWAL NOTICE

Proposer will be required to provide ninety (90) days written notice prior to the termination or non-renewal of the agreement.

CLAIM REPORTS

Claim reports shall be furnished monthly. Reports should be completed in plain English and received by the County within twenty (20) days following the end of each month. The reports should include a brief description of individual claims and the amount paid for each claim and any open reserves that are assigned. Individual allocation by operating locations may be necessary. Proposers are requested to provide sample copies of all reports that will be furnished to the County for the proposed fees. In addition, sample copies of any additional reports that can be furnished for an additional fee should also be included with the proposal. The fees associated with these additional reports should be clearly identified.

Claim reports must continue to be furnished without charge until the last open claim is closed, or until the Proposer is no longer providing a service to the County.

Copies of all loss reports must be provided to the County’s Risk Management Consultant, and to the County’s Excess Insurers.

COORDINATION WITH EXCESS INSURERS

The Proposer will adhere to any and all reporting requirements of the County’s Excess Insurers and to coordinate all specific and aggregate recoveries.

SUBROGATION AND SECOND DISABILITY FUND RECOVERIES

The Proposer will coordinate all subrogation and Second Disability Fund recoveries for all claims being administered by the Administrator even if such a claims are no longer active.

QUARTERLY CLAIM REVIEW MEETINGS

The County will expect the successful Proposer to meet with them a minimum of four (4) times during the year to discuss the active claims and the procedures being followed by the TPA. The parties should plan that one meeting

- 9 -is to be held at the Office of the Proposer at the expense of the County. One meeting is to be held at the Office of the County at the expense of the Proposer and two meetings are to be held electronically via video or web conference.

CONTENT OF SUBMISSION

The proposal submitted in response to this RFP shall be submitted in electronic form; shall be clear and concise, tabulated, and provide the information requested herein. Proposals submitted without the required information will not receive full consideration. Responses shall be organized as indicated below. The Proposer should not withhold any information from the written response in anticipation of presenting the information orally or in a demonstration, since oral presentations or demonstrations may not be solicited. Each Proposer must submit adequate documentation to certify the Proposer's compliance with the County's requirements. Proposers should focus specifically on the information requested.

Format. The proposal shall be organized as follows and contain the following information:

A. Cover Page, A cover page that states "Monroe County Workers’ Compensation Third Party Claims Administration Services”. The cover page should contain Proposer's name, address, telephone number, and the name of the Proposer's contact person.

B. Tabbed Sections

Tab 1. General Information

(a) The name of the firm submitting proposal, address, contact person’s name, telephone numbers, email address and the name of the individual authorized to sign for the proposing organization.

(b) A clear statement of what services are being proposed. If more than one type of service or plan is proposed, separate proposals must be made for each one so that they can be reviewed independently of any other service or benefit plan.

(c) An overview of the firm’s experience along with a summary of experience with Government Entities.

The overview should also include the length of time the firm has been providing claims administration services.

(d) Explanation of fees, rates.

(e) Samples of any claims and statistical reports.

(f) Other terms proposed. Please be specific regarding amounts and time schedule.

(g) Resumes of all key members of the account team who will be assigned including professional designations.

Tab 2. Relevant Experience

A record of performance and professional accomplishments by Proposer and employees, including professional accomplishments, and to the extent allowed, any work with large companies or government entities.

The Proposer shall provide a list of similar contracts or agreements currently in force to include:

• Name and full address

• Telephone number of client contact

• Date of initiation and completion of contract

• Summary of the services and area served

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Tab 3. Services, Approach and Availability of Service to County

The Proposer shall describe the philosophy, approach and methodology he/she will take to accomplish the services defined herein. This shall include information on schedule and availability, staffing, whether subcontractors are used, and any other relevant information explaining how the services will be accomplished. In particular, please describe your firm’s philosophy on managing the case loads of their adjusters and the current case load for both the Lost Time adjuster and the Medical Only adjuster that will be assigned to the County’s account.

