9-RFP BP-250054 Public Insurance Adjusting Firm - Scope of Work.pdf

RFP BP-250054 Public insurance Adjusting Firm Scope of Work

Scope of Services

The Dallas Independent School District is seeking a licensed public insurance adjusting firm to provide claims recovery services (property claim investigations, loss estimations, claim valuations and claim submissions) for occurrences affecting any Dallas ISD facilities.

A two-part evaluation will be conducted with the responding vendors prior to award selection.

The proposer shall provide the following:

• Provide a dedicated project manager with extensive knowledge and minimum 5-year experience in:

o Conducting and managing investigations of direct physical damage and destruction occurrences.

o Determining the insurability of resulting damage and expense.

o Preparing statements of loss.

o Managing the submission to include the ultimate disposition of assigned claims through cooperative resolution with insurance companies and/or with other contractually responsible parties as needed.

• Upon receipt of notice of an occurrence from Dallas ISD:

o Dallas ISD Risk Management will initiate the contact to the public adjuster once we are notified of a loss. The vendor must acknowledge our request within 2 hours.

o Within 24 hours of the initial notice of occurrence conduct an on-site inspection of the property damage and provide a detail summary report to Dallas ISD.

o Upon Request from the district, an onsite inspection may need to be conducted the same day as the occurrence.

• Identify, analyze and document the cause and origin of the occurrence that may result in property loss or damage.

• Provide an analysis of whether, and to what extent, the property loss or damage resulting from an occurrence is covered by insurance or by other possible contractually responsible parties.

• Provide an analysis of any possible sources of recovery or subrogation, in addition to property insurance companies or other contractually responsible parties that may be responsible for the loss or damage.

• For each file, keep an activity log, maintain documentation of any investigation and all telephone conversations, discussions, or meetings that contributed to the evaluation of the property and loss analysis along with documentation of the communications and progress with insurance companies related to the claim being handled. This information and documentation will be made available for review by Dallas ISD at any reasonable time.

• As part of their analysis, the vendor will use tools such as Xactimate for estimating damages.

• Work with Dallas ISD to obtain an inventory of the damaged contents, such as furniture, fixtures, equipment and records if applicable.

• Cordially work with any involved insurance company, or other entity’s claim adjusters, and collaborate to establish necessary loss reports and establish appropriate loss reserves, if applicable.

• Within fifteen (15) calendar days of receipt of claim provide Dallas ISD an initial report containing:

o Cause or origin information o Detailed evaluation of the damages o Description of the nature and timing of any remaining work necessary to submit proof of loss to any insurance company o Initial estimate of the cost of direct damages, extra expense, business interruption o Any additional claim investigation and analysis provided by subject-matter specialist(s) o Updates to the detailed summary report are due weekly following the initial full captioned report until the file is closed

• In cooperation with Dallas ISD, prepare and submit claim with required documentation to include proof of loss to any involved insurance company responsible for restoration payments while maintaining consistent communication in every phase of the claim process with Dallas ISD for the purpose of resolving the loss claim.

• If requested, attend loss-related settlement and mediation conferences and hearings, and provide analysis and opinion to Dallas ISD on the best approach to resolve issues with insurance companies and other entity’s claim and legal representatives.

• Assist Dallas ISD staff by reviewing Dallas ISD’s current internal process for property loss/damage investigation and make recommendations for enhancements as needed.

• Assist Dallas ISD with FEMA related claims.

• Interviews will be conducted with the responding vendors prior to award selection

• Assist Dallas ISD with all subrogation claims, if necessary.

• Meet with Dallas ISD Risk Management Services weekly to communicate the status of the claims.

Qualifications

Proposers and/or insurers submitting proposals for this insurance must meet the minimum qualifications:

• Licensed public adjuster or firm must have a minimum 5-years of experience handling property claims for school districts or public entities.

• Vendor must have the qualifications and skills necessary to perform the services under the contract in a competent and professional manner without the day-to-day direction of Dallas ISD. Such as:

o Does your company have a minimum of 5 years or more experience handling property claims?

o Have you handled property claims for public entities such as government or public schools?

o Do you have an active adjuster license in Texas?

• Services will be performed in accordance with the generally accepted principles and practices such as those laid out by the NCOIL. Vendor warrants that the licensed public adjuster, vendor employees, and any sub-contractors are properly licensed, registered, and/or certified as may be required under any applicable federal, state and local laws, statutes, ordinances, rules and regulations relating to the vendor’s performance of these services.

• The vendor should provide a summary of their business activities and history.

They should highlight significant claims that they have adjudicated for other companies.

• Vendor shall provide for each key staff member who would work on this project, a resume describing the individual’s background, training, and experience to include the individual’s ability and experience in providing the proposed services.

Please provide a copy of the State of Texas license for public adjusters.

• Vendor shall provide the name and contact information of three (3) current public entity clients, preferably school districts.

• Vendor shall provide description of how the proposed services will be provided including how the services will meet Dallas ISD’s scope of service requirements.

• Provide description of how vendor will meet the timelines and standards provided by the district for successfully closing a claim.

• Vendor shall provide a fully completed example of both the initial report and loss summary report mentioned above in Scope of Services section.

• Vendor shall include any valued added services they will provide to the district.

Pricing

• Fee for services should be presented as percent of net recovery after deductible.

• FEMA related services may be performed on a time and expense basis.

• FEMA rates must be included in bid response.