Workers_Compensation_Claims_Third_Party_Administrator.pdf

REQUEST FOR PROPOSAL

26-016

WORKERS COMPENSATION CLAIMS THIRD PARTY

ADMINISTRATOR

City of Beaverton

12725 SW Millikan Way

Beaverton, OR 97005-1678

RELEASE DATE: October 14, 2025

DEADLINE FOR QUESTIONS: undefined

RESPONSE DEADLINE: November 4, 2025, 2:00 pm

RESPONSES MUST BE SUBMITTED ELECTRONICALLY TO:

https://secure.procurenow.com/portal/beavertonoregon https://secure.procurenow.com/portal/%7bproject.government.code%7d

City of Beaverton

REQUEST FOR PROPOSAL

Workers Compensation Claims Third Party Administrator

I. Introduction and Background II. Scope of Work

III. Proposal Content and Format IV. Proposer's Special Instructions V. Proposal Submittals

VI. Proposal Evaluation & Contract Award VII. Beaverton Equity Procurement Program Information

Attachments:

A - Sample Contract

Request For Proposal #26-016 Title: Workers Compensation Claims Third Party Administrator

1. 1. ............................................... Introduction and Background

1.1. 1.1. ............................................................................................. Summary

The City is seeking informal proposals from qualified firms for services of a third-party claims administrator (TPA) to provide professional workers’ compensation claim processing services to the

City for one year, with an option to renew for four additional one-year terms.

The services to be provided by a successful Proposer include, but are not limited to, the following:

1. Thoroughly investigate all claims made against City through appropriate claim procedures as necessitated by the severity of the injury and ensures correct payment of medical and time loss claims.

2. Recommend surveillance or activity checks as deemed appropriate and arrange same upon prior approval of City.

3. Provide cost containment services, including medical fee reductions and provide quarterly report of cost containment services.

4. Assist the City in preparing the defense of litigated or administratively contested claims.

5. Attend trials and/or settlement conferences as appropriate.

6. Develop and maintain an investigative file on each claim in accordance with an approved format by City. Files are to be readily available for City review and shall be well documented and up-to- date.

7. Notify excess insurance carriers of claims and or occurrences at predetermined levels required by excess insurers. Provide information and status of claims as requested by the excess insurance carrier.

8. Develop and maintain a claims database to be used in the administration of the claims and to generate reports to City.

9. Within 15 days following the end of each quarter, provide City with a report to account for individual claims and aggregate loss experience analysis. This report shall show the status of each open claim and experience year-to-date of all claims.

10. Have the capability of providing data necessary to prepare financial and statistical reports on losses or claims.

11. Within 24 hours, respond to inquiries from employees regarding the status of their claim.

12. Provide assistance as necessary to City staff for proper procedural handling of claims.

13. Provide claim materials as deemed appropriate by City staff.

14. Identify and investigate all subrogation possibilities for potential recovery including investigation evaluation and negotiation of subrogation cases.

15. Attend periodic meetings (generally 3-4 months apart) with City staff to review and strategize pending and/or threatened claims.

16. Prepare administrative reports required by the State of Oregon. Monitor the compliance of

City's employer reporting requirements and record keeping requirements and advise City staff on any deficiencies in City's overall self-insured compliance matters.

17. Prepare and/or assist City staff with all appropriate responses to audits and inquiries of all regulatory agencies (e.g., OSHA 300 Log preparation).

18. Provide competent and qualified loss control services on request.

1.2. 1.2. ............................................................................ Contact Information

Brian Strohl

Risk and Safety Officer

12725 SW Millikan Way

Beaverton, OR 97005-1678

Email: bstrohl@beavertonoregon.gov

Phone: (503) 526-2204

Department:

City Attorney's Office

Department Head:

Scott Kaplan

City Attorney

1.3. 1.3. ............................................................................................... Timeline

The City reserves the right to modify this schedule at the City’s discretion. Proper notification of changes will be made to all interested parties.

Advertisement and Release of Proposals October 14, 2025

Question Response Deadline October 28, 2025, 2:00pm

Deadline for Submission of Proposals November 4, 2025, 2:00pm

Commencement of Services January 1, 2026 mailto:bstrohl@beavertonoregon.gov tel:(503)526-2204

2. 2. ...................................................................... Scope of Work

2.1. 2.1. ................................................................................. Schedule of Work

The City expects the Proposer selected for award of contract to start work as soon as a contract is signed, if contract is needed. The City anticipates all work will be completed on or before January 1, 2031.

2.2. 2.2. ..................................................................................... Scope of Work

The services to be provided by a successful Proposer include, but are not limited to, the following:

A. Thoroughly investigate all claims made against City through appropriate claim procedures as necessitated by the severity of the injury and ensures correct payment of medical and time loss claims.

B. Recommend surveillance or activity checks as deemed appropriate and arrange same upon prior approval of City.

C. Provide cost containment services, including medical fee reductions and provide quarterly report of cost containment services.

