Claims Auditing Services

Eastern Suffolk Board of Cooperative Educational Services (ESBOCES) is seeking a claims auditing services provider through a Request for Proposal (RFP) numbered 26-02-0422, targeting vendors capable of performing comprehensive weekly claims auditing for their organization. The selected vendor will be responsible for reviewing voucher packets, verifying mathematical accuracy, checking purchase orders, inspecting delivery tickets, and ensuring compliance with municipal laws and agency policies. The contract covers an organization with 2,192 contractual and 1,336 per diem/hourly employees, and an approved 2024-25 budget of $483,493,047 plus $33 million in grants and special aid fund programs. Proposals are due by 2:00 p.m. on April 22, 2025, and will be evaluated across seven key criteria: RFP compliance (10 points), ability to perform requirements (25 points), project experience (15 points), prior experience with ESBOCES/NY school districts (5 points), key personnel qualifications (15 points), cost (15 points), and a potential interview (15 points). The contract term spans from July 1, 2025 to June 30, 2026, with an option to renew for four additional one-year increments, and the auditor will be required to be present weekly, typically on Tuesdays, immediately following the treasurer's check signing.

The RFP does not explicitly indicate specific set-aside designations or restrictions for disadvantaged enterprises. The contract opportunity is open to qualified auditing firms willing to tailor services to ESBOCES' diverse operational needs. While no incumbent vendors are mentioned, the proposal requires vendors to complete a comprehensive cost proposal form detailing hourly rates for four primary audit service categories: Claims Auditor, Vehicle Audit, Vending Machine Audit, and Emergency Audit Request. The cost proposal covers a five-year period from 2025 to 2030, with vendors expected to propose pricing for each consecutive year. The organization will require detailed documentation, including a Vehicle Daily Usage Log for vehicle audits and comprehensive tracking of vending machine sales and commissions across multiple facilities. Though specific budget allocations are not definitively stated, the organization's total budget exceeds $516 million, suggesting a potentially significant contract value for the selected claims auditing services provider.