Tab 4. Litigation

Pursuant to Section 2-347 of the Monroe County Code, all respondents must provide answers to the following questions regarding claims and suits:

1) A list of the person's or entity's shareholders with five percent or more of the stock or, if a general partnership, a list of the general partners; or, if a limited liability company, a list of its members; or, if a solely owned proprietorship, names(s) of owner(s);

(2) A list of the officers and directors of the entity;

(3) The number of years the person or entity has been operating and, if different, the number of years it has been providing the services, goods, or construction services called for in the bid specifications (include a list of similar projects);

(4) The number of years the person or entity has operated under its present name and any prior names;

(5) Answers to the following questions regarding claims and suits:

a. Has the person, principals, entity, or any entity previously owned, operated or directed by any of its officers, major shareholders or directors, ever failed to complete work or provide the goods for which it has contracted? If yes, provide details;

b. Are there any judgments, claims, arbitration proceeding or suits pending or outstanding against the person, principal of the entity, or entity, or any entity previously owned, operated or directed by any of its officers, directors, or general partners? If yes, provide details;

c. Has the person, principal of the entity, entity, or any entity previously owned, operated or directed by any of its officers, major shareholders or directors, within the last five years, been a party to any lawsuit, arbitration, or mediation with regard to a contract for services, goods or construction services similar to those requested in the specifications with private or public entities? If yes, provide details;

d. Has the person, principal of the entity, or any entity previously owned, operated or directed by any of its officers, owners, partners, major shareholders or directors, ever initiated litigation against the county or been sued by the county in connection with a contract to provide services, goods or construction services? If yes, provide details;

e. Whether, within the last five years, the owner, an officer, general partner, principal, controlling shareholder or major creditor of the person or entity was an officer, director, general partner, principal, controlling shareholder or major creditor of any other entity that failed to perform services or furnish goods similar to those sought in the request for competitive solicitation;

f. Customer references (minimum of three), including name, current address and current telephone number;

g. Credit references (minimum of three), including name, current address and current telephone number;

h. Financial statements for the prior three years for the responding entity or for any entity that is a subsidiary to the responding entity; and

i. Any financial information requested by the county department involved in the competitive solicitation, related to the financial qualifications, technical competence, the ability to satisfactorily perform within the contract time constraints, or other information the department deems necessary to enable the department and board of county commissioners to determine if the person responding is responsible.

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Please note: All documents submitted in response to this RFP are public records. If the respondent wishes to keep the financial statements required under this tab confidential, then please follow the instructions in the Notice of Request for Competitive Solicitations at the beginning of this RFP, for instructions on how to submit confidential financial information separately. Financial information that has been marked as confidential is exempt from a Florida public records request.

Tab 5. Loss Runs

Sample copies of all loss runs that will be provided to the County for no additional charge must be provided within this Tab. Also, any additional reports that are available for an additional fee should also be included. These additional reports must be clearly identified and reflect the additional charge that will be imposed for the reports.

Tab 6. County Forms and Licenses Proposer shall complete and execute the forms specified below and located in this RFP, as well as copies of all professional and occupational licenses and shall include them in this section, i.e. Tab 6:

Forms

PROPOSAL RESPONSE FORM (from Section III of this RFP)

NON-COLLUSION AFFIDAVIT

DRUG-FREE WORKPLACE FORM

SWORN STATEMENT UNDER ORDINANCE NO. 10-1090

ETHICS CLAUSE SWORN STATEMENT

PUBLIC ENTITIES CRIMES STATEMENT

If applicable, the Local Preference Form, in accordance with Section 2-349, Monroe County Code.

Tab 7. County Expectations

The Proposers shall describe their ability to meet each of the following County expectations regarding the administration of its claims as indicated below.

1. One Lost Time adjuster and one Medical Only adjuster will be assigned to the County’s account. These adjusters will be held responsible for all activities associated with the administration of the claims.

2. The County strongly believes that the number of claims assigned to individual adjusters will have a direct impact on the quality of attention given to issues as they arise. All proposals shall specify the maximum number of cases assigned for both the Lost Time adjuster and the Medical Only adjuster that will be used for the County’s account.

