Workers'_Compensation_&_Risk_Control_Services.pdf

For more information, please visit our online supplier portal, located at https://procurement.opengov.com/portal/newhavenct

City of New Haven, CT

REQUEST FOR PROPOSAL

2025-RFP-199

WORKERS' COMPENSATION & RISK CONTROL SERVICES

RELEASE DATE: April 21, 2025

RESPONSE DEADLINE: May 13, 2025, 11:00 am

Please refer to the project timeline in this document for all important deadlines.

Request For Proposal #2025-RFP-199

Title: Workers' Compensation & Risk Control Services

Table Of Contents

1. Project Summary

1.1. Summary

1.2. Timeline

1.3. Procurement Contact

2. Instructions to Respondents

2.1. Internet Access

2.2. Solicitation Downloads

2.3. Inquiries for Clarification

2.4. Addendum to Bid Documents

2.5. Contract Term

2.6. Insurance Requirements

2.7. Certification and Licenses

2.8. Unit Prices, Solicitation Quantities and Tax-Exempt Status

2.9. Local Preference Ordinance

2.10. Equal Employment Opportunity

2.11. Construction Related Permits

2.12. Alternate Responses

2.13. Pricing Sheet

2.14. Solicitation Process and Submission

2.15. Solicitation Protest

2.16. Award of Contract

2.17. Execution of Contract

2.18. Notice to Proceed

2.19. No Purchase Order – No Payment Policy

2.20. Electronic Invoice Policy

2.21. Payment Policy

3. Project Details

3.1. Proposal Specifications

3.2. Evaluation Criteria

3.3. Response Submittals

3.4. Attachments

Attachments:

A - 9a-Exhibit _RFP Standard Form of Agreement - City of New Haven

B - 9b-Exhibit_ RFP Standard Terms Part II - City of New Haven

1. Project Summary

1.1. Summary

Contract Name: Workers' Compensation & Risk Control Services

Solicitation #: 2025-RFP-199

Department: Office of Management & Budget

The City of New Haven is issuing this Request for Proposals (RFP) to secure qualified services for comprehensive Workers’ Compensation and Risk Management support. The selected service provider will assist the City in managing and mitigating workplace injury claims, ensuring compliance with state and federal laws, and implementing proactive strategies to enhance overall employee health and safety.

The provider will work closely with city personnel—including designated management analysts and risk management staff—to deliver coordinated case management, data-driven injury trend analysis, and risk control programs. These efforts will include conducting safety audits, developing and administering training sessions, maintaining regulatory compliance documentation, and optimizing return-to-work processes. The goal is to enhance internal accountability, reduce injury-related costs, and improve the quality of service delivery to City employees.

To support this, the contractor must deliver regular reporting on claims performance, safety initiatives, and compliance milestones. Key requirements include experience with Connecticut Workers’ Compensation regulations, OSHA standards, and municipal risk programs; the ability to coordinate across departments; and strong analytical, communication, and documentation capabilities.

1.2. Timeline

Solicitation/Advertise Date: April 21, 2025

Question & Clarification Deadline: May 2, 2025, 5:00pm

Solicitation Due Date: May 13, 2025, 11:00am

1.3. Procurement Contact

Shawn Garris

Deputy Purchasing Agent

200 Orange Street

New Haven, CT 06510

2. Instructions to Respondents

2.1. Internet Access

A. The City cannot guarantee that equipment involved in Solicitation Submission and/or solicitation technology will be available to provide information or receive transmittals. It is your responsibility to ensure that you have current information and that your Submission is received at the designated location complete and on time. The City is not responsible for the confidentiality of information transmitted over the Internet.

B. Downloading solicitations of any type does not obligate the City to send you future notifications of solicitations or addendum updates.

C. It is the Respondent's responsibility to review your status on our website and update your contact information accordingly.

D. The City does not recommend waiting till the last day to start and/or submit your response.

2.2. Solicitation Downloads

A. Every part of this document may be downloaded from the website at no cost to you. If you require a third party to print the specifications and/or drawings, that cost will be borne by you.

B. Drawing File Format: PDF

C. Click on the "Downloads" to download the drawings.

D. If you don't have Adobe Acrobat and you wish to view the files in PDF format, Download the application here: https://get.adobe.com/reader/

E. Drawings - The following three local firms are examples of companies that can reproduce drawings and/or any portion of the documents. These suggestions are not to be considered endorsements in any way. Any other firm with the AutoCAD, DWG, DXF, DWF & CSF Viewers will also be able to reproduce the drawing files.

2.3. Inquiries for Clarification

A. The City will not respond to a Respondent's request(s) for oral interpretation and/or clarification of the

Solicitation Specifications for any reason.

B. The City will respond to a Respondent’s written request(s) for interpretation and/or clarification of the

Solicitation Specifications.

1. Any written Inquiry for Clarification must be received seven (7) or more business days prior to the

Closing Date. Any request received by the City after this deadline will not be given consideration.

2. Every request for such an interpretation shall be made in writing via City’s e-Procurement Portal's

Question & Answer feature.

https://procurement.opengov.com/portal/newhavenct/projects/158183 https://get.adobe.com/reader/ https://procurement.opengov.com/portal/newhavenct/projects/158183

3. Please do not send questions or requests for clarification in a PDF format.

4. Every interpretation made to a Respondent will be in the form of an Addendum or Question &

Answer to the Solicitation Documents.

