RFP - Workers Compensation 2526.pdf

Springfield School District 19

Request for Proposal:

Workers’ Compensation Insurance and

Claims Management

Solicitation No: 25-26/02 Springfield, Oregon

20 March 2026

PROPOSALS DUE ELECTRONICALLY BY April 17, 2026, 2:00 pm, PST

SPRINGFIELD SCHOOL DISTRICT NO 19

WORKERS’ COMPENSATION INSURANCE AND CLAIMS MANAGEMENT

RFP 25-26/02

GENERAL INFORMATION

Springfield School District No 19 (the District) is submitting a Request for Proposal (RFP) for professional WORKERS’ COMPENSATION INSURANCE AND CLAIMS MANAGEMENT. Proposers who demonstrate an ability to meet the enclosed requirements, specifications, and timelines are invited to submit a proposal as specified herein.

PROPOSAL SUBMISSION

Each proposer shall submit one (1) electronic copy of their proposal to demian.laudati@springfield.k12.or.us. Email Subject line shall read: “RFP 25-26/02 WORKERS’ COMPENSATION INSURANCE AND CLAIMS MANAGEMENT”.

All proposals must be received electronically by Demian Laudati, Purchasing Manager, Springfield School District 19, no later than:

April 17, 2026, at 2:00 p.m. PST

At which time proposal acceptance will close, and all proposals then received will be opened and recorded by the District but will not be publicly read. Proposals delivered after the deadline will not be accepted. Proposals submitted will remain confidential in nature until a notice of intent to award has been issued by the District.

CALENDAR OF EVENTS

Proposed Timetable

Event Deadline/Date

Issue Request for Proposals March 20, 2026

Proposer’s written questions and requests due April 3, 2026

Responses to questions, addendum issued, if appropriate

April 10, 2026

Proposals DUE April 17, 2026 – 2:00 pm PST

Evaluations April 20 – 24, 2026

Interviews, if needed April 27 - 30, 2026

Notice of Intent to Award May 5, 2026

Present to Board for Approval May 11, 2026

Contracts signed by May 18, 2026

We will make every effort to administer the proposal process in accordance with the Calendar of Events. However, we reserve the right to modify the proposal process and dates.

mailto:demian.laudati@springfield.k12.or.us

WORKERS’ COMPENSATION INSURANCE AND CLAIMS MANAGEMENT

Springfield School District No 19 is requesting proposals from qualified Firms to support the need for WORKERS’ COMPENSATION INSURANCE AND CLAIMS MANAGEMENT. Proposers who believe their solution meets the enclosed requirements, specifications, and timelines are invited to submit a proposal as specified herein.

Offers must be received electronically by Demian Laudati at demian.laudati@springfield.k12.or.us at Springfield School District No 19, no later than:

April 17, 2026 2:00 pm, PST

Method of Award: The District intends to award one contract to the top successful Proposer. The District reserves the right to award more than one contract if suitable for the District’s needs.

Proposers shall submit their offers on the attachments provided in accordance with the instructions provided herein. All forms shall be completed and signed by a person authorized to bind the Proposer.

Questions and comments regarding this Request for Proposal, its terms and conditions shall be directed to Demian Laudati by email at demian.laudati@springfield.k12.or.us. Please include in the subject line *RFP: 25-26/02 WORKERS’ COMPENSATION INSURANCE AND CLAIMS

MANAGEMENT*.

Please review the enclosed documents carefully.

Sincerely, Demian Laudati Purchasing Manager

SPRINGFIELD SCHOOL DISTRICT NO 19

(541) 726-3257 demian.laudati@springfield.k12.or.us mailto:demian.laudati@springfield.k12.or.us

SECTION I

INSTRUCTION TO PROPOSERS

1. INTRODUCTION: These instructions outline the proposal submission procedures, evaluation of proposals, and the award of a contract. The term “District” or “Contracting Agency” refers to the Springfield School District No 19. The term ”Proposer” or “Firm” refers to any entity submitting a proposal in response to this solicitation. “Proposals” may also be referred to as “offers”. The term “Proposer” refers to any Vendor(s), Bidder(s), or Firm(s) awarded a contract.

2. SOLICITATION REVIEW: Proposers must carefully review this document and are responsible for knowing and understanding the terms and conditions included in, or applicable to, this document. Unless defects, ambiguities, omissions, or errors are brought to the District’s attention in advance of the date the proposal is due, protests or appeals based on such defects, ambiguities, omissions, or errors may not be considered by the District.

3. CHANGE, CLARIFICATION, OR PROTEST: Proposers may request changes or clarification to, or protest the contract terms and conditions and/or the specifications of the RFP. Proposers’ comments must be made in writing via email to demian.laudati@springfield.k12.or.us and received by the District at least ten (10) days before the RFP due date to allow enough time for issuance of an addendum, if required. Email Subject line shall read: “QUESTION-RFP 25-26/02 WORKERS’ COMPENSATION INSURANCE AND CLAIMS MANAGEMENT”. Such comments shall include:

A. A detailed statement of the legal and factual grounds for the change, clarification, or protest; and B. A description of the resulting prejudice to the Proposer; and C. A statement of the form of relief requested or any proposed changes to the contract terms and conditions or specifications.

