RFP Large Vehicle Subrogation

The City of Fort Worth is requesting proposals for claims recovery and subrogation services for large vehicles and City-owned real property infrastructure on an "as needed" basis, with proposals due October 29, 2026 (RFP 26-0279). A 30% small business participation goal applies, with certified small businesses required to provide or subcontract at least 30% of the total contract value; certified firms must be located in Tarrant, Wise, Johnson, Parker, or Denton County.

The scope encompasses end-to-end claims recovery and subrogation for not-at-fault incidents involving City-owned heavy, medium-duty, commercial, and specialty fleet vehicles and real property infrastructure. The vendor must handle both new and historical claims dating back up to ten years, with an estimated inventory of approximately 10,000 files. Required deliverables include claim intake and investigation within 24–48 hours of referral, liability and demand management, valuation and negotiation, settlement and litigation support, and monthly collections with performance metrics. The vendor must acknowledge new referrals within two business days and complete initial liability assessments within ten business days, targeting a 40–60% net recovery success rate.

Compensation is contingency-based with no upfront or monthly fees — structured as fixed percentages of gross recovery for pre-litigation services and separate tiered percentages for litigation and arbitration recovery. The agreement operates on a "no recovery, no fee" basis. Out-of-pocket expenses may be absorbed by the vendor or deducted from recoveries at vendor discretion.

The vendor must maintain SOC 2 Type II certification, comply with data security requirements including TLS 1.3 and AES-256 encryption, conduct annual third-party penetration testing, maintain all City data within the United States, and adhere to DPPA and HIPAA regulations. Technology Errors and Omissions insurance and Commercial General Liability coverage ($1,000,000 per occurrence / $2,000,000 aggregate) are mandatory. A secure claims management portal with multi-factor authentication, role-based access control, and real-time claim status visibility is required.

Evaluation criteria include methodology and approach (16 points), technology and reporting (15 points), capacity and support (15 points), financial model and value (18 points), experience and qualifications (16 points), and small business participation (20 points). Proposals scoring less than 50% of available non-price points are deemed non-responsive. Vendors must submit at least three references for similar services within the past five years, with governmental or public-sector references preferred. The initial contract term and renewal options are to be determined in the final executed agreement. Proposals must be submitted electronically through the Euna Portal by the close date and time specified.