2.4. Addendum to Bid Documents

A. All Addenda to the Solicitation Documents shall become part of the Solicitation. Respondents are required to check the Website for Addendum. Each Respondent shall be bound by such Addenda whether or not received/viewed by the Respondent.

B. Questions are submitted through your account and the selected solicitation Web Address:

https://procurement.opengov.com/portal/newhavenct/projects/158183, through the “Question &

Answer” section to submit your question(s).

C. We will endeavor to post Addendums regarding Inquires for Clarification, not less than five (5) calendar days prior to the Bid Closing Date and Time.

D. Addendums regarding extension of time will be posted on the City website, any time prior to the

Solicitation Closing Date and Time.

2.5. Contract Term

The term of the contract is one (1) year with 2 - one (1) year renewal option(s). All renewals will be at the sole discretion of the City and pursuant to the same terms and conditions.

2.6. Insurance Requirements

Proof of insurance is not required to be submitted with your response unless specifically requested, but will be required prior to the City's award of the contract. Refer to the Insurance requirements in the "Insurance

Requirements" section of this document.

The City requires all contractual work to be insured as identified in the following sections.

The term “Contractor” and/or “subcontractor” as used in this section, shall mean, and include Contractors and subcontractors of every tier.

Each Solicitation, Agreement and/or Award will include a specific Risk Template which will detail all the insurance requirements for the project.

Any policies maintained by the contractor and its owned and/or rented equipment and materials shall contain a provision requiring insurance companies to waive their rights of subrogation against the City of New Haven

(Owner) and all other Indemnities named in the contract.

City of New Haven requires all contractors and vendors whose work or services may bring them into direct contact with youth under the age of 21 years to carry a minimum of $1 million in Abuse and Molestation insurance coverage.

Direct contact refers to situations where vendors directly interact with, supervise, or provide services to youth under the age of 21.

Examples of vendors subject to this requirement include:

Therapists Medical professionals Before and after-school program providers

Vendors excluded from this requirement include:

On-call facility-related repair services and construction services (e.g., plumbers, electricians, general contractors, roofers) who do not have direct contact with youth.

This requirement applies to all vendors working on projects within:

City of New Haven facilities New Haven Public Schools (NHPS) facilities

Certificates of Insurance

The successful bidder shall provide certificates with a minimum AM Best’s rating of “A-“VIII of insurance, showing coverage by an insurance carrier authorized by the State of Connecticut to write insurance in the State.

The certificates shall show the City as an additional name insured. Said certificate should contain the following endorsements.

PLEASE NOTE THAT ALL CERTIFICATES OF INSURANCE MUST INCLUDE:

A. The City of New Haven shall be named as an additional insured with subrogation.

B. Endorsement shall include the work description, Contract/Project name and location.

C. Insurance agent contact information, name, email and phone number

D. An endorsement that the insurance company will give at least thirty (30) days written notice to the City prior to any modification or cancellation of any such insurance coverage.

POLICY REVIEW AND APPROVAL

At the discretion of the City, the Contractor may be asked to submit to the City copies of insurance policies for review and approval. The City may, in writing, notify the Contractor of any disapproval of any such policies, and satisfactory policies shall be provided in place of those disapproved.

The Respondent shall submit an insurance certificate in addition to a copy of each policy if requested. The

Contractor shall require its subcontractors to obtain policies of similar insurance before each commences work.

All such insurance shall be carried with financially responsible insurance companies, licensed in the State and approved by the City and shall be kept in force until the Contractor’s work is accepted by the City, which expire before the Contractor’s work is accepted by the City shall be renewed and submitted to the City for its approval.

A. Insurance will be required for the entire term of the contract. The insurance agent contact information(name , email, phone number) must be on the COI. COI are to be emailed to your project contact(see award notice) and NHpurchasingCOI@newhavenct.gov.

B. Renewal Certificates of insurance should email to support@certificail.com

Contractor/Vendor shall agree to always maintain in force during the contract the following minimum coverage and shall name the City of New Haven as an Additional Insured (1) on a primary and non-contributory basis to all policies except Workers Compensation and Professional Liability. All policies, except Professional Liability, should also include a Waiver of Subrogation.

2.6.1. General Liability-rider 230

Minimum Limits (dollar amount indicates required minimum)

Additional Insured (Y indicates required)

Waiver of Subrogation (Y indicatesrequired)

Each Occurrence $1,000,000 Y Y

Combined

Aggregate

$2,000,000 Y Y

Products/Completed Operations

Aggregate

$2,000,000 Y Y

2.6.2. Workers’ Compensation & Employers’ Liability (EL) - Statutory Limits

Minimum Limits (dollar amount indicates required minimum)

Additional Insured (Y indicates required)

Waiver of Subrogation (Y indicatesrequired)

Workers'

Compensation

Statutory Limits

EL EACH $500,000 --- Y

EL DISEASE $500,000 --- Y

EL POLICY $500,000 --- Y

mailto:NHpurchasingCOI@newhavenct.gov mailto:support@certificail.com

2.6.3. Excess/Umbrella Liability

(dollar amount indicates required minimum)

Additional Insured (Y indicates required)

Waiver of Subrogation (Y indicatesrequired)

