Re-Bid Claim Field Investigative Services

The City of Tallahassee, Florida (Leon County), is issuing Request for Proposals (RFP-066-26-KM) to procure field investigative and claims adjusting services for a five-year base period with two optional one-year extension periods. The services encompass general liability investigations, automobile and heavy equipment appraisals, structural property damage assessments, accident scene investigations, liability assessments, witness interviews, and photograph documentation for approximately 483 general liability claims and 397 vehicle/auto claims annually. Respondents must provide field investigative services, including local office or resident adjuster operations, with most work occurring Monday through Friday from 7:00 AM to 7:00 PM, and must demonstrate sufficient resources and qualified staff to perform comprehensive claims investigations as specified in Section 3.3 of the solicitation. Required qualifications include Commercial General Liability Insurance of $1,000,000 per occurrence, Business Automobile Liability Insurance of $1,000,000 per accident, Professional Liability Insurance of $1,000,000 per occurrence, and Workers' Compensation coverage per Florida Statutes Chapter 440. Evaluation criteria consist of a 100-point technical scoring scale plus cost/fee points, with vendors required to achieve all mandatory service standards including contacting all parties within 24 hours of assignment, completing physical inspections within five business days, submitting first reports within ten days, and entering all documentation into the City's Assure Claims/Riskmaster system within 24 hours. Proposals are due April 30, 2026, at 12:00 PM through the Euna Procurement portal, with final scoring anticipated May 12, 2026, optional oral presentations to follow, and City Commission approval expected in June 2026 with contract negotiations commencing thereafter.

No Minority Business Enterprise (MBE) or Women Business Enterprise (WBE) participation goals apply to this solicitation, though such participation is encouraged. However, the City offers a local vendor preference of up to five points to firms maintaining a permanent business location with full-time employees in Leon, Wakulla, Gadsden, or Jefferson County for at least six months prior to the proposal deadline. Respondents claiming local vendor status must submit a completed Local Vendor Affidavit documenting a fixed office address in the four-county area, required business licenses, and at least one full-time employee or two part-time employees with primary residency in the designated counties. All respondents must submit completed Forms 2 through 7, including Vendor Conflict of Interest, Drug-Free Workplace Certification, Representations and Certifications, Non-Collusion Affidavit, Responsible Vendor Review Form, and References Form with at least five references including at least one government contract reference. The City will consider alternative billing structures including hourly rates, per-claim rates, or flat annual rates billed in equal monthly installments, with comparative scoring based on historical claim data extrapolation. Respondents must directly document activity into the City's Assure Claims system and comply with all Florida Public Records Law requirements. The specific award value or budget range is not disclosed in the solicitation documents provided, and all costs must be submitted as part of the proposal response for evaluation and comparison.