All proposals are to remain valid for one hundred twenty (120) days from the due date. All emails containing requests or protests must be clearly marked to facilitate handling. The District shall not consider a Proposer’s request for change or protest after the RFP due date and time. The District shall provide notice to the applicable Proposer if it entirely rejects the request or protest. If the District agrees with the Proposer’s request or protest, in whole or in part, the District shall issue an addendum reflecting its determination.

4. ADDENDA: Changes or additions to RFP documents shall be accomplished by written addenda. Addenda shall be issued before the RFP due date to allow Proposers sufficient time to consider the changes or additions in preparing their offers. The Proposer shall acknowledge receipt of all addenda by printing, signing, and including with the proposal all addenda pertaining to this RFP issued on the District Contracting webpage. At its discretion, the District may extend the RFP due date and time to allow Proposers time to analyze and adjust to any changes. The District shall notify Proposers of any such changes to the due date and time in the addenda. Proposers are responsible for making inquiries as to any addenda issued. All addenda and bid documents will be available at:

Oregon Buys: https://oregonbuys.gov/bso/view/login/login.xhtml Springfield School District website: https://www.springfield.k12.or.us/services/business/procurement

5. MODIFICATION OR WITHDRAWAL: Proposers may modify or withdraw their submitted proposals only before the RFP due date and time. Any modification or withdrawal shall be made in writing, prepared on the Proposers’ letterhead, signed by an authorized representative of the Proposer, and shall state the action requested (e.g., the modified offer supersedes the prior offer; the submitted offer is withdrawn). Modifications or withdrawals must be submitted via email to demian.laudati@springfield.k12.or.us.

https://oregonbuys.gov/bso/view/login/login.xhtml https://www.springfield.k12.or.us/services/business/procurement

SUBMITTING PROPOSALS: Proposers are solely responsible for delivering offers in the designated manner to the designated delivery point before the RFP due date and time. Proposers must submit one (1) original proposal electronically to demian.laudati@springfield.k12.or.us.

A. To ensure proper identification and handling, offers shall be submitted electronically with the subject line to read “RFP 25-26/02 WORKERS’ COMPENSATION INSURANCE AND CLAIMS MANAGEMENT”.

B. Facsimile, flash drives, or paper copy offers will not be accepted.

6. MINIMAL SUBMITTAL REQUIREMENTS: See Section IV Proposal Submittal Procedures for minimal submittal requirements.

7. RECEIVING OFFERS:

A. Each offer will be electronically time-stamped with the date and time it was received. Offers shall be held unopened and stored in a secure place until the RFP due date and time. The District shall not be responsible for the premature opening or failure to open an offer that is not properly addressed and/or identified. If offers are opened inadvertently or are opened before the RFP due date and time due to improper marking and identification by the Proposer, the opened offer will be resealed and stored.

B. Failure to submit proposals in the specified format shall be considered just cause for rejection of the proposal at the sole discretion of the District.

C. When the proposal due date and time have passed, the District will cause the proposals to be opened and recorded. The number of proposals received, the identity of Proposers, or the contents of a proposal will not be disclosed to the public until all proposals are evaluated and a recommendation for award has been determined.

8. LATE PROPOSALS: Proposals received after the specified due date and time shall not be considered and shall be held unopened by the District until after the award of the contract. The District shall make no concessions regarding postal service or any other form of conveyance of the offer document, even when timely delivery of the offer fails through no fault of the Proposer. The District reserves the right, at its discretion, to consider offers that have been delayed or mishandled by the District.

9. OFFER ACCEPTANCE:

A. By signing and returning a Proposal, the Proposer acknowledges that it has read and understands the terms and conditions contained in the RFP and Proposal Document and that it accepts and agrees to be bound by the terms and conditions of the RFP and Proposal Document.

B. A Proposer’s offer shall be firm, irrevocable, valid, and binding on the Proposer for not less than one hundred twenty (120) days from the Proposal due date and time unless otherwise specified. The District may request, either orally or in writing, that a Proposer extend the time for acceptance.

10. CANCELLATION/REJECTION OF OFFERS: The District may cancel the solicitation if such cancellation is in the best interest of the District. The District may reject for good cause any offer:

A. That is not in compliance with prescribed RFP procedures and requirements; or B. Upon the District’s written determination, it is in the public interest to do so; or C. If the Proposer is not responsible, e.g., the Proposer has failed to perform under some other contract of a similar nature with the District, or D. If the offer is not signed in ink, or E. When the Proposer fails to supply an offer security or performance bonds, specifications, samples, descriptive literature, references, etc., when such are required or requested; or F. When the Proposer fails to include an acknowledgement of all addenda issued, or G. When the offer contains an alteration or erasure that is not initialed by the signer.

11. MISTAKES BY PROPOSER: The District has the authority to waive any minor deviations, informalities, or inadvertent nonjudgmental mistakes on any offer. Such mistakes must be a matter of form, rather than substance, that is clearly evident regarding the offer, or an insignificant mistake that can be waived or corrected promptly without prejudice to the other Proposer or the District. Errors in judgment made in an offer by a Proposer shall not be waived.