Each Occurrence --$3,000,000 Y Y

Combined Aggregate --$3,000,000 Y Y

2.6.4. Professional Liability

(dollar amount indicates required minimum)

Additional Insured (Y indicates required)

Waiver of Subrogation (Y indicatesrequired)

--$1,000,000 -- --

2.6.5. Cyber Liability/Data Compromise

(dollar amount indicates required minimum)

Additional Insured (Y indicates required)

Waiver of Subrogation (Y indicatesrequired)

Each Occurrence $5,000,000 Y Y

2.6.6. Additional Information

If any policy is written on a “Claims Made” basis, the policy must be continually renewed for a minimum of two years from the completion date of this contract. If the policy is replaced and/or the retroactive date is changed, then the expiring policy must be endorsed to extend the reporting period for claims for the policy in effect during the contract for two) years from the completion date.

Original, completed Certificates of Insurance must be presented to the City of New Haven via Certificial prior to contract issuance. Contractor/Vendor agrees to provide replacement/renewal certificates at least 30 days prior to the expiration date of the policies. Should any of the polices be cancelled, limits reduced, or coverage altered, 30 days written notice must be given to the City.

2.6.7. Notes

• Additional Insured & Waiver of Subrogation boxes must be checked off on the COI.

• If contractor/vendor will be providing a service in proximity or serving youth under the age of 21, Abuse and Molestation coverage must be included.

• City of New Haven is the Certificate holder and the additional insured.

City of New Haven 200 Orange Street Rm 301 New Haven, CT 06510

2.7. Certification and Licenses

If the service(s) that you are providing is a service for which a certification, license or other form of qualification is required, please provide documentation with your statement of qualifications.

2.8. Unit Prices, Solicitation Quantities and Tax-Exempt Status

A. The Unit Prices for each of the Solicitation items include its pro rata share of overhead so that the sum of the products obtained by multiplying the quantity shown for each item by the unit price represents the total Bid. Special attention is called to this section because in the event it is necessary to revise the quantities, increase or decrease thereof may be made without limit and adjustment and compensation shall be made on the basis of the Unit Prices for such items.

B. Unit Prices should not include federal excise or state sales taxes. State Sales Tax is exempt under

Connecticut General State Statute Sec. 12-412. The City is also exempt from transportation taxes when goods are consigned to the City. Tax Exemption certificates will be furnished by the Supervisory

Auditor - Accounts Payable upon satisfactory proof of delivery to the City.

C. It is understood an agreed that the Unit Prices shall control the Contract award.

D. The quantities noted in this Solicitation are approximate (estimated only for use in comparing Bids); and that the sums obtained by multiplying the Unit Prices by the estimated quantities, and also the Total of these sums, are inserted for the purpose of checking this Solicitation and for the convenience of the

Respondent. The Unit Prices paid are for the actual ordered quantities only.

E. Shipments should be consigned to the City in care of the Contractor.

F. Unbalanced high or low Bid Unit Prices will be reviewed and may be grounds for rejection.

G. Pricing and Supply of Good and Services submitted by vendor as a result of this solicitation must be maintain for at least twelve (12) months from the date of bid submission, unless an increase in length is noted in the specification section of this solicitation.

2.9. Local Preference Ordinance

A. For this section, "City Based Business" shall mean a business with a principal place of business located within the City of New Haven. A "City Based Business” shall maintain such status throughout the term of any Contract with the City. Failure to maintain such status shall be grounds for the City to terminate said Contract.

B. To be considered a City Based Business you must submit satisfactory proof to the Purchasing Agent of your current City of New Haven address. Some examples of proof include are, but not limited to:

1. Proof of payment of City of New Haven Real Estate tax bill(s)

2. A current, long term lease in the City of New Haven

3. Proof of payment of City of New Haven personal Property tax bill(s)

C. The Local Preference ordinance can be found in Section 2-483 of the City of New Haven’s Code. Please review for further details.

2.10. Equal Employment Opportunity

A. A pre-award conference concerning equal employment opportunity compliance by the Awardee will be scheduled the week prior to the City’s authorizing the award. The contractor will receive forms and other documentation that must be completed and returned to the City prior to the date of the pre-award conference. The Contractor's Affirmative Action/Equal Opportunity compliance report will represent the major focus of discussion at the pre-award conference. The contractor is responsible for satisfying the affirmative action/equal opportunity provisions as set forth in or referred to in these Solicitation

Documents.

B. Any proposed subcontract under this Contract must submit a certification regarding Equal Employment

Opportunity, similar to that submitted by the Respondent. Approval of the subcontractor award cannot be given by the owner unless and until the proposed subcontractor has submitted the certification and/or other evidence that it has fully complied with any reporting requirements to which it is or was subject.

C. Although the Respondent is not required to attach such certification by proposed subcontractors to its

Response, the Respondent is herein advised of this requirement so that appropriate action can be taken to prevent subsequent delay in subcontract awards.

D. The Equal Employment Opportunity ordinance can be found in Section 12 ½ of the City of New

Haven’s Code. Please review for further details

2.11. Construction Related Permits

The contractor is responsible for all fees associated with Permits.

2.12. Alternate Responses

No alternate responses will be considered unless alternate responses are specifically requested by the City.

2.13. Pricing Sheet

A. Please provide your pricing matrix via Response Submittals. The City of New Haven must be readily able to discern your pricing Qualifications at a quick glance.