3. If the administration of the County’s claims must be re-assigned to a new adjuster, the County should be advised of the change no less than thirty (30) days prior to the change taking effect. Such notification should include the name of the new adjuster, the new adjuster’s qualifications and the approach the new adjuster will take in becoming familiar with the County’s claims.

4. The County currently utilizes Raquelin Fals for all Field Case Management activities. The County has been extremely pleased with the services Raquelin Fals has provided and wants to continue using her for all Field Case Management needs. If the TPA does not have a business relationship with Raquelin Fals, the County will expect that such a relationship will be developed.

5. The County has stringent protocols that must be followed when hiring outside legal services. While the County will consider recommendations for the hiring of defense counsel, the County will have to select and contract directly with the legal firm. In addition, the County will have to directly pay the legal firm’s bills. The TPA will be notified when such payments are made and the TPA will be responsible for capturing these costs in the appropriate claim.

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6. The County will expect the TPA to pay any and all fines and penalties imposed by the State caused by the negligence of the TPA. The County will remain responsible for all fines and penalties caused by the County’s negligence.

7. The County currently has direct access to their TPA’s computerized claim system. This permits the County to view the financial aspects of individual claims and to review the adjusters claim notes. The County will need similar access to the TPA’s computerized claim system. The County expects that if a new TPA is selected, they will conduct a training session for the County’s Workers’ Compensation Department on the effective use of the system. In addition, the TPA will be responsible for the production of a user manual on the use of their computerized claim system. The TPA will be held responsible for providing timely notification of any changes made to their computerized claim system and the implications of these changes on the operation of the system. In addition, the TPA will be held responsible for updating the user manual when changes are made.

Access to the TPA’s computerized claim system should be through the internet and access should be available 24 hours a day and 7 days a week. Any fees associated with access to the TPA’s computerized claim system should be clearly stated in the proposals.

8. During the period of 10/1/24 through 9/30/25, the County’s TPA processed 1,186 medical bills on behalf of the County. The cumulative amount of the bills totaled $2,126,304. The TPA reduced the bills by $978,422 in accordance with State Fee Schedule. In addition, the bills were further discounted by $111,644 in accordance with PPO agreements the TPA has with various medical facilities. The County desires to continue taking advantage of PPO network discounts. Proposals should reflect the PPO networks the TPA has established reflecting the number of physicians, by major discipline (such as General Practitioner and Chiropractor) participating in the network. Specific information regarding the number of medical facilities located in Monroe County should also be provided. In addition, the average percentage of discounts being offered by these networks should be provided. All proposals should reflect other arrangements the TPA has arranged for ancillary medical services such as IMEs, MSAs and Medical Review experts.

9. The County has issued Monroe County Administrative Instruction 7400.4 (Workers’ Compensation Third Party Administrator (TPA) Direct Payment System). A copy of the Administrative Instruction is included as an attachment to this RFP. The successful proposer must agree to comply with the provisions of this Administrative Instruction.

10. The County would prefer to pay an annual fee, in monthly installments, for all bill reduction services to include reducing bills to the State Fee Schedule and all fee reductions associated with PPO networks that the TPA has established.

Tab 8. Additional Information

Proposer shall provide any additional information which will present evaluators with insight about the knowledge, skills and abilities of the Proposer. Also describe any additional services, reports, information, training materials, software, or capabilities provided by or available through the Proposer that could enhance the County’s workers’ compensation and safety programs or otherwise improve efficiency.

Tab 9. Other Information

If the Proposer cannot fully comply with any of the terms contained in the Request for Proposal, all deviations to the terms must be spelled out in this section, i.e. Tab 9.

EVALUATION CRITERIA

A selection committee will be convened to review and evaluate the Proposals. The committee recommendations will be presented to the Board of County Commissioners.