12. RESPONSIVE/RESPONSIBLE PROPOSER: A responsive proposal is one that conforms in all material respects to the RFP. The District reserves the right to waive technicalities or minor informalities in determining a Proposer’s responsiveness. A responsible Proposer is a person or firm that has the capability in all respects to perform fully the contract requirements, as well as the tenacity, perseverance, expertise, integrity, reliability, capacity, facilities, equipment, staff, and credit that will assure good faith performance.

13. CLARIFICATION OF RESPONSES: District reserves the right to request clarification of any item in a firm’s proposal or to request additional information necessary to properly evaluate a particular proposal. All requests for clarification and responses shall be in writing. Except for requests and responses related to a clarification necessary to evaluate whether a proposal has met minimum requirements, all requests for clarification and responses shall be provided to each evaluation committee member.

14. REFERENCES: References are required as part of the response to this solicitation. Please refer to Section IV for the required references to be provided with proposal submissions. Failure to provide references as specified shall be grounds for rejection of the proposal. District reserves the right to investigate references, including customers other than those listed in the proposer’s submission. Investigation may include past performance of any proposer with contractual obligations, its completion or delivery of a project on schedule, and its lawful payment of employees and workers.

15. PUBLICITY: News releases pertaining to this project will not be made without prior approval by, and in coordination with, the Communications Director of the District.

16. COLLUSION: A Proposer submitting a Proposal hereby certifies that no officer, agent or employee of

District has a pecuniary interest in this Proposal; that the Proposal is made in good faith without fraud, collusion or connection of any kind with any other Proposer and that the Proposer is competing solely in its own behalf without connection with, or obligation to, any undisclosed person or firm.

17. RECYCLED MATERIALS AND SUSTAINABLE PRODUCTS AND PROCESSES:

A. USE OF RECYCLED MATERIALS

Contractor shall use recycled and recyclable products to the maximum extent economically feasible during the performance of the Contract.

B. PREFERENCE FOR RECYCLED MATERIALS

As required by Law, the District shall prefer materials or supplies manufactured from recycled materials if the recycled product is available and it meets the requirements outlined in the Specifications.

C. SUSTAINABLE PRACTICES AND PRODUCTS

The District supports and encourages the use of sustainable products by the Contractor. To contribute to a clean environment for present and future generations, Contractor shall utilize sustainable products to the maximum extent feasible during the performance of this Contract. Products and practices utilized by the Contractor shall be based upon long-term environmental impact, social costs, and operational costs.

18. CONFIDENTIALITY: The District is subject to the Oregon Public Records Law (ORS 192.311 to 192.492), which requires the District to disclose all records generated or received in the transaction of District business, except as expressly exempted in ORS 192.345, 192.355, or other applicable law. Examples of exemptions that could be relevant include trade secrets (ORS 192.345 (2)) and computer programs (ORS

192.345 (15)). The District will not disclose records submitted by a Proposer that are exempt from disclosure under the Public Records Law, subject to the following procedures and limitations.

All pages containing the records exempt from disclosure shall be marked “confidential” and segregated in the following manner:

A. It shall be clearly marked in bulk and on each page of the confidential document.

B. It shall be kept separate from the other RFP documents in a separate envelope or package.

C. Where this specification conflicts with other formatting and response instruction specifications, this specification shall prevail.

D. Where such conflict (in C. above) occurs, the proposer is instructed to respond with the following:

“Refer to confidential information enclosed.”

E. This statement (in D. above) shall be inserted in the place where the requested information was to have been placed.

Proposers who desire that additional information be treated as confidential must mark those pages as “confidential”, cite a specific statutory basis for the exemption, and provide the reasons why the public interest would be served by the confidentiality. The entire RFP cannot be marked confidential, nor shall any pricing. Should an RFP be submitted in this manner, no portion of it can be held as confidential unless that portion is segregated in the above manner and meets the above criteria.

Notwithstanding the above procedures, the District reserves the right to disclose information that the District determines, in its sole discretion, is not exempt from disclosure or that the District is directed to disclose by the District Attorney or a court of competent jurisdiction.

Before disclosing such information, the District will notify the Proposer. If the Proposer disagrees with the District’s decision, the District may, but is not required to, agree not to disclose the information so long as the Proposer bears the entire cost, including reasonable attorney’s fees, of any legal action, including any appeals, necessary to defend or support a no-disclosure decision.

19. METHOD OF AWARD:

A. The contents of the proposal of the successful Proposer(s) will become contractual obligations if an award is made. Failure of the successful Proposer to accept any contractual obligations may result in cancellation of the award.

B. A contract shall be awarded only to the responsible Proposer that submits the highest scoring and most responsive bid which meets and complies with all solicitation requirements as determined by the evaluation factors, provided that the bid is reasonable and it is in the best interest of the District to accept it.

C. A Notice of Intent to Award (NOIA) will be published after the evaluation process is complete.

Public notice of award will be made by posting the NOIA on the District’s website.

20. PROPOSER PREFERENCE:

In determining the lowest responsible Proposer, the District shall, for the purpose of awarding the contract, add a percent increase on the offer of a non-resident Proposer equal to the percent, if any, of the preference given to that Proposer in the state in which the Proposer resides. Each Proposer must identify whether the Proposer is a “Resident Proposer” as defined in ORS 279A.120(1).

21. EVALUATION AND AWARD:

A. Evaluation.

1. The District shall review offers to determine whether an offer is responsive and/or a Proposer is responsible. The District will award a contract only to a responsible Proposer with a responsive offer.

