Claim Preparation Services

The University of Texas System is soliciting proposals through Request for Proposals (RFP) 720-2604 for Claim Preparation Services, a non-exclusive agreement available to qualified vendors serving all fourteen UT System institutions. The procurement seeks specialized expertise in preparing comprehensive claim documentation for complex losses, including those involving significant property damage, business interruption, cyber incidents, crime, fires, floods, hurricanes, and construction damage across multiple locations. Key services include insurance coverage review, information gathering and coordination with University personnel, loss calculation and claim support, advisory support during insurer review, settlement and negotiation support, claim schedule deliverables, and public assistance documentation support. Qualified proposers must demonstrate experience with time element and physical damage claims, provide three customer references from the past five years, implement robust security and privacy protocols for handling confidential information, and respond to a detailed business interruption claim scenario involving a healthcare facility. The University will evaluate proposals on a best-value basis using the following criteria: pricing (25%), proposer experience and service offering range (40%), approach to work scenario (30%), and exceptions to agreement terms (5%). The voluntary pre-proposal conference is scheduled for April 29, 2026, from 3:00 p.m. to 4:00 p.m. CDT, with the question period running from April 20, 2026 at 5:00 p.m. CDT through May 1, 2026 at 5:00 p.m. CDT. Proposals must be submitted through the Bonfire procurement portal by 2:30 p.m. CDT on May 20, 2026, with submission of seven required documents in PDF format plus an Excel-formatted response template addressing additional RFP-specific questions.

The University requires all proposers to submit a Historically Underutilized Business (HUB) Subcontracting Plan with a 0.25% participation goal, establishing a set-aside designation for disadvantaged enterprises. Proposers must also comply with TX-RAMP cloud computing certification requirements if applicable and demonstrate compliance with various Texas certifications regarding boycotts, equal employment opportunity, and diversity policies. Successful contractors must maintain comprehensive insurance coverage, including workers' compensation, commercial general liability, business auto liability, umbrella coverage, professional liability, and cyber liability insurance with specified minimum limits, and must execute HIPAA and FERPA compliance addenda if applicable. The University anticipates awarding one or more agreements for an initial term of five years with an option to renew for up to one additional year; compensation is structured through a tiered fee and expense model with hourly fee schedules by role or service type, inclusive of all direct and indirect costs. The cumulative contract cap is two million dollars across all institutions and project addenda, subject to Board of Regents approval for agreements exceeding $2,000,000. Payment terms are net 30 days as mandated by the Texas Prompt Payment Act, with invoicing and approval processes conducted through individual Project Addenda executed between the contractor and each requesting UT System institution.