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Evaluation Factor Points Compliance with RFP specifications (required format, submission of forms) 05 Ability to provide services listed (scope of services, County expectations) 25 Experience of adjusters assigned to the County’s account 20 Length of time that Proposer has been providing claims administration services 15 Proximity of office adjusting the County’s claims to the County 15 Quality of TPA’s Computer Claim System and quality of Loss Runs 15

Caseload of adjusters that will be assigned to the County’s account 20 Pricing 25 Additional points if vendor meets definition of “local business” (up to 5 points if vendor is local business as defined in Section 2-349, Monroe County Code, plus up to 5 points if vendor uses a subcontractor that is a local business)

Total 150

Total points earned are on a scale of 1 – 150 points (1 is the lowest ranking and 150 is the highest ranking).

OPEN CLAIM COUNT AND ASSOCIATED RESERVES

As of December 31, 2025, the County’s current TPA reported the following open claim count and associated reserves.

Valued as of 12/31/25

Policy Year Number of Open Claims

Open Reserves

82/84 1 $20,725 92/93 2 $470,828 97/98 2 $18,945 00/01 1 $36,218 01/02 2 $145,767 05/06 1 $22,821 07/08 1 $22,951 09/10 2 $196,144 10/11 1 $35,747 11/12 1 $34,898 13/14 3 $518,035 14/15 1 $14,102 15/16 1 $8,185 16/17 4 $313,775 17/18 2 $143,395 18/19 3 $73,025 19/20 5 $90,530 20/21 1 $31,107 21/22 2 $25,794 22/23 6 $167,204 23/24 14 $1,088,036 24/25 19 $263,605

25/26 (Partial Year) 13 $61,997 Total 82 $3,803,842

While the County believes the reserves to be accurate, the successful proposer will be required to review each open claim and establish its independent evaluation of the projected cost.

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In order that a complete history of the County’s program can be maintained, the successful proposer will be required to capture all prior years’ financial data within their claim data base. The County will work with the successful proposer to develop a system whereby older closed claims can be summarized. It is anticipated that claims for the most recent five years will be individually captured.

Insurance Requirements

The successful proposer will be required to maintain throughout the life of the contract, insurance protection as specified in the attached forms.

Experience Modification

.76

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REQUEST FOR PROPOSALS FOR

WORKERS’ COMPENSATION THIRD PARTY CLAIMS ADMINISTRATION SERVICES

Section II Draft Agreement

Following is a draft agreement that the County will expect the successful proposer to sign. The County will be agreeable to reasonable modifications to the agreement.

DRAFT AGREEMENT

These contract documents should be used only after consultation with counsel. The documents are not intended as legal advice appropriate to any specific situation, nor do they purport to address all issues which may arise between the contracting parties. The documents should be amended or supplemented where appropriate.

CONTRACT FOR

____________________________ Services

THIS AGREEMENT is made and entered into this _____ day of _______________, by MONROE COUNTY (“COUNTY”), a political subdivision of the State of Florida, whose address is 1100 Simonton Street, Key West, Florida 33040 and ______________(“CONTRACTOR”), whose address is __________________.

Section 1. SCOPE OF SERVICES

CONTRACTOR shall do, perform and carry out in a professional and proper manner certain duties as described in the Scope of Services – Exhibit A – which is attached hereto and made a part of this agreement.

CONTRACTOR shall provide the scope of services in Exhibit A for COUNTY. CONTRACTOR warrants that it is authorized by law to engage in the performance of the activities herein described, subject to the terms and conditions set forth in these Agreement documents. The CONTRACTOR shall at all times exercise independent, professional judgment and shall assume professional responsibility for the services to be provided. Contractor shall provide services using the following standards, as a minimum requirement:

A. The CONTRACTOR shall maintain adequate staffing levels to provide the services required under the Agreement resulting from this RFP process.

B. The personnel shall not be employees of or have any contractual relationship with the County. To the extent that Contractor uses subcontractors or independent contractors, this Agreement specifically requires that subcontractors and independent contractors shall not be an employee of or have any contractual relationship with County.

C. All personnel engaged in performing services under this Agreement shall be fully qualified, and, if required, to be authorized or permitted under State and local law to perform such services.

Section 2. COUNTY’S RESPONSIBILITIES

2.1 Provide all best available information as to the COUNTY’S requirements for the scope of services described in

Exhibit A to this Agreement.