2. The District may set forth special evaluation criteria (other than price) in Section V that will be used to determine the lowest responsive and responsible Proposer, including product acceptability. No offer shall be evaluated for any criteria not disclosed herein.

3. Unless expressly authorized, Proposers shall not make their offer contingent upon the District’s acceptance of any specifications of contract terms that conflict with or are in addition to those in this Proposal.

4. Per ORS 279B.060 (8) (a-h), (9):

(8) For purposes of evaluation, when provided for in the request for proposals, the contracting agency may employ methods of contractor selection that include, but are not limited to:

(a) An award or awards based solely on the ranking of proposals;

(b) Discussions leading to best and final offers, in which the contracting agency may not disclose private discussions leading to best and final offers;

(c) Discussions leading to best and final offers, in which the contracting agency may not disclose information derived from proposals submitted by competing proposers;

(d) Serial negotiations, beginning with the highest-ranked proposer;

(e) Competitive simultaneous negotiations;

(f) Multiple-tiered competition designed to identify, at each level, a class of proposers that fall within a competitive range or to otherwise eliminate from consideration a class of lower-ranked proposers;

(g) A multistep request for proposals requesting the submission of unpriced technical submittals, and then later issuing a request for proposals limited to the proposers whose technical submittals the contracting agency had determined to be qualified under the criteria outlined in the initial request for proposals; or

(h) A combination of methods described in this subsection, as authorized or prescribed by rules adopted under ORS 279A.065.

(9) Revisions of proposals may be permitted after the submission of proposals and before award for the purpose of obtaining the best offers or best and final offers.

5. Award.

A. The District shall award the contract only to the responsible Proposer that submits the highest scoring responsive offer and that meets any special evaluation criteria.

B. After the evaluation process is complete, the District shall provide written notice to all Proposers of the District’s intent to award the Contract (Notice of Intent to Award – NOIA). Public notice of award will be made by posting the NOIA on the District’s website. The District’s award shall not be final until the latter of the following:

1. Seven (7) days after the date of the NOIA, unless otherwise provided; or

2. Until the District provides a written response to all timely-filed protests (if any) denying the protest and affirming the award. See the Aggrieved Proposer clause for more on protests.

22. AGGRIEVED PROPOSERS: Any adversely affected Proposer may submit a written protest of the District’s Notice of Intent to Award (NOIA). Protest(s) must be received no later than 12:00 noon on the seventh (7th) calendar day after the NOIA is published.

A. A Proposer is only adversely affected if the Proposer is eligible for award of the contract. The protesting Proposer must claim that the selected Proposer is ineligible for the award:

1. Because their offer was non-responsive, or

2. The District committed a substantial violation of a provision in the RFP document or of an applicable administrative rule, and the protesting Proposer was unfairly evaluated and would have, but for such substantial violation, been the selected Proposer.

B. The written protest must include the name of the person submitting the protest, the name of the Proposer represented by that person, the specific RFP, including the solicitation number that is being appealed, and a detailed explanation of the reasons (facts of evidence) for the appeal in accordance with 23A above.

C. The District shall not consider a protest that is submitted after the established time period.

D. The aggrieved Proposer must serve all other Proposers with notice of its appeal to allow for rebuttal.

E. Failure to give written notice of appeal to the District as provided herein constitutes a waiver by the aggrieved Proposer of any objections to the NOIA.

F. Disagreement with the bidding process is not justification for appeal.

G. Protest Decision: Upon receipt of any appeal, the Chief Procurement Officer or designee shall review the protest and submit a written decision to the protester within fourteen (14) calendar days of the date of receipt of the protest. The affected Proposer must take further protest to the School Board.

The aggrieved Proposer must notify the Chief Procurement Officer in writing before such action is taken.

23. PRICES:

A. The Proposer shall state prices and the units of purchase on the Bid Schedule form. Prices quoted for commodities or services must be in U.S. funds and must include applicable federal duty, brokerage fees, packaging, and transportation cost to the FOB point specified so that, upon transfer of title, the commodity can be utilized or the services can be provided without further cost.

B. Prices quoted must be exclusive of federal, state, and local taxes. If the Proposer believes that certain taxes are payable by the District, the Proposer may list such taxes separately, directly below the unit prices for the affected item.

24. ACCEPTANCE PERIOD: All offers submitted shall remain in force for a period of one hundred twenty (120) days to provide time for evaluation of offers received and approval of proposed awards. The District shall request in writing any extension of this one hundred twenty (120) day acceptance period.

25. PROPOSAL PREPARATION COSTS: The District is not liable for any costs incurred by the Proposer in preparation of the Proposal.

26. CONTRACT FUNDING: Award in part or in whole is contingent upon available funding. In the event adequate funds are not appropriated and allocated by the District’s Board of Directors, the District reserves the right to cancel fixed quantity, multi-year term, or requirements contracts at no penalty.

27. CONFLICTING TERMS: If the Special Terms and Conditions (Section III) conflict with the General Provisions

(Section II) or the Instructions to Proposers (Section I), the Special Terms and Conditions shall take precedence.

28. SAFETY: The Proposer shall comply with all application provisions of the Occupational Safety and Health

Act throughout the duration of the specified work.