B. A brand name, model number or other designation that identifies the product of a manufacturer may be indicated. Other brands will be considered, provided they meet the quality standards of the brands listed within. Product literature, i.e. (M.S.D.S.) must accompany any substituted product with your submission.

2.14. Solicitation Process and Submission

2.14.1. Solicitation Process

A. Early Submittal of Digital Responses - Responses received prior to the advertised hour of closing are kept sealed on the City's e-Procurement Portal.

B. Solicitation Closing - At the time fixed for the submission deadline of responses, the City will open the

Digital Response received by the submission deadline utilizing the City's e-Procurement Portal. Pricing information will be available publicly and can be accessed at:

https://procurement.opengov.com/portal/newhavenct/projects/158183 in the "Results" tab. Respondents and other interested parties can visit the City's e-Procurement Portal for the list of respondents and their respective pricing information. To receive notifications regarding the pricing results, interested parties must click on "Follow" on the Public Solicitation Portal.

C. Late Submittals – with the advent of complete digital bidding, no submission will be accepted after the closing date and time.

D. Withdrawal of Responses - Responses may be withdrawn by you prior to the submission deadline of responses by you retracting your digital response submission.

E. Response Rejections - The City reserves the right to reject any and all responses which do not meet the requirements. Some reasons for rejection include, but are not limited to: altered or qualified contractual terms, non-conforming Response, incomplete or erroneous paperwork, and/or not habitually performing with the Respondent's own forces.

F. Solicitation Rejection Notification - Should the City reject a response for any reason, the Submitter shall be notified. In case of such rejection, the City will return the Bid Bonds to the Respondent(s). No other part of a Respondent's Submission will be returned.

2.14.2. Solicitation Submission

A. Electronic/digital Submissions - Follow instruction on the portal for bid submission – all required forms are indicated as such.

B. Each solicitation response must be submitted in the prescribed format. All blank spaces must be filled in as noted. Responses must give the prices in numerical figures. No changes shall be made to the City’s documents for any reason.

C. The Respondent shall sign their Response in the blank space provided for this purpose. If the solicitation response is made by a partnership or corporation, the name and address of the partnership or corporation shall be indicated and the Response Submission must be acknowledged by a corporate officer as applicable. Any partner of corporate stockholder owning 25% or more of the business shall also be disclosed.

D. The City may consider any Submission not prepared and submitted in accordance with the provisions hereof, and may, at its option, waive any informalities.

E. No Respondent may withdraw a submission within one hundred twenty (120) days after the actual date of the opening thereof.

2.15. Solicitation Protest

A. Any Solicitation protest must be submitted in writing. Respondents may file a written protest of the

Solicitation results with the City's Purchasing Agent, within 48 hours of the posting of the Solicitation results on the City Website.

B. A protest must be submitted via email, purchasing@newhavenct.gov, or Fax, 203-946-8206.

C. The City will acknowledge receipt of written protest. If the Purchasing Agent or representative has not acknowledged receipt of the protest by the close of business on the following day, please contact the

Bureau of Purchases at 203-946-8201 or by Fax at 203-946-8206.

2.16. Award of Contract

A. No contract shall be awarded to any contractor, if the entity, or any owner, officer or director thereof is delinquent in any tax or other financial obligation to the city, including, without limitation, a current or ongoing contract dispute concerning performance under an agreement with the municipal government if, in the opinion of the Corporation Counsel, the current or ongoing contract dispute is related to the requirements of the solicitation.The fact that any other entity of which the owner or principal of any contractor is an officer or director is delinquent in the payment of any tax or other financial obligation to the city, shall be a negative factor in the selection or award of such contractor until such obligation is settled.

B. The City will endeavor to award a contract for this Solicitation within one hundred and twenty (120) days after the date of the Solicitation opening. All Respondents acknowledge their Response submittal will be valid for the duration of the one hundred and twenty (120) days timeframe.

C. The City reserves the right to separately Solicitation or secure pricing from additional contractors that may relate to the goods and/or services in the instant Solicitation, whether or not such goods and/or services are additional to the quantities stated in the instant Solicitation.

D. The City of New Haven reserves the right to award one or more contracts as a result of this solicitation.

E. The City will not award to any contractor who is ineligible under any of applicable regulations issued by the Secretary of Labor and United States Department of Labor.

mailto:purchasing@newhavenct.gov

F. The City will not award to any contractor who is not qualified under applicable State and local laws and regulations.

G. Without limiting the generalities of the foregoing, a contractor will be deemed ineligible if they are not current with any taxes or other outstanding obligations to the City of New Haven.

H. Should a Contract be awarded, it will be awarded by the City to the lowest responsible qualified

Respondent based on the lowest Base Bid.

I. Availability of funds – The awarding of all contracts is contingent upon the availability of appropriate funds. If funding is not available at the time of award and/or execution of the contract the City reserves the right to cancel the Solicitation.

J. All Bid Bonds will be returned to all Respondents upon the execution of the contract documents to the awarded Respondent.

K. Certificate of Insurance must be email to project manager (see award notice) and to

NHpurchasingCOI@newhavenct.gov

2.17. Execution of Contract

A. In executing the Agreement, the Awardee will be required to reaffirm and restate all representations made in its Response Submission.