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2.2 Designate in writing a person with authority to act on the COUNTY’S behalf on all matters concerning said services.

2.3 Provide a schedule that is mutually agreeable to the COUNTY and CONTRACTOR.

Section 3. TERM OF AGREEMENT

3.1 The initial Agreement will be for one (3) year term beginning the 21st day of September, 2026 and renewable at the County's option for two (2) additional consecutive one year terms.

3.2 The terms of this Agreement shall be from the effective date hereof and continue for a period of one year. This Agreement shall be automatically renewed for successive one-year periods until either party gives the other notice of cancellation in accordance with the terms set forth below. The Contractor must provide at least ninety (90) days’ notice of intent to terminate. The County must provide the Contractor with at least thirty (30) days’ notice of intent to terminate. If either party desires to modify this Agreement, it shall notify the other in writing at least thirty (30) days prior to the effective date of such modification. In the case of proposed modification the party receiving the notification of the proposed modification shall itself notify the other party within ten (10) days after receipt of notice of its agreement to the proposed modification. Failure to do so shall terminate this Agreement.

Section 4. COMPENSATION

Compensation to CONTRACTOR shall be $__________________________________.

Section 5. PAYMENT TO CONTRACTOR

5.1 Payment will be made according to the Florida Local Government Prompt Payment Act. Any request for payment must be in a form satisfactory to the Clerk of Courts for Monroe County (Clerk). The request must describe in detail the services performed and the payment amount requested. The CONTRACTOR must submit invoices to the appropriate offices marked __________________________. The respective office supervisor and the Director of Employee Services will review the request, note his/her approval on the request and forward it to the Clerk for payment.

5.2 Continuation of this Agreement is contingent upon annual appropriation by Monroe County Board of County Commissioners.

Section 6. CONTRACT TERMINATION

Either party may terminate this Agreement because of the failure of the other party to perform its obligations under the Agreement. COUNTY may terminate this Agreement with or without cause upon thirty (30) days’ notice to the CONTRACTOR. COUNTY shall pay CONTRACTOR for work performed through the date of termination.

Section 7. CONTRACTOR’S ACCEPTANCE OF CONDITIONS

A. CONTRACTOR hereby agrees that he has carefully examined the RFP, his response, and this Agreement and has made a determination that he/she has the personnel, equipment, and other requirements suitable to perform this work and assumes full responsibility therefore. The provisions of the Agreement shall control any inconsistent provisions contained in the specifications. All specifications have been read and carefully considered by CONTRACTOR, who understands the same and agrees to their sufficiency for the work to be done. Under no circumstances, conditions, or situations shall this Agreement be more strongly construed against COUNTY than against CONTRACTOR.

B. Any ambiguity or uncertainty in the specifications shall be interpreted and construed by COUNTY, and its decision shall be final and binding upon all parties.

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C. The passing, approval, and/or acceptance by COUNTY of any of the services furnished by CONTRACTOR shall not operate as a waiver by COUNTY of strict compliance with the terms of this Agreement, and specifications covering the services.

D. CONTRACTOR agrees that County Administrator or his designated representatives may visit CONTRACTOR’S facility (ies) periodically to conduct random evaluations of services during CONTRACTOR’S normal business hours.

E. CONTRACTOR has, and shall maintain throughout the term of this Agreement, appropriate licenses and approvals required to conduct its business, and that it will at all times conduct its business activities in a reputable manner. Proof of such licenses and approvals shall be submitted to COUNTY upon request.

Section 8. NOTICES

Any notice required or permitted under this agreement shall be in writing and hand delivered or mailed, postage prepaid, to the other party by certified mail, returned receipt requested, to the following:

To the COUNTY: Mark Gongre, Monroe County Safety and Security Administrator

1100 Simonton Street, Suite 2-268 Key West, Florida 33040

With a copy to: Monroe County Attorney’s Office 1111 12th St., Suite 408 Key West, FL 33040

To the

CONTRACTOR:

Section 9. RECORDS

CONTRACTOR shall maintain all books, records, and documents directly pertinent to performance under this Agreement in accordance with generally accepted accounting principles consistently applied. Each party to this Agreement or their authorized representatives shall have reasonable and timely access to such records of each other party to this Agreement for public records purposes during the term of the agreement and for five years following the termination of this Agreement. If an auditor employed by the COUNTY or Clerk determines that monies paid to CONTRACTOR pursuant to this Agreement were spent for purposes not authorized by this Agreement, the CONTRACTOR shall repay the monies together with interest calculated pursuant to Section 55.03 of the Florida Statutes, running from the date the monies were paid to CONTRACTOR.

