Actuarial Consulting Services For The Tennessee Advisory Council On Workers' Compensation - UPDATED

09-18-25v2 RFP
STATE OF TENNESSEE
TREASURY DEPARTMENT
REQUEST FOR PROPOSALS
FOR
ACTUARIAL CONSULTING SERVICES FOR THE TENNESSEE
ADVISORY COUNCIL ON WORKERS' COMPENSATION
RFP # 30901-64926
RFP CONTENTS
SECTIONS:
1. INTRODUCTION
2. RFP SCHEDULE OF EVENTS
3. RESPONSE REQUIREMENTS
4. GENERAL CONTRACTING INFORMATION & REQUIREMENTS
5. EVALUATION & CONTRACT AWARD
ATTACHMENTS:
6.1. Response Statement of Certifications & Assurances
6.2. Technical Response & Evaluation Guide
6.3. Cost Proposal & Scoring Guide
6.4. Reference Questionnaire
6.5. Score Summary Matrix
6.6. Pro Forma Contract

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1. INTRODUCTION
The State of Tennessee, Department of Treasury, hereinafter referred to as "the State," issues this
Request for Proposals (RFP) to define minimum contract requirements; solicit responses; detail response
requirements; and, outline the State's process for evaluating responses and selecting a contractor to
provide the needed goods or services.
Through this RFP, the State seeks to procure necessary goods or services at the most favorable,
competitive prices and to give ALL qualified respondents an opportunity to do business with the state as
contractors, subcontractors or suppliers.
1.1. Statement of Procurement Purpose
The purpose of this RFP is to define the State's minimum requirements, solicit proposals, and gain
adequate information by which the State may evaluate the services offered by the Respondents. The
State intends to secure a contract for actuarial consulting services to be performed for the Advisory
Council on Workers' Compensation ("ACWC"); said actuarial services will include:
* Evaluation of the annual National Council on Compensation Insurance, Inc.'s ("NCCI") filing
related to advisory prospective loss costs and rating values for the Tennessee voluntary workers'
compensation insurance market (also referred to as the "NCCI Loss Cost Rate Filing");
* Evaluation of the data selected by NCCI underlying the annual loss cost filing including, but not
limited to, the scope of the data in terms of cases and dollar amount of claims in the data base,
possible sources of any bias in the data, the breadth of coverage of the data, and any data from
insurance companies that is excluded from the data utilized by the NCCI in its filing;
* Examination of the appropriateness of the methodology used by NCCI in its selection of
estimates employed to arrive at ultimate loss cost for past and forecast periods, and identification
of any appropriate alternate methodologies that exist and were not used by NCCI;
* Analysis of NCCI's methodology in arriving at its calculation of the proposed change in loss costs
(including experience, trend, and benefits) and the proposed change in the loss adjustment
expenses utilized by NCCI to arrive at the proposed change in the loss costs;
* Analysis and evaluation of NCCI's selection of trend factors;
* Analysis of any other issues that emerge during the review and evaluation of NCCI's annual Loss
Cost Rate Filing; and,
* Any other actuarial consulting services as deemed needed and as may be requested by the
ACWC.
The selected vendor will prepare a written report and present the results of the review, evaluation, and
analysis to the ACWC at a meeting that is generally held the month following the date NCCI submits its
Loss Cost Rate Filing.
1.2. Scope of Service, Contract Period, & Required Terms and Conditions
The RFP Attachment 6.6., Pro Forma Contract details the State's requirements:
Scope of Services and Deliverables (Section A);
Contract Period (Section B);
Payment Terms (Section C);
Standard Terms and Conditions (Section D); and,
Special Terms and Conditions (Section E).
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The pro forma contract substantially represents the contract document that the successful Respondent
must sign.
1.3. Nondiscrimination
No person shall be excluded from participation in, be denied benefits of, or be otherwise subjected to
discrimination in the performance of a Contract pursuant to this RFP or in the employment practices of the
Contractor on the grounds of handicap or disability, age, race, creed, color, religion, sex, national origin,
or any other classification protected by federal, Tennessee state constitutional, or statutory law. The
Contractor pursuant to this RFP shall, upon request, show proof of such nondiscrimination and shall post
in conspicuous places, available to all employees and applicants, notices of nondiscrimination.