B. After the notice of award and within ten (10) days after the prescribed forms are presented for signature, the Awardee shall execute and deliver to the City the Agreement in the form included in the Contract

Documents, in such number of copies as the City shall require.

C. The failure of the Awardee to execute such Agreement, pay any taxes due, to supply the required bonds or submit the Certificate of Insurance, all within ten (10) days after the prescribed forms are presented for signature, or within such extended period as the City grants based upon reasons determined sufficient by the City, shall constitute a default and the City reserves the right to any remedies available at law or in equity including pursuit of Bid Bond. The City may either award the Contract to the next lowest responsible Respondent or re-advertise the Solicitation.

D. Performance Labor and Material Bonds - (see Project Summary for applicability)Having satisfied all conditions of award as set forth elsewhere in these documents, the successful Respondent shall, within the period specified in paragraph "A" above, furnish a bond in a penal sum not less than the amount of the Contract as awarded, as security for the faithful performance of the Contract, and a labor and material bond for payment of all persons, firms or corporations to whom the Contractor may become legally indebted for labor, materials, tools, equipment, or services of any nature including utility and transportation services, employed or used by him in performing the work. Such bonds shall be in the same form as those included in the Solicitation Documents and shall bear the same date, or a date after that of the Agreement. These bonds shall be signed and issued by a guaranty or surety company satisfactory to the City, authorized and qualified to do business in the State of Connecticut, and listed in mailto:NHpurchasingCOI@newhavenct.gov the latest issue of the U.S. Treasury Circular 570, and the penal sum of any such bond shall be within the maximum specified for such company in said Circular 570. The current power of attorney for the person who signs for any surety company shall be attached to such bonds.

E. Commencement of Work – The City will not be responsible for payment of any work performed or materials supplied by the successful respondent before the Contractor receives a fully executed agreement unless an emergency situation has been declared by a City employee duly empowered to do so, and the vendor receives written authorization from this individual to proceed. Note: Responsibility for payment shall be limited to only that work deemed necessary by the City to alleviate the immediate emergency

2.18. Notice to Proceed

Once a contract is executed the City department responsible for requesting the work will issue a Notice to

Proceed.

2.19. No Purchase Order – No Payment Policy

https://www.newhavenct.gov/government/departments-divisions/purchasing-division/no-po-no-pay-policy

The City of New Haven has implemented a 'No Purchase Order, No Payment Policy’ effective July 1, 2019 to reduce cost overruns, unauthorized work, while automating the steps for payment of invoices. This means that without an official Purchase Order number and/or enough unencumbered funds available, payment of supplier invoices will be rejected or significantly delayed until the change order or adjustments can be processed and approved.

This policy aims to ensure that:

A. All spend shall be supported by an authorized PO prior to requesting the provision of goods/services.

B. Efficient processes are implemented so that goods are delivered when required.

C. The recipient of the goods shall receipt in Munis as soon as the goods are delivered/services performed

(i.e. not upon receipt of the invoice);

D. Cost control is effective and therefore:

E. all expenditure incurred by the City of New Haven is valid and appropriately authorized; and

F. minimizing transactional costs associated with payment for goods and services.

2.20. Electronic Invoice Policy

https://www.newhavenct.gov/government/departments-divisions/purchasing-division/e-invoicing-policy

2.21. Payment Policy

https://www.newhavenct.gov/government/departments-divisions/purchasing-division/payment-policy https://www.newhavenct.gov/government/departments-divisions/purchasing-division/no-po-no-pay-policy https://www.newhavenct.gov/government/departments-divisions/purchasing-division/e-invoicing-policy https://www.newhavenct.gov/government/departments-divisions/purchasing-division/payment-policy

3. Project Details

3.1. Proposal Specifications

3.1.1. Scope of Work for Workers' Compensation & Risk Control Services

1. Summary

The City of New Haven, CT is seeking proposals for comprehensive Workers' Compensation and Risk Control

Services to manage, mitigate, and respond to workplace injuries, enhance employee safety, and protect the city's financial and operational interests. The selected vendor will work in collaboration with city officials to develop and implement strategies that ensure compliance with all relevant local, state, and federal regulations governing worker safety and compensation. This initiative aims to foster a safe working environment while reducing the incidence and cost of workplace injuries.

2. Detailed Specifications

The vendor shall deliver services in accordance with the following detailed specifications:

2.1 Workers' Compensation Management

A. Provide a full range of Workers' Compensation services, including case management for injured workers.

B. Assist with reporting and managing claims in compliance with Connecticut General Statutes Section 31-

284 et seq. (Workers' Compensation Act).

C. Conduct injury trend analysis, loss control reviews, and develop reports to identify areas for improvement.

D. Deliver regular updates and reports on claims status and injuries to city management.

E. Facilitate communication between the city, medical providers, legal representatives, and injured employees.

2.2 Risk Control Services

A. Conduct workplace safety audits and comprehensive risk assessments in accordance with OSHA standards 29 CFR 1900-1999.

B. Develop a customized risk management plan based on audit findings, including strategies to reduce hazards and prevent workplace injuries.

C. Provide training programs for employees and management on safety practices and risk control measures.

D. Create and maintain an up-to-date exposure control plan in adherence to state and federal safety regulations.

E. Implement procedures for accident investigation, documentation, and reporting, conforming to best practices in safety management.