29. ACCESS AND SECURITY:

A. The District may require particular security requirements, as appropriate, for delivery to District facilities.

B. District has the legal authority to regulate access to its premises, which includes the authority to remove individuals who create an immediate danger.

C. Persons delivering goods are prohibited from bringing any contraband, such as narcotic substances, weapons, or intoxicating liquor onto the District premises.

D. An unauthorized introduction of any contraband onto District premises by a Contractor, or Contractor's employee, may result in the immediate cancellation of this Agreement and subsequent Orders.

E. Contractor’s employees must be able to produce satisfactory personal identification upon request of the District. All Contractor’s employees must display a name tag, badge, or company uniform identifying them as Contractor’s employees.

F. For any deliveries, including non-school-hour deliveries, Contractor’s employees may only access the location where goods are delivered and shall not access any other part of the facility for any reason.

G. District shall control the means of access, and Contractor shall use the type of access the District requires.

30. CRIMINAL HISTORY CHECK:

All Contractor’s staff who have unsupervised contact with students are required to have background checks prior to work commencing. Contractor will provide the District with a list of all company personnel that will be on-site and will update/notify the District five days prior to new employees visiting sites. At the District’s request, Contractor shall run criminal history checks (including re-checks) and screen any employee or agent of Contractor. The District may also perform a criminal history check and screen any employee or agent of Contractor, at Contractor’s expense.

SECTION II

GENERAL PROVISIONS

1. ACCEPTANCE: Signature on an Agreement shall constitute Acceptance of the offer, including all the terms and conditions specified in the solicitation. Receipt of a fully executed Agreement shall cause initiation of performance by the Proposer. Acceptance is limited to the terms stated herein. Any additional or different terms and conditions proposed by the Proposer are rejected unless expressly agreed to in writing by an authorized representative of the District’s Purchasing Department.

2. APPLICABLE LAW AND DISPUTES: Any dispute with respect to this Order shall be governed by the Springfield

School District No 19 Administrative Regulation DJ-AR.

3. ASSIGNMENT: This Agreement or any interest hereunder shall not be assigned or transferred by the Proposer without the prior written consent of the District. The District shall not consent to any proposed assignment unless and until the Proposer furnishes the District with two (2) executed copies of the assignment.

4. BANKRUPTCY: The District may terminate this Agreement in whole or in part by written or telegraphic notice:

A. If the Proposer shall become insolvent or make a general assignment for the benefit of creditors, or B. If a petition under any bankruptcy act or similar statute is filed by or against the Proposer and is not vacated within ten (10) days after it is filed. Termination under this clause shall be in accordance with the “Termination for Default” clause.

5. COMPLIANCE WITH FEDERAL, STATE AND LOCAL LAWS: The Proposer shall comply with all applicable

Federal, State and Local laws and ordinances and all lawful orders, rules and regulations hereunder, including the applicable provisions of the Fair Labor Standards Act, the Occupational Safety and Health Act of 1970, the Federal Civil Rights Act of 1964, the Equal Employment Opportunity Act, and all regulations and standards and any amendments issued pursuant thereto. The District shall have the right to immediately terminate this agreement if the Proposer fails to comply with such acts and regulations.

6. IDENTIFICATION OF PROPOSER’S EMPLOYEES: The Proposer shall be responsible for furnishing to each employee and for requiring each employee engaged on the work site to display such identification as may be approved by the District. All prescribed identification shall immediately be delivered to the District for cancellation upon the release of any Proposer employee. The Proposer shall include a clause containing the substance of this clause in all subcontracts hereunder.

7. PROPOSER’S TAX ID NUMBER: If goods or services procured through the RFP must be included on a

Miscellaneous Tax Statement, as described in the Internal Revenue Code, a valid tax identification number must be provided to the District before payment will be made. Awarded Proposer must complete a W9 form.

8. INSURANCE: Before commencing work, the Proposer shall procure and maintain insurance with an

A. WORKERS’ COMPENSATION AND EMPLOYER’S LIABILITY: As required by statute.

B. COMPREHENSIVE AUTOMOBILE LIABILITY, including owned, non-owned, and hired vehicles:

$1,000,000.00 Combined Single Limit Bodily Injury and Property Damage, any one occurrence and in the aggregate.

insurance carrier satisfactory to the District. Certificates of such insurance issued by the Proposer’s insurance carrier shall be filed with the District before commencement of work. District shall be named as an additionally insured on auto and liability policies:

C. COMMERCIAL GENERAL LIABILITY to include premises operations, independent Vendor, products/completed operations, and blanket contractual: $2,000,000.00 Combined Single Limit Bodily Injury, Property Damage, and personal injury, any one occurrence, and with an annual aggregate limit of $4,000,000.00.

D. PROFESSIONAL LIABILITY INSURANCE covering errors and omissions of Proposer and employees with a limit of $2,000,000.00 per occurrence with an annual aggregate limit of $4,000,000.00.

E. Certificates of Insurance shall be issued to Springfield School District No 19, 640 A Street, Springfield, OR 97477.

F. The Proposer agrees to pay for the insurance specified and agrees to provide the District with a thirty-day

(30) notice of cancellation if non-renewal occurs during the agreement period.