1.4. RFP Communications
1.4.1. The State has assigned the following RFP identification number that must be referenced in all
communications regarding this RFP:
RFP # 30901-64926
1.4.2. Unauthorized contact about this RFP with employees or officials of the State of Tennessee
except as detailed below may result in disqualification from consideration under this
procurement process.
1.4.2.1. Prospective Respondents must direct communications concerning this RFP to the
following person designated as the Solicitation Coordinator:
Dawn Rochelle, Solicitation Coordinator
Tennessee Department of Treasury
Telephone: (615) 253-8770
Email: Dawn.Rochelle@tn.gov
1.4.2.2. Notwithstanding the foregoing, Prospective Respondents may alternatively contact the
following individual designated by the State to coordinate compliance with the
nondiscrimination requirements of the State of Tennessee, Title VI of the Civil Rights
Act of 1964, the Americans with Disabilities Act of 1990, and associated federal
regulations:
MaryJo Price
Chief Operating Officer and Interim Director of Human Resources
Telephone: (615) 532-0909
Email: maryjo.price@tn.gov
1.4.3. Only the State's official, written responses and communications with Respondents are binding
with regard to this RFP. Oral communications between a State official and one or more
Respondents are unofficial and non-binding.
1.4.4. Potential Respondents must ensure that the State receives all written questions and comments,
including questions and requests for clarification, no later than the Written Questions &
Comments Deadline detailed in the RFP Section 2, Schedule of Events. Any written questions or
comments must be e-mailed to the Solicitation Coordinator at Dawn.Rochelle@tn.gov.
1.4.5. Respondents must assume the risk of dispatching any communication or response to the State.
The State assumes no responsibility for delays in the State's receipt of any communication or
response from Respondents due to technical or other filing delays.
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1.4.6. The State will convey all official responses and communications related to this RFP to the
prospective Respondents from whom the State has received a Notice of Intent to Respond (refer
to RFP Section 1.8).
1.4.7. The State will convey official, written responses and communications related to this RFP through
electronic mail to the prospective Respondents from whom the State has received a Notice of
Intent to Respond. The State may also convey such communications by Internet posting. For
internet posting, please refer to the following website:
https://www.tn.gov/generalservices/procurement/central-procurement-office--cpo-/supplier-
information/request-for-proposals--rfp--opportunities1.html.
1.4.8. The State reserves the right to determine, at its sole discretion, the appropriateness and
adequacy of responses to written comments, questions, and requests related to this RFP. The
State's official, written responses will constitute an amendment of this RFP.
1.4.9. Any data or factual information provided by the State (in this RFP, an RFP amendment or any
other communication relating to this RFP) is for informational purposes only. The State will make
reasonable efforts to ensure the accuracy of such data or information, however it is the
Respondent's obligation to independently verify any data or information provided by the State.
The State expressly disclaims the accuracy or adequacy of any information or data that it
provides to prospective Respondents.
1.5. Assistance to Respondents With a Handicap or Disability
Prospective Respondents with a handicap or disability may receive accommodation relating to the
communication of this RFP and participating in the RFP process. Prospective Respondents may contact
the Solicitation Coordinator to request such reasonable accommodation no later than the Disability
Accommodation Request Deadline detailed in the RFP Section 2, Schedule of Events.
1.6. Respondent Required Review & Waiver of Objections
1.6.1. Each prospective Respondent must carefully review this RFP, including but not limited to,
attachments, the RFP Attachment 6.6., Pro Forma Contract, and any amendments, for questions,
comments, defects, objections, or any other matter requiring clarification or correction (collectively
called "questions and comments").
1.6.2. Any prospective Respondent having questions and comments concerning this RFP must provide
them in writing to the State no later than the Written Questions & Comments Deadline detailed in
the RFP Section 2, Schedule of Events.