D. Assist the City in preparing the defense of litigated or administratively contested claims.

E. Attend trials and/or settlement conferences as appropriate.

F. Develop and maintain an investigative file on each claim in accordance with an approved format by City. Files are to be readily available for City review and shall be well documented and up-to-date.

G. Notify excess insurance carriers of claims and or occurrences at predetermined levels required by excess insurers. Provide information and status of claims as requested by the excess insurance carrier.

H. Develop and maintain a claims database to be used in the administration of the claims and to generate reports to City.

I. Within 15 days following the end of each quarter, provide City with a report to account for individual claims and aggregate loss experience analysis. This report shall show the status of each open claim and experience year-to-date of all claims.

J. Have the capability of providing data necessary to prepare financial and statistical reports on losses or claims.

K. Within 24 hours, respond to inquiries from employees regarding the status of their claim.

L. Provide assistance as necessary to City staff for proper procedural handling of claims.

M. Provide claim materials as deemed appropriate by City staff.

N. Identify and investigate all subrogation possibilities for potential recovery including investigation evaluation and negotiation of subrogation cases.

O. Attend periodic meetings (generally 3-4 months apart) with City staff to review and strategize pending and/or threatened claims.

P. Prepare administrative reports required by the State of Oregon. Monitor the compliance of

City's employer reporting requirements and record keeping requirements and advise City staff on any deficiencies in City's overall self-insured compliance matters.

Q. Prepare and/or assist City staff with all appropriate responses to audits and inquiries of all regulatory agencies (e.g., OSHA 300 Log preparation).

R. Provide competent and qualified loss control services on request.

3. 3. ............................................... Proposal Content and Format

Proposals must address all submission requirements set forth in this RFP, and must describe how the services will be provided. Page limits are noted, when relevant, and assume 81/2 x 11 – inch paper and single-spaced lines. Unless otherwise specified, no particular form is required. In order to be considered for selection and possible contract, the proposal must be complete and include the following. Joint proposals will not be accepted. Proposals that merely offer to provide services as stated in this RFP will be considered non-responsive.

3.1. 3.1. ............................ Proposal Format and Administrative Requirements

Proposals must address all submission requirements and must describe how the services will be provided. Unless otherwise specified, no particular form is required.

3.2. 3.2. ................................................................... Substantive Requirements

Proposal Content

With the Scope of Work in mind, submit statements of project approach and understanding that include the following:

• A description of the proposed work tasks and activities, the methodology that will be used to accomplish them, and identify the team members who will work on each task.

• A description of the proposed work products that will result from each task or activity.

• A description of any points of input and review with City staff.

• A description of the timeframe estimated to complete each task, if applicable

• A description of how you will meet the goals of the project and the characteristics described in the scope of work.

• A description of the process or tools required by the scope of work.

• To the extent applicable, a description of and a stated rational for any proposed alternative approaches to stated objectives of this project.

Contract Price

Submit a cost proposal for the services described under the “Scope of Work.” The City anticipates the cost proposal will be based on a pricing model of services provided on a monthly flat rate. Provide a total yearly flat rate based on the monthly rate, and include any escalators, if necessary, to allow the

City to understand the total cost of services over a five-year period.

4. 4. ............................................. Proposer's Special Instructions

4.1. 4.1. ............................................................................... Proposal Submittal

Submissions in response to the RFP shall be submitted electronically through the City's Portal:

https://procurement.opengov.com/portal/beavertonoregon . Proposals are to be submitted Tuesday, November 4, 2025, no later than 2:00 pm.

4.2. 4.2. .......................................................................... Procurement Method

The City is conducting this Informal Solicitation pursuant to pursuant to Beaverton Purchasing Code

Section 47-0290. The City seeks proposals that will enable the City to determine which service provider and solution will best meet the City’s needs. The City expects this Informal Solicitation will result in a single contract with a single vendor for the preferred solution.

4.3. 4.3. ................................................................ Questions and Clarifications

All questions regarding this project proposal shall be submitted through the portal.

4.4. 4.4. ................................................ Business License/Taxpayer ID Number

A Proposer awarded a contract shall obtain a City business license as required by Beaverton Code

Section 7.01 prior to beginning work under this contract and must pay all fees due under the Business

License Law during the term of the contract.

A Proposer awarded a contract shall complete an IRS Form W-9 for the City and provide the City with either the Proposer’s Social Security Number or federal taxpayer ID number. This number is requested pursuant to BPC 47-0770 of the Beaverton Purchasing Code. Social Security numbers provided pursuant to this requirement will be used for the administration of state, federal, and local tax laws.

4.5. 4.5. ............................ Contract Administrator and Single Point of Contact

The Contract Administrator will be Brian Strohl, who can be reached by telephone at (503) 526-2204 or by e-mail at msumner@beavertonoregon.gov.

4.6. 4.6. ...................................................................... Insurance Requirements

Contractor will be expected to meet the insurance requirements of the city when entering a contract, and a sample contract will be provided.