2.3 Compliance and Documentation

A. Ensure compliance with relevant regulations and standards, including but not limited to:

o Connecticut Workers' Compensation Act (CGS §31-275 et seq.)

o Occupational Safety and Health Administration (OSHA) o National Institute for Occupational Safety and Health (NIOSH)

B. Maintain complete documentation of safety training, risk assessments, and incident reports as per state regulations.

C. Ensure timely submission of required documentation and claims to the Connecticut Workers’

Compensation Commission.

3. Service Requirements

The vendor is expected to provide the following service requirements:

A. Availability of trained professionals with credentials relevant to Workers' Compensation and Risk

Management.

B. A dedicated account manager to oversee services provided to the City of New Haven.

C. Regular communication with city officials and stakeholders to provide updates regarding claims, training sessions, and safety initiatives.

D. Proof of liability insurance coverage, including professional liability and errors and omissions insurance.

E. Implementation of technology solutions to streamline claims processing and accident reporting.

4. Delivery Requirements

All services must be delivered in accordance with the following delivery requirements:

A. Initial consultation and workplace assessment to be conducted within 30 days of contract award.

B. Monthly safety audits to be scheduled and documented, with reports provided to city management within 10 business days of each audit.

C. Quarterly training sessions for employees to occur throughout the year, with session plans and attendance records submitted to the city.

D. Claims management updates to be provided weekly, including performance metrics on open and closed claims.

E. All written reports and documentation to be delivered electronically in a format agreeable to city officials (e.g., PDF, Word, Excel).

5. Performance Evaluation

The performance of the selected vendor will be evaluated on:

A. Quality and timeliness of service delivery.

B. Effectiveness of risk reduction measures implemented.

C. Reduction in workplace injuries and associated costs during the contract period.

D. Feedback from city personnel regarding training and support received.

6. Proposal Submission

Vendors are required to submit proposals that detail their qualifications, experience, and approach to providing

Workers' Compensation and Risk Control Services. Proposals must include:

A. Company background and team qualifications.

B. Experience with similar clients or municipal government entities.

C. Proposed services and methodologies for compliance, safety training, and risk assessment.

D. Detailed pricing structure and payment terms.

E. References from at least three previous clients with contact information.

F. Any additional services or value-added components that may enhance the offerings presented.

All proposals must be submitted by the specified deadline outlined in the solicitation document. The City of

New Haven reserves the right to interview finalists and request additional documentation as needed during the selection process.

7. Conclusion

The City of New Haven seeks a partnership with a professional service provider that possesses the expertise, resources, and commitment to improve workplace safety, manage Workers' Compensation claims effectively, and ultimately foster a safe environment for all city employees. The successful implementation of these services will not only assist in compliance with relevant laws but will also be a crucial step in ensuring the health and safety of all municipal workers.

3.2. Evaluation Criteria

No. Evaluation Criteria Scoring Method Weight (Points)

1. Experience & Qualifications

• Proven track record administering workers’ compensation and risk control programs, particularly in public sector or municipal environments

• Relevant licenses, certifications, and experience with Connecticut-specific workers’ compensation laws

• Demonstrated ability to manage large caseloads while delivering measurable results

Pass / Fail 20 (20% of Total)

2. Claims Management Approach

• Clear process for timely and accurate claims intake, investigation, and resolution

• Return-to-work strategies, communication protocols, and litigation support

• Use of performance metrics and oversight to drive accountability and claim outcomes

Pass / Fail 20 (20% of Total)

3. Risk Control & Safety Services

• Scope and customization of loss prevention programs and safety training

• Availability of on-site consultations, hazard assessments, and regulatory compliance support (e.g., OSHA)

• Evidence of reducing injury rates and supporting a culture of workplace safety

Pass / Fail 15 (15% of Total)

4. Technology & Reporting Capabilities

• Access to user-friendly claims portal or dashboard for city departments

• Real-time reporting, performance analytics, and integration with existing systems (e.g., OpenGov, HR/payroll)

• Data security protocols and support services

Pass / Fail 15 (15% of Total)

5. References & Past Performance

• Strong references from current or former municipal clients

• Documentation of successful outcomes, cost savings, or risk reduction

• Ability to scale services based on organizational needs

Pass / Fail 10 (10% of Total)

6. Cost Proposal

• Competitive pricing for core and optional services

• Clarity of fee structure and billing practices

• Overall value and return on investment

Pass / Fail 15 (15% of Total)

7. Responsiveness & Proposal Quality

• Completeness, clarity, and professionalism of the proposal

• Compliance with all RFP submission requirements and timelines

Pass / Fail 5 (5% of Total)

3.3. Response Submittals

1. Technical Proposal (without cost)* *Response required

2. Cost Proposal* *Response required

3. City Forms Signature Sheet* You are required to complete the following DocuSign form. Please download the below document, complete and have notarized. An online notarization option will be provided for you when responding.

Click here to go to the form

*Response required

4. DISCLOSURE & CERTIFICATION AFFIDAVIT*

Your are required to complete the following DocuSign form. Please download the below document, complete and have notarized. An online notarization option will be provided for you when responding.

Click here to go to the form

*Response required

5. Current Workforce Certificate* Please download the below documents, complete, and upload.

• Current_Workforce_Certifica...