1.6.3. Protests based on any objection to the RFP shall be considered waived and invalid if the
objection has not been brought to the attention of the State, in writing, by the Written Questions &
Comments Deadline.
1.7. Pre-Response Teleconference
A Pre-response Teleconference will be held at the time and date detailed in the RFP Section 2, Schedule
of Events. Pre-response Teleconference attendance is not mandatory, and prospective Respondents
may be limited to a maximum number of attendees depending upon overall attendance and space
limitations.
To participate in the teleconference, contact the Solicitation Coordinators, Dawn Rochelle, at (615) 253-
8770 or via e-mail at Dawn.Rochelle@tn.gov for further instructions.
The purpose of the teleconference is to discuss the RFP scope of goods or services. The State will
entertain questions, however prospective Respondents must understand that the State's oral response to
any question at the Pre-Response Teleconference shall be unofficial and non-binding. Prospective
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Respondents must submit all questions, comments, or other concerns regarding the RFP in writing prior
to the Written Questions & Comments Deadline date detailed in the RFP Section 2, Schedule of Events.
The State will send the official response to these questions and comments to prospective Respondents
from whom the State has received a Notice of Intent to respond as indicated in RFP Section 1.8 and on
the date detailed in the RFP Section 2, Schedule of Events.
1.8. Notice of Intent to Respond
Before the Notice of Intent to Respond Deadline detailed in the RFP Section 2, Schedule of Events,
prospective Respondents should submit to the Solicitation Coordinator a Notice of Intent to Respond (in
the form of a simple e-mail). Such notice should include the following information:
the business or individual's name (as appropriate);
a contact person's name and title; and
the contact person's mailing address, telephone number, facsimile number, and e-mail address.
A Notice of Intent to Respond creates no obligation and is not a prerequisite for submitting a
response, however, it is necessary to ensure receipt of any RFP amendments or other notices and
communications relating to this RFP.
1.9. Response Deadline
A Respondent must ensure that the State receives a response no later than the Response Deadline time
and date detailed in the RFP Section 2, Schedule of Events. The State will not accept late responses,
and a Respondent's failure to submit a response before the deadline will result in disqualification of the
response. Respondents should be mindful of any potential delays due to technical or other filing delays
whether foreseeable or unforeseeable.
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2. RFP SCHEDULE OF EVENTS
2.1. The following RFP Schedule of Events represents the State's best estimate for this RFP.
EVENT TIME DATE
(central time zone)
1. RFP Issued June 12, 2026
2. Disability Accommodation Request Deadline 2:00 p.m. June 17, 2026
3. Pre-response TeleConference 10:00 a.m. June 18,2026
4. Notice of Intent to Respond Deadline 2:00 p.m. June 19, 2026
5. Written "Questions & Comments" Deadline 2:00 p.m. June 24, 2026
6. State Response to Written "Questions & July 2, 2026
Comments"
7. Response Deadline 2:00 p.m. July 9, 2026
8. State Completion of Technical Response July 20, 2026
Evaluations
9. State Opening & Scoring of Cost Proposals July 21, 2026
10. State Notice of Intent to Award Released and July 28, 2026
RFP Files Opened for Public Inspection
11. End of Protest Period August 4, 2026
12. State sends contract to Contractor for signature August 5, 2026
13. Contractor Signature Deadline 2:00 p.m. August 11, 2026
2.2. The State reserves the right, at its sole discretion, to adjust the RFP Schedule of Events as it
deems necessary. Any adjustment of the Schedule of Events shall constitute an RFP amendment, and
the State will communicate such to prospective Respondents from whom the State has received a Notice
of Intent to Respond (refer to Section 1.8).
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3. RESPONSE REQUIREMENTS
3.1. Response Form
A response to this RFP must consist of two parts, a Technical Response and a Cost Proposal.
3.1.1. Technical Response. RFP Attachment 6.2., Technical Response & Evaluation Guide provides
the specific requirements for submitting a response. This guide includes mandatory requirement
items, general qualifications and experience items, and technical qualifications, experience, and
approach items all of which must be addressed with a written response and, in some instances,
additional documentation.
