RFP 2025-P09 Workers Compensation Insurance & Administrative Services

Hays County, Texas is seeking proposals for a comprehensive Workers' Compensation Insurance and Claims Administration Program through RFP 2025-P09. The county requires a vendor to provide workers' compensation claims administration, medical managed care services, and loss prevention services for a contract period from January 1, 2026, to December 31, 2028, with four optional two-year renewal periods. Qualified firms must demonstrate an innovative claims management process with strong customer service, robust reporting capabilities, effective technological solutions, and proactive management of employee occupational absences. Proposing firms must be licensed in Texas with a minimum of five years of workers' compensation experience, and have a strong regional presence to perform claims administration services. The evaluation will be based on proposed cost (35 points), claims processing and reporting capabilities (30 points), policy terms and conditions (20 points), and company experience (15 points). Proposals are due on October 9, 2025, at 10:30 a.m. Central Time and can be submitted manually or electronically through BidNet Direct.

The RFP does not explicitly mention specific set-aside designations or restrictions for disadvantaged enterprises. Based on the provided documentation, there is no indication of an incumbent vendor or specific technology infrastructure requirements for integration. The county's Workers' Compensation Earnings Reports from 2019-2025 provide context for the scale of the program, with total annual earnings ranging from approximately $47.7 million to $75 million and covering between 1,331 and 1,787 employees across multiple departments. While a specific budget range is not explicitly stated, the comprehensive nature of the RFP suggests a significant contract value. The cost proposal form requires vendors to provide detailed pricing for claims administration services, including per-claim fees, flat fees, and hourly rates for various service categories, with provisions for an annual fixed fee option and potential safety rebates.