9. DELAYS: The Proposer shall not be liable for any delivery delays caused by circumstances beyond its control, including acts of God or of the public enemy, acts of the United States Government, fire, floods, epidemics, quarantine restrictions, strikes, or embargoes. When any delivery delay occurs or is anticipated, the Proposer should immediately give notice thereof to the District.

10. INDEMNIFICATION: Except for claims arising out of acts caused by the sole negligence of the District, its agents, servants or employees, the Proposer, and employees of such, agrees to indemnify and hold harmless the District, its agents, servants, and employees, from acts or omissions of any nature whatsoever of the Proposer, its agents, servants, and employees, causing injury to, or death of person (s) or damage to property arising out of services provided and from any expense incident to the defense of the District there from. The Proposer agrees to hold the District harmless from and to defend it against any claims arising out of this Agreement.

11. NON-DISCRIMINATION: The Proposer shall comply with the applicable provisions of the Federal Civil Rights

Act of 1964 and all Amendments thereto, the Equal Employment Opportunity Act and all amendments thereto, the Springfield School District No 19 Administrative Regulations, and all regulations issued hereunder by the Federal and State governments. If the Proposer fails to comply with such acts and regulations, the District shall have the right to immediately terminate this Agreement.

12. NO WAIVER OF CONDITIONS: The District’s failure to insist upon strict compliance shall not be deemed to be a waiver of any right, and waiver of a right under this Order shall not constitute a waiver of any other right or waiver of any other default under this Order.

13. CHANGES: The District may, at any time, by written order from the District’s Purchasing Department or indicated to be a change order, make changes in the work within the general scope of the contract, including changes:

A. In the specifications (including drawings, designs, products, or services);

B. In the method or manner of performance of the work;

C. In the property or services; or D. Directing acceleration in the performance of the work.

If such a change causes an increase or decrease in the price of the Order or the time required to perform, an equitable adjustment shall be made, and the order modified in writing accordingly. Any claim by the Firm hereunder must be asserted in writing within fifteen (15) days from the date the change is ordered.

Whether made pursuant to this clause or by mutual agreement, changes shall not be binding upon the District, except when confirmed in writing by a member of the District’s Purchasing Department.

14. TERMINATION FOR CONVENIENCE: The District may terminate a contract, in whole or in part, without showing cause upon giving written notice to the Proposer. The District shall pay all reasonable costs incurred by the Proposer up to the date of termination. The Proposer will not be reimbursed for any anticipatory profits, which have not been earned up to the date of termination.

15. NO MODIFICATION OF ORDER: The terms and conditions contained in this Order may not be added to, modified, superseded, or otherwise altered except by a written modification signed by an authorized representative of the District’s Purchasing Department.

16. TERMINATION FOR DEFAULT:

A. The District may, at its option, terminate or cancel an agreement for any material violation of the provisions of the Agreement. Such provisions generally include, but are not limited to:

1. Standard terms and conditions included in all Contracts

2. Product or service specifications

3. Delivery or completion requirements; or

4. Pricing and price escalation/de-escalation clauses

B. The District’s termination of an agreement or of a Proposer’s performance shall not restrict or abrogate any other remedy available to the District that is provided either by law or under the Agreement, unless other remedies are expressly limited by the terms of the Agreement.

C. Unless otherwise agreed upon in the Agreement, the District will provide the Proposer written notice of its intent to terminate the Agreement or the Proposer’s performance. If the Proposer provided a performance and payment bond, the surety shall also be provided with a copy of the notice of termination. Unless otherwise provided in the Agreement, the notice shall include:

1. The effective date of termination (which may be the date of notice receipt);

2. The grounds for termination,

3. Notice of the time (if any) in which the District will permit the Proposer to correct the failure to perform.

17. STANDARD SERVICES CONTRACT: Proposers are advised to thoroughly review and familiarize themselves with the standard contract incorporated as Attachment A.

18. NEGOTIATION WITH AWARDED PROPOSER: The District reserves the right to negotiate final contract terms with the awarded Proposer to the fullest extent allowed by law and as in the best interest of the District.

SECTION III

SPECIAL TERMS AND CONDITIONS

RFP: 25-26/02

SCOPE: The purpose of this solicitation is to select a qualified firm to provide Workers’ Compensation Insurance and Claims Management for Springfield School District No 19.

1. BACKGROUND: Springfield School District No 19 is a public K-12 school district located in Springfield, Oregon, in Lane County, approximately five miles east of Eugene. The district serves the communities of Springfield as well as surrounding areas, including Goshen, Mohawk, Walterville, and parts of Marcola. The District operates 20 schools, including 12 elementary schools, 4 middle schools, and 4 high schools, and serves approximately 9,000 students from kindergarten through grade 12. The District employs approximately 1,600 full and part-time employees.

2. CONTRACT PERIOD: The District intends to award a single contract to the top successful firm for an initial term of three (3) years with the option to extend for five (5) additional one (1) year periods.