NOTICE: A technical response must not include any pricing or cost information.
If any pricing or cost information amounts of any type (even pricing relating to
other projects) is included in any part of the technical response, the state may
deem the response to be non-responsive and reject it.
3.1.1.1. A Respondent should duplicate and use the RFP Attachment 6.2., Technical Response
& Evaluation Guide to organize, reference, and draft the Technical Response by
duplicating the attachment, adding appropriate page numbers as required, and using
the guide as a table of contents covering the Technical Response.
3.1.1.2. A response should be economically prepared, with emphasis on completeness and
clarity. A response, as well as any reference material presented, must be written in
English and must be written on standard 8 12" x 11" pages (although oversize exhibits
are permissible) and use a 12 point font for text. All response pages must be
numbered.
3.1.1.3. All information and documentation included in a Technical Response should
correspond to or address a specific requirement detailed in the RFP Attachment 6.2.,
Technical Response & Evaluation Guide. All information must be incorporated into a
response to a specific requirement and clearly referenced. Any information not
meeting these criteria will be deemed extraneous and will not contribute to evaluations.
3.1.1.4. The State may determine a response to be non-responsive and reject it if:
a. the Respondent fails to organize and properly reference the Technical Response
as required by this RFP and the RFP Attachment 6.2., Technical Response &
Evaluation Guide; or
b. the Technical Response document does not appropriately respond to, address, or
meet all of the requirements and response items detailed in the RFP Attachment
6.2., Technical Response & Evaluation Guide.
3.1.2. Cost Proposal. A Cost Proposal must be recorded on an exact duplicate of the RFP Attachment
6.3., Cost Proposal & Scoring Guide.
NOTICE: If a Respondent fails to submit a cost proposal exactly as required, the
State may deem the response to be non-responsive and reject it.
3.1.2.1. A Respondent must only record the proposed cost exactly as required by the RFP
Attachment 6.3., Cost Proposal & Scoring Guide and must NOT record any other rates,
amounts, or information.
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3.1.2.2. The proposed cost shall incorporate ALL costs for services under the contract for the
total contract period, including any renewals or extensions.
3.1.2.3. A Respondent must sign and date the Cost Proposal. An electronic or facsimile
signature, as applicable, is acceptable.
3.1.2.4. A Respondent must submit the Cost Proposal to the State in a separate e-mail from the
Technical Response (as detailed in RFP Sections 3.2.3., et seq.).
3.2. Response Delivery
3.2.1. A Respondent must ensure that both the original Technical Response and Cost Proposal
documents meet all form and content requirements, including all required signatures, as detailed
within this RFP, as may be amended.
3.2.2. A Respondent must submit its Technical Response and Cost Proposal documents as specified
below.
3.2.2.1. Technical Response:
The Technical Response document should be in the form of one (1) digital document in
"PDF" format or other easily accessible digital format attached to an e-mail to the
Solicitation Coordinator. Both the subject and file name should both be clearly
identified as follows:
"RFP # 30901-64926 TECHNICAL RESPONSE ORIGINAL"
3.2.2.2. Cost Proposal:
The Cost Proposal should be in the form of one (1) digital document in "PDF" or "XLS"
format or other easily accessible digital format attached to an e-mail to the Solicitation
Coordinator. Both the subject and file name should both be clearly identified as
follows:
"RFP # 30901-64926 COST PROPOSAL ORIGINAL"
An electronic or facsimile signature, as applicable, on the Cost Proposal is acceptable.
3.2.3. The Technical Response and Cost Proposal documents must be dispatched to the Solicitation
Coordinator in separate e-mail messages.
3.2.4. A Respondent must ensure that the State receives a response no later than the Response
Deadline time and date detailed in the RFP Section 2, Schedule of Events. The Response must
be delivered to the Solicitation Coordinator via e-mail at Dawn.Rochelle@tn.gov. In the event a
Respondent's Response with all attachments and supporting documentation will exceed 15
megabytes in total, the Respondent must place the documents in a zip file or make two or more
submissions such that the documents per e-mail submission do not exceed 15 megabytes.