4.7. 4.7. ............................................................................. Multi-Year Contract

At the conclusion of the first contract term, the contract may be renewed under similar terms for up to four (4) additional one-year terms at the option of the City.

4.8. 4.8. ............................................................................... Nondiscrimination

The consultant agrees that, in performing the work called for by this proposal, the consultant shall comply with all federal, state, and local civil rights and rehabilitation laws prohibiting discrimination because of race, sex, national origin, religion, age or disability, and shall comply with all applicable provisions of ORS 279C.500 through 279C.565.

https://procurement.opengov.com/portal/beavertonoregon

5. 5. .............................................................. Proposal Submittals

Substantive Requirements

The following information is requested to allow the City to evaluate the Proposer's responsibility and responsiveness to perform work described under the “Scope of Work” heading. If a contract is awarded, City shall award the contract to the responsible Proposer whose proposal it determines in writing to be the most advantageous to the City based on the evaluation process and evaluation factors described in

Section 5 of this RFP, any applicable preferences described in ORS 279A.120 and 279A.125 and, when applicable, the outcome of any negotiations authorized by the RFP. Other factors may not be used in the evaluation.

5.1. 1. ................................................................................................ Proposal* Please refer to the Scope of Work & Proposal Content and Format.

*Response required

5.2. 2. ....................................................... Authorized Signatory Name & Title* *Response required

5.3. 3. ... Is your firm currently certified by the State of Oregon COBID office?* ☐ Yes

☐ No

*Response required

5.4. 4.If yes, what Certifications do you hold and provide certification number.

5.5. 5. .................................... ATTESTATION of COMPLIANCE with TAX LAWS* By confirming, the authorized signatory, hereby attest that:

A. I am an authorized agent of Bidder/Proposer, and I have full authority from Bidder/Proposer to submit this attestation and accept the responsibilities stated herein.

B. I have knowledge regarding payment of taxes of Bidder/Proposer, and to the best of my knowledge, Bidder/Proposer is not in violation of any Oregon tax laws, including, without limitation, ORS 305.620 and ORS chapters 316, 317 and 318.

C. Bidder/Proposer shall provide written notice to City within two business days of any change to its compliance with tax laws.

☐ Please confirm

*Response required https://procurement.opengov.com/portal/beavertonoregon/projects/196576/document?section=1831920 https://procurement.opengov.com/portal/beavertonoregon/projects/196576/document?section=1831914

5.6. 6. ..... By confirming, the authorized signatory verifies that they are a duly authorized officer of the company, and that their confirmation attests that information provided in response to this Request for Proposal Solicitation is accurate.*

Request For Proposal 26-016 Workers Compensation Claims Third Party Administrator

☐ Please confirm

*Response required

6. 6. ................................. Proposal Evaluation & Contract Award

6.1. 6.1. .................................................................................... Contract Award

The City may award one contract as a result of this procurement. Upon completion of the evaluation process, the selection committee will advise the Proposers of its number one selection via email to all proposers.

Whether to award a contract shall be determined by the City in its sole and absolute discretion to be in its best interest. The City reserves the right to withdraw any and/or all items from award consideration.

The City is not obligated because of the submission of a proposal to enter into a contract with any

Proposer and has no financial obligation to any Proposer arising from this RFP.

6.2. 6.2. ............................................................................. Proposal Evaluation

The City will use the following criteria to evaluate each proposal:

A. Knowledge and Experience (20 points)

1. Provide a comprehensive history of your firm and its experience providing workers' compensation services to local governments. Include the following information:

i. The total number of years the firm has been in business.

ii. The general scope of services the firm provides.

iii. The principal areas of expertise.

2. A narrative description of the firm's organization and its relationship to any larger business entity. Include an organizational chart depicting the information provided.

B. Project Approach and Understanding (45 points)

1. With the Scope of Work in mind, provide information on how your firm would approach the services being requested, and how your firm with perform the services with the current understanding of the scope of work. In particular, please provide the following information:

i. The firm's approach to providing the services for each category of services identified in

Section 2 (Scope of Work). (25 points)

ii. How your firm's key staff members will work with the City to perform the work identified (5 points)

C. Compensation and Method of Payment (35 points)

1. Provide a cost proposal that matches the requirements identified in Contract Price in

Section 3.

D. References (Not Directly Scored)

1. For reference purposes, please provide the names, addresses, current phone numbers and email addresses of at least three (but no more than five) clients that you have provided services directly related to the scope of work described in this RFP.

2. City may check these references or other references associated with the past work of your firm. This section will not be scored separately, but the information obtained from these reference checks may impact the evaluation of the scored criteria above.

7. 7. ........... Beaverton Equity Procurement Program Information

7.1. 7.1. ............................................................................ Program Description

The City is dedicated to increasing opportunities for enterprises that have been certified by the State of

Oregon, through the Certification Office for Business Inclusion and Diversity (COBID). A directory of these state-certified firms is available at www.oregon4biz.com/certification.

The City has an aspirational goal of a 15% utilization of COBID certified companies in its overall dollar value of contracting and purchasing activities.