3. SPECIFICATIONS AND REQUIREMENTS: The District seeks a qualified firm to provide Insurance Program Administration, Claims Management, and assist the District in establishing best practice safety and claims management programs. The Firms shall provide the following services;

A. Provide Workers’ Compensation Insurance B. Assist the District in identifying risks across all employee classes and help identify and implement claims control strategies C. Review claims management procedures and make recommendations based on best practices D. Provide a comprehensive claims review at least quarterly, including various trends and data points to reduce costs and claims exposure E. Provide employee safety and ergonomic assessment service coordination F. Provide liaison services and advocacy between Springfield School District No 19, SAIF

Corporation, and Oregon OSHA G. Review and suggest contract language for Workers’ Compensation coverage

SECTION IV

PROPOSAL SUBMITTAL PROCEDURES

PROPOSAL DEADLINE:

Electronic proposals will be accepted until 2:00 p.m., PST, APRIL 17, 2026, Springfield School District No 19. Email Subject line shall read " RFP 25-26/02: WORKERS’ COMPENSATION INSURANCE AND CLAIMS MANAGEMENT". All proposals shall be emailed to demian.laudati@springfield.k12.or.us.

Delivery is the sole responsibility of the proposer. The proposer accepts all risks of late delivery of emailed proposals or of misdelivery, regardless of fault. All proposals received after the date and time indicated above will be returned via email.

MULTIPLE PROPOSALS:

No more than one proposal may be submitted by each proposing firm.

RESTRICTIONS ON DISTRICT CONTRACTS:

From the issue date of this RFP until a firm is selected, all contact with District employees or School Board members concerning the RFP must be cleared through the following District contact:

Demian Laudati (541) 726-3257 demian.laudati@springfield.k12.or.us.

RIGHT TO REJECT PROPOSALS:

The District reserves the right to retain all proposals submitted and to use any ideas in a proposal regardless of whether that proposal is selected. Submission of a proposal indicates acceptance by the firm of the conditions contained in this RFP unless clearly and specifically noted in the proposal submitted and confirmed in the contract between the District and the firm selected.

We reserve the right, without prejudice, to reject any and all proposals.

COST OF PREPARING A PROPOSAL:

The RFP does not commit the District to paying any costs incurred by any proposer in the submission or presentation of a proposal, or in making the necessary studies for the preparation thereof.

PROPOSAL CONTENT AND FORMAT: To simplify and expedite the review process, the District requests that proposals be assembled in the standard format specified below. Failure to follow the proposal format requirements may result in disqualification.

If revisions become necessary to the RFP, the District will provide addenda by posting on the District’s website at https://www.springfield.k12.or.us/services/business/procurement. It is the responsibility of proposers to check the District’s website periodically while preparing the proposal to ascertain whether any addenda have been issued.

Proposals should be prepared as simply as possible and provide a straightforward, concise description of the proposer’s capabilities to satisfy the requirements of the RFP. Emphasis should be on accuracy, completeness, and clarity of content. All parts, pages, figures, and tables should be numbered and clearly labeled. Please prepare your proposal in the following format:

mailto:demian.laudati@springfield.k12.or.us https://www.springfield.k12.or.us/services/business/procurement

SECTION IV (Continued)

Instructions relative to each part of the response to this RFP are defined in the remainder of this section.

1. INTRODUCTION: The title page, letter of transmittal, and table of contents should be included in this section.

A. Title Page - Indicate the RFP subject, name of the Proposer (s), address, telephone number, email address, and the date. Proposer shall acknowledge any addenda issued on the District’s website. The primary and secondary contact person(s) and their respective telephone numbers and email addresses should be included in this section.

B. Letter of Transmittal - Provide a transmittal letter attesting to the accuracy of the proposal, signed by a representative authorized to execute binding legal documents on behalf of the Proposer. The letter should present the Proposer’s understanding of the services requested in this RFP.

C. Table of Contents - Indicate the page number of each major section.

2. EXECUTIVE SUMMARY: Provide a concise overview highlighting the proposal in two pages or less. What differentiates your Program from that of your competitors, and what value does such differentiation bring to your customers? Why should Springfield School District No 19 choose your program? How do you use technology to provide excellent customer service and access to resources?

3. PROPOSER’S BACKGROUND AND QUALIFICATIONS:

A. Provide narrative responses to the following, including any necessary documentation, for each item listed below.

1. How long you have been in business.

2. Are you a local, regional, national, or international operation?

3. The location of the office from which the work is to be done.

4. Has the firm been the object of any disciplinary action or pending action during the past three (3) years with state regulatory bodies or professional organizations? (If yes, please provide information on the circumstances and status.)

5. Provide staff qualifications, expertise, and education, with a description of the range of activities performed by those expected to support the District.

B. Please describe your hiring process for your staff and state if your employees have had background checks.

4. SCOPE OF SERVICES: Address all needs listed in Section III of the RFP.

5. FEE SCHEDULE: Address all costs and fees associated with this proposal.

6. REFERENCES: Please provide at least three (3) references from comparable public entities.

7. REQUIRED SIGNED FORMS: Each submittal shall contain the following forms in the Proposal. All forms must be signed and dated:

A. Proposal Submittal Form (page 17).

B. Attachment B: Certification of Non-Discrimination and Residence (Page 26).

C. Attachment C: Signature Page Certification sheet (page 27).

D. Signed Addenda (print from District’s website contracting page and sign, if any).

SECTION IV (Continued)

ADDITIONAL REPRESENTATIONS

In addition to the foregoing general information, the Proposer certifies that:

1. Consultants and firm specialists mentioned in response to this request for proposal can only be changed with the express prior written permission of the District, which retains the right to approve or reject replacements.