Section 10. EMPLOYEES SUBJECT TO COUNTY ORDINANCE NO. 010-1990

The CONTRACTOR warrants that it has not employed, retained or otherwise had act on its behalf any former County officer or employee subject to the prohibition of Section 2 of Ordinance No. 010-1990 or any County officer or employee in violation of Section 3 of Ordinance No. 010-1990. For breach or violation of this provision the COUNTY may, in its discretion, terminate this agreement without liability and may also, in its discretion, deduct from the agreement or purchase price, or otherwise recover the full amount of any fee, commission, percentage, gift, or consideration paid to the former County officer or employee.

Section 11. CONVICTED VENDOR

A person or affiliate who has been placed on the convicted vendor list following a conviction for public entity crime may not submit a bid on an Agreement with a public entity for the construction or repair of a public building or public

- 18 -work, may not perform work as a CONTRACTOR, supplier, subcontractor, or CONTRACTOR under Agreement with any public entity, and may not transact business with any public entity in excess of the threshold amount provided in Section 287.017 of the Florida Statutes, for the Category Two for a period of 36 months from the date of being placed on the convicted vendor list.

Section 12. GOVERNING LAW, VENUE, INTERPRETATION, COSTS AND FEES

This Agreement shall be governed by and construed in accordance with the laws of the State of Florida applicable to Agreements made and to be performed entirely in the State.

In the event that any cause of action or administrative proceeding is instituted for the enforcement or interpretation of this Agreement, the COUNTY and CONTRACTOR agree that venue shall lie in the appropriate court or before the appropriate administrative body in Monroe County, Florida.

Section 13. SEVERABILITY

If any term, covenant, condition or provision of this Agreement (or the application thereof to any circumstance or person) shall be declared invalid or unenforceable to any extent by a court of competent jurisdiction, the remaining terms, covenants, conditions and provisions of this Agreement, shall not be affected thereby; and each remaining term, covenant, condition and provision of this Agreement shall be valid and shall be enforceable to the fullest extent permitted by law unless the enforcement of the remaining terms, covenants, conditions and provisions of this Agreement would prevent the accomplishment of the original intent of this Agreement. The COUNTY and CONTRACTOR agree to reform the Agreement to replace any stricken provision with a valid provision that comes as close as possible to the intent of the stricken provision.

Section 14. ATTORNEY’S FEES AND COSTS

The COUNTY and CONTRACTOR agree that in the event any cause of action or administrative proceeding is initiated or defended by any party relative to the enforcement or interpretation of this Agreement, the prevailing party shall be entitled to reasonable attorney’s fees, and court costs, as an award against the non-prevailing party. Mediation proceedings initiated and conducted pursuant to this Agreement shall be in accordance with the Florida Rules of Civil Procedure and usual and customary procedures required by the Circuit Court of Monroe County.

Section 15. BINDING EFFECT

The terms, covenants, conditions, and provisions of this Agreement shall bind and inure to the benefit of the COUNTY and CONTRACTOR and their respective legal representatives, successors, and assigns.

Section 16. AUTHORITY

Each party represents and warrants to the other that the execution, delivery and performance of this Agreement have been duly authorized by all necessary County and corporate action, as required by law.

Section 17. ADJUDICATION OF DISPUTES OR DISAGREEMENTS

COUNTY and CONTRACTOR agree that all disputes and disagreements shall be attempted to be resolved by meet and confer sessions between representatives of each of the parties. If no resolution can be agreed upon within 30 days after the first meet and confer session, then any party shall have the right to seek such relief or remedy as may be provided by this Agreement or by Florida law. This Agreement shall not be subject to arbitration.