*Response required

6. PPP - Priority Payment Program Application* Please download the below documents, complete, and upload.

• Priority_Payment_Program.pdf

*Response required

7. Statement of Qualifications for City Statement of Qualifications:

Each solicitation response shall include a Statement of Qualifications in the format provided in this

Solicitation upon stationary of the responding entity.

All questions must be answered, and the data given must be clear and comprehensive. The respondent may submit any additional information he/she desires.

7.1. Permanent Main Office Address*

*Response required

7.2. When Organized*

*Response required

7.3. Legal form of ownership. If a corporation, where incorporated.*

*Response required

7.4. How many years have you been engaged in services, under your present name?*

*Response required https://na3.docusign.net/Member/PowerFormSigning.aspx?PowerFormId=f5c2312b-a468-49f8-8e4b-21b845ae0a04&env=na3&acct=c571f5cd-3c19-4987-8f37-23d14aa4ba02&v=2 https://na3.docusign.net/Member/PowerFormSigning.aspx?PowerFormId=fc2842d4-2626-4a80-865b-41e2d926ce22&env=na3&acct=c571f5cd-3c19-4987-8f37-23d14aa4ba02&v=2 https://government-project.s3.us-west-2.amazonaws.com/84780/54909ddb-005f-4f67-84aa-87b301443feb_Current_Workforce_Certificate.xlsx?X-Amz-Algorithm=AWS4-HMAC-SHA256&X-Amz-Content-Sha256=UNSIGNED-PAYLOAD&X-Amz-Credential=ASIA47RIURE4GG2A6NPX%2F20250421%2Fus-west-2%2Fs3%2Faws4_request&X-Amz-Date=20250421T201000Z&X-Amz-Expires=72000&X-Amz-Security-Token=IQoJb3JpZ2luX2VjEDwaCXVzLXdlc3QtMiJHMEUCIQCqbF6MXUJ2y1h4Vxs4LeZnfy9S523dJHOGxFY4uZizWgIgZOdHvbNUPV6Rtplo6k3tPeOu1SxdtfmhiXJ4n%2FpxTHkqjAUIxf%2F%2F%2F%2F%2F%2F%2F%2F%2F%2FARACGgw4OTIzNjQ2ODc2NzIiDIoENC%2BnpO1t2RYh3yrgBNBOykkrs2wX6P1dJq6gTbYSU%2F31WS6I8QxX3Ra1ABVjlsd3mnFmp%2BLIKx8Jk5stB6aCFsgxJpuYDmtsaZL0AKQM%2BeBf3vwdxZ65JeSVN1biWpAm6mdnLnOn227vtZHk7OlDpmL4hRHXbdVEz5o818YuB3QYEj695hhHLrCAHIKRYfYIXJMWnJXlYsfLz96JEy1g0iXOC08XzhkJo4YyY7%2B4k%2FpjqyfzQ90AkR9X2o4h6%2F%2BzCam%2BQQWSgU1ONe6dypB1cY9LwMBdJymppn8WQvGCqjMy38Qg%2BAcjbmIrdtGPYzxIg77QLhhU6%2Bz23WjcsbAOXI%2FlFY%2Bste55p%2FI5jHdV0esSrrC0kfqyxHpW2TyK6nNV%2BHs2J62MuD1D%2FC7W1I9Cq6A1KS%2B1bGupRZM9l2xTM19D4nkVxm7U2QdH4MoiAluM7ktGUBjyigj%2FHrpvYcviW5g3a3vHwQYcwfMZWtr9%2Bgiyou4quripxsZqHb0wmV7DRxlEi8D8hzyg3ZuUhVvMvfCE9Pgz0rtqi%2Fbsb6Usz73It%2FRYeuOjBRN%2BETfNItnpPf6MZ19ifej4zPc%2BbxB09Mq9d8YZtu%2FNl%2BUVZZKlyWCm5Ac6pIMqgsHBuvbvgG0KZ8coalWkoNSaB3PnAXttTWc1TLoE5jLG0fq%2B6PRKoOskPT%2BJBjYUa2CVdd0nVCPqTI%2BQXY5J6YiEp2zRMg3H39F2M90J0rKdS4%2FF%2FDd6RO7oh9xmxbG4DjOv%2BldBOlUk1%2BNPwCjQ1zB2QnSadETG%2BYZXZbuh%2BfffYwzh3vwZDDdKxz5J4rL7nBLEPakOMMHImsAGOpsBTrCpTmWt%2BsJ9TY0KTO%2BC4F8Lea6WymawMdQZOkn%2FSuXCGcOjoxMSwKQ2nMz4LkVq6%2F44ZHSaLgtZjUmixeMX0lDWBT1eGMGyqx4EhlfhIgTTk5dDTPy1lGHrf05LGhsRvRRsvxu4amiYs4qe8Ijg5eWDRWfji5ZNbZHxzQIhvneF1gyzPKqDJKP3RorQe1IMLFVAfbShZkLICcU%3D&X-Amz-Signature=87ded302f8b16ebae8625cc43b1104acdf909a941b154d722349f2aac1dc78ca&X-Amz-SignedHeaders=host&response-content-disposition=attachment%3B%20filename%3D%22Current_Workforce_Certificate.xlsx%22&x-id=GetObject https://government-project.s3.us-west-2.amazonaws.com/84780/9ae17ae0-47ba-465b-aceb-3c8235db81c6_Priority_Payment_Program.pdf?X-Amz-Algorithm=AWS4-HMAC-SHA256&X-Amz-Content-Sha256=UNSIGNED-PAYLOAD&X-Amz-Credential=ASIA47RIURE4GG2A6NPX%2F20250421%2Fus-west-2%2Fs3%2Faws4_request&X-Amz-Date=20250421T201000Z&X-Amz-Expires=72000&X-Amz-Security-Token=IQoJb3JpZ2luX2VjEDwaCXVzLXdlc3QtMiJHMEUCIQCqbF6MXUJ2y1h4Vxs4LeZnfy9S523dJHOGxFY4uZizWgIgZOdHvbNUPV6Rtplo6k3tPeOu1SxdtfmhiXJ4n%2FpxTHkqjAUIxf%2F%2F%2F%2F%2F%2F%2F%2F%2F%2FARACGgw4OTIzNjQ2ODc2NzIiDIoENC%2BnpO1t2RYh3yrgBNBOykkrs2wX6P1dJq6gTbYSU%2F31WS6I8QxX3Ra1ABVjlsd3mnFmp%2BLIKx8Jk5stB6aCFsgxJpuYDmtsaZL0AKQM%2BeBf3vwdxZ65JeSVN1biWpAm6mdnLnOn227vtZHk7OlDpmL4hRHXbdVEz5o818YuB3QYEj695hhHLrCAHIKRYfYIXJMWnJXlYsfLz96JEy1g0iXOC08XzhkJo4YyY7%2B4k%2FpjqyfzQ90AkR9X2o4h6%2F%2BzCam%2BQQWSgU1ONe6dypB1cY9LwMBdJymppn8WQvGCqjMy38Qg%2BAcjbmIrdtGPYzxIg77QLhhU6%2Bz23WjcsbAOXI%2FlFY%2Bste55p%2FI5jHdV0esSrrC0kfqyxHpW2TyK6nNV%2BHs2J62MuD1D%2FC7W1I9Cq6A1KS%2B1bGupRZM9l2xTM19D4nkVxm7U2QdH4MoiAluM7ktGUBjyigj%2FHrpvYcviW5g3a3vHwQYcwfMZWtr9%2Bgiyou4quripxsZqHb0wmV7DRxlEi8D8hzyg3ZuUhVvMvfCE9Pgz0rtqi%2Fbsb6Usz73It%2FRYeuOjBRN%2BETfNItnpPf6MZ19ifej4zPc%2BbxB09Mq9d8YZtu%2FNl%2BUVZZKlyWCm5Ac6pIMqgsHBuvbvgG0KZ8coalWkoNSaB3PnAXttTWc1TLoE5jLG0fq%2B6PRKoOskPT%2BJBjYUa2CVdd0nVCPqTI%2BQXY5J6YiEp2zRMg3H39F2M90J0rKdS4%2FF%2FDd6RO7oh9xmxbG4DjOv%2BldBOlUk1%2BNPwCjQ1zB2QnSadETG%2BYZXZbuh%2BfffYwzh3vwZDDdKxz5J4rL7nBLEPakOMMHImsAGOpsBTrCpTmWt%2BsJ9TY0KTO%2BC4F8Lea6WymawMdQZOkn%2FSuXCGcOjoxMSwKQ2nMz4LkVq6%2F44ZHSaLgtZjUmixeMX0lDWBT1eGMGyqx4EhlfhIgTTk5dDTPy1lGHrf05LGhsRvRRsvxu4amiYs4qe8Ijg5eWDRWfji5ZNbZHxzQIhvneF1gyzPKqDJKP3RorQe1IMLFVAfbShZkLICcU%3D&X-Amz-Signature=e4706d07d7df4fee1b3358a808db1cbc02929f338276212c5b5c1c2a571c7ec3&X-Amz-SignedHeaders=host&response-content-disposition=attachment%3B%20filename%3D%22Priority_Payment_Program.pdf%22&x-id=GetObject