2. The Proposer, if an individual, is of lawful age; is the only one interested in this proposal; and no person, firm, or corporation, other than that named, has any interest in the proposal, or in the contract proposed to be entered into.

3. The Proposer, and each person signing on behalf of any Proposer, certifies, and in the case of a joint proposal, each party thereto certifies as to its own organization, that to the best of their knowledge and belief:

A. The fees and rates in the proposal have been arrived at independently without collusion, consultation, communication, or agreement for the purpose of restraining competition as to any matter relating to such prices with any other proposer or with any competitor;

B. Unless otherwise required by law, the fees and rates that have been quoted in the proposal have not been knowingly disclosed by the Proposer before the proposal deadline, either directly or indirectly, to any other proposer or competitor;

C. No attempt has been made nor will be made by the Proposer to induce any other person, partnership, or corporation to submit or not to submit a proposal for the purpose of restraining trade;

D. No School Board member or other officer, employee, or person, whose salary is payable in whole or in part from the District, has a direct or indirect financial interest in the proposal;

E. Said Proposer is not in arrears to the District upon any debt or contract, and is not a defaulter, as surety or otherwise, upon any obligation to the District and has not been declared irresponsible, or unqualified, by any department of the District or the State of Oregon, nor is there any proceeding pending relating to the responsibility or qualification of the Proposer to receive public contracts, except (if none, Proposer will insert "none");

4. The Proposer has examined all parts of this Request for Proposal, including all requirements and contract terms and conditions thereof, and, if its proposal is accepted, the Proposer shall execute a contract which incorporates the stated requirements, proposal response, and terms and conditions

5. The Proposer fully understands and submits its proposal with the specific knowledge that:

A. The selected proposal must be approved by the authorized District officer.

B. If the Proposer's proposal is accepted and receives all necessary approvals, the proposal will be incorporated into a contract containing general terms and conditions as provided in the Request for Proposal, and the authorized District officer must approve the resultant contract.

The undersigned hereby certifies to the truth and accuracy of all statements, answers, and data contained in this proposal and application, and hereby authorizes Springfield School District No 19 to make any necessary examinations or inquiries to decide as to the qualifications and responsibility of the Proposer. The undersigned has examined all parts of this RFP and understands that it is completely discretionary with the Selection Committee whether to accept, reject, or negotiate its proposal submitted pursuant thereto.

Signature of Proposer:

Title: Date:

SECTION V

PROPOSAL EVALUATION PROCEDURES

1. PROPOSAL REJECTION

The District reserves the right:

A. to reject any or all proposals not in compliance with all public procedures and requirements.

B. to reject any proposal(s) not meeting the specifications set forth herein.

C. to waive any or all irregularities in proposals submitted.

D. to consider the competency of proposers in making any award.

E. to follow the provisions of the Attorney General Model Procurement Rules, in the event two or more proposals are for the same amount for the same work.

F. to reject all proposals.

G. to award any or all parts of any proposal.

H. to request references and other data to determine responsiveness.

2. SELECTION AND EVALUATION PROCESS

Evaluations will be conducted by the evaluation committee using the following matrix:

CRITERIA

POINTS

AVAILABLE

PER SCORER

1. Experience and Qualifications of the Firm’s WORKERS’

COMPENSATION INSURANCE AND CLAIMS MANAGEMENT

2. Adequacy of Qualified Staffing, Ability to Manage Work 25

3. Compatibility with the District and Experience as Liaison to SAIF Corp and OSHA

4. Experience Assisting in Risk Assessment and Proactive Management of Risk, Including Contracts

5. References 10

TOTAL POINTS AVAILABLE

3. SCORING:

There is a total of 100 points available for the initial scoring of proposals. Proposals will be evaluated by a selection committee, and the District reserves the right to conduct demonstrations or interviews if necessary.

Travel expenses, if any, will not be reimbursed by the District but are the responsibility of the Proposer. If interviews are conducted, additional evaluation points may be awarded based on the same criteria listed above. The District may adjust scoring based on information obtained during the interview.

4. PROPOSAL VALIDITY PERIOD

Each proposal shall be irrevocable for a period of one hundred twenty (120) days from the Proposal Opening Date.

5. PROTEST OF AWARD

In accordance with the Attorney General's Model Procurement Rules, any adversely affected Proposer has seven (7) calendar days from the date of the written notice of award to file a written protest.

6. RESERVATION IN EVALUATION

The District selection committee reserves the right to either: a) request "Best and Final Offers" from the two highest scoring Proposers and award to the lowest priced, or b) to re-assess the proposals and award to the Proposer determined to best meet the overall needs of the District.

7 PROPOSER EXCEPTIONS:

Proposers taking exception to any contract terms must indicate the same in their proposal, or exceptions will be deemed waived. In addition to the District’s Personal/Professional Services contract, please state if you have an agreement that you would like us to review. Please provide a copy of your agreement in your proposal.

ATTACHMENT A

Sample Contract

BUSINESS OFFICE

640 A Street Springfield, Oregon 97477

(541) 726-3257

SPRINGFIELD SCHOOL DISTRICT NO 19, LANE COUNTY, OREGON

-PERSONAL/PROFESSIONAL SERVICES CONTRACT-

This Contract is between Springfield…