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Section 18. COOPERATION

In the event any administrative or legal proceeding is instituted against either party relating to the formation, execution, performance, or breach of this Agreement, COUNTY and CONTRACTOR agree to participate, to the extent required by the other party, in all proceedings, hearings, processes, meetings, and other activities related to the substance of this Agreement or provision of the services under this Agreement. COUNTY and CONTRACTOR specifically agree that no party to this Agreement shall be required to enter into any arbitration proceedings related to this Agreement.

Section 19. NONDISCRIMINATION

The parties agree that there will be no discrimination against any person, and it is expressly understood that upon a determination by a court of competent jurisdiction that discrimination has occurred, this Agreement automatically terminates without any further action on the part of any party, effective the date of the court order. The parties agree to comply with all Federal and Florida statutes, and all local ordinances, as applicable, relating to nondiscrimination. These include but are not limited to: 1) Title VII of the Civil Rights Act of 1964 (PL 88352), which prohibit discrimination in employment on the basis of race, color, religion, sex, and national origin; 2) Title IX of the Education Amendment of 1972, as amended (20 USC §§ 1681-1683, and 1685-1686), which prohibits discrimination on the basis of sex; 3) Section 504 of the Rehabilitation Act of 1973, as amended (20 USC § 794), which prohibits discrimination on the basis of handicaps; 4) The Age Discrimination Act of 1975, as amended (42 USC §§ 6101-6107), which prohibits discrimination on the basis of age; 5) The Drug Abuse Office and Treatment Act of 1972 (PL 92-255), as amended, relating to nondiscrimination on the basis of drug abuse; 6) The Comprehensive Alcohol Abuse and Alcoholism Prevention, Treatment and Rehabilitation Act of 1970 (PL 91-616), as amended, relating to nondiscrimination on the basis of alcohol abuse or alcoholism; 7) The Public Health Service Act of 1912, §§ 523 and 527 (42 USC §§ 690dd-3 and 290ee-3), as amended, relating to confidentiality of alcohol and drug abuse patent records; 8) Title VIII of the Civil Rights Act of 1968 (42 USC §§ 3601 et seq.), as amended, relating to nondiscrimination in the sale, rental or financing of housing; 9) The Americans with Disabilities Act of 1990 (42 USC §§ 1201), as amended from time to time, relating to nondiscrimination in employment on the basis of disability; 10) Monroe County Code Chapter 13, Article VI, which prohibits discrimination on the basis of race, color, sex, religion, national origin, ancestry, sexual orientation, gender identity or expression, familial status or age; and 11) any other nondiscrimination provisions in any federal or state statutes which may apply to the parties to, or the subject matter of, this Agreement.

Section 20. COVENANT OF NO INTEREST

COUNTY and CONTRACTOR covenant that neither presently has any interest, and shall not acquire any interest, which would conflict in any manner or degree with its performance under this Agreement, and that only interest of each is to perform and receive benefits as recited in this Agreement.

Section 21. CODE OF ETHICS

COUNTY agrees that officers and employees of the COUNTY recognize and will be required to comply with the standards of conduct for public officers and employees as delineated in Section 112.313, Florida Statutes, regarding, but not limited to, solicitation or acceptance of gifts; doing business with one’s agency; unauthorized compensation;

misuse of public position, conflicting employment or contractual relationship; and disclosure or use of certain information.

Section 22. NO SOLICITATION/PAYMENT

The COUNTY and CONTRACTOR warrant that, in respect to itself, it has neither employed nor retained any company or person, other than a bona fide employee working solely for it, to solicit or secure this Agreement and that it has not paid or agreed to pay any person, company, corporation, individual, or firm, other than a bona fide employee working solely for it, any fee, commission, percentage, gift, or other consideration contingent upon or resulting from the award or making of this Agreement. For the breach or violation of the provision, the CONTRACTOR agrees that the

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COUNTY shall have the right to terminate this Agreement without liability and, at its discretion, to offset from monies owed, or otherwise recover, the full amount of such fee, commission, percentage, gift, or…