7.5. Have you ever failed to complete any work awarded to you? If so, where and why?*

7.6. Have you ever defaulted on a contract? If so, where, and why?*

*Response required

7.7. Describe any pending litigation or other factors, which could affect your organization's ability to perform this agreement.*

*Response required

7.8. Names, titles, reporting relationships, and background and experience of the principal members of your organization, including the officers. Indicate which individuals are authorized to bind the organization in negotiations with the City of New Haven.*

*Response required

7.9. Name, title, address, and telephone number of the individual to whom all inquiries about this

Proposal should be addressed.*

*Response required

7.10. Will you, upon request, fill out a detailed financial statement and furnish any other information or sign a release that may be required by the City of New Haven?*

☐ Yes

☐ No

*Response required

7.11. Tax Identification number(s)*

*Response required

7.12. Are you able to receive Credit Card Payments for your services rendered?*

☐ Yes

☐ No

*Response required

7.13. Attached to this solicitation are contract exhibits for your review. Please be advised that the City of

New Haven maintains a standardized set of contractual terms and conditions that are not subject to negotiation. If your proposal is selected for award, you will be required to adhere strictly to the terms and conditions outlined in this document.*

By submitting a response to this solicitation, you acknowledge and accept this requirement as a condition of award."

☐ Please confirm