3.3. Response & Respondent Prohibitions
3.3.1. A response must not include alternate contract terms and conditions. If a response contains such
terms and conditions, the State, at its sole discretion, may determine the response to be a non-
responsive counteroffer and reject it.
3.3.2. A response must not restrict the rights of the State or otherwise qualify either the offer to deliver
goods or provide services as required by this RFP or the Cost Proposal. If a response restricts
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the rights of the State or otherwise qualifies either the offer to deliver goods or provide services
as required by this RFP or the Cost Proposal, the State, at its sole discretion, may determine the
response to be a non-responsive counteroffer and reject it.
3.3.3. A response must not propose alternative goods or services (i.e., offer services different from
those requested and required by this RFP) unless expressly requested in this RFP. The State
may consider a response of alternative goods or services to be non-responsive and reject it.
3.3.4. A Cost Proposal must be prepared and arrived at independently and must not involve any
collusion between Respondents. The State will reject any Cost Proposal that involves collusion,
consultation, communication, or agreement between Respondents. Regardless of the time of
detection, the State will consider any such actions to be grounds for response rejection or
contract termination.
3.3.5. A Respondent must not provide, for consideration in this RFP process or subsequent contract
negotiations, any information that the Respondent knew or should have known was materially
incorrect. If the State determines that a Respondent has provided such incorrect information, the
State will deem the Response non-responsive and reject it.
3.3.6. A Respondent must not submit more than one Technical Response and one Cost Proposal in
response to this RFP, except as expressly requested by the State in this RFP. If a Respondent
submits more than one Technical Response or more than one Cost Proposal, the State will deem
all of the responses non-responsive and reject them.
3.3.7. A Respondent must not submit a response as a prime contractor while also permitting one or
more other Respondents to offer the Respondent as a subcontractor in their own responses.
Such may result in the disqualification of all Respondents knowingly involved. This restriction
does not, however, prohibit different Respondents from offering the same subcontractor as a part
of their responses (provided that the subcontractor does not also submit a response as a prime
contractor).
3.3.8. The State shall not consider a response from an individual who is, or within the past six (6)
months has been, a State employee. For purposes of this RFP:
3.3.8.1. An individual shall be deemed a State employee until such time as all compensation for
salary, termination pay, and annual leave has been paid;
3.3.8.2. A contract with or a response from a company, corporation, or any other contracting
entity in which a controlling interest is held by any State employee shall be considered to
be a contract with or proposal from the employee; and
3.3.8.3. A contract with or a response from a company, corporation, or any other contracting
entity that employs an individual who is, or within the past six (6) months has been, a
State employee shall not be considered a contract with or a proposal from the employee
and shall not constitute a prohibited conflict of interest.
3.3.9. This RFP is also subject to Tenn. Code Ann. 12-4-101-105.
3.4. Response Errors & Revisions
A Respondent is responsible for any and all response errors or omissions. A Respondent will not be
allowed to alter or revise response documents after the Response Deadline time and date detailed in the
RFP Section 2, Schedule of Events unless such is formally requested, in writing, by the State.
3.5. Response Withdrawal
A Respondent may withdraw a submitted response at any time before the Response Deadline time and
date detailed in the RFP Section 2, Schedule of Events by submitting a written request signed by an
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authorized Respondent representative to the Solicitation Coordinator via e-mail at
Dawn.Rochelle@tn.gov. After withdrawing a response, a Respondent may submit another response at
any time before the Response Deadline. After the Response Deadline, a Respondent may only withdraw
all or a portion of a response where the enforcement of the response would impose an unconscionable
hardship on the Respondent.
3.6. Additional Services
If a response offers goods or services in addition to those required by and described in this RFP, the
State, at its sole discretion, may add such services to the contract awarded as a result of this RFP.
Notwithstanding the foregoing, a Respondent must not propose any additional cost amounts or rates for
additional goods or services. Regardless of any additional services offered in a response, the
Respondent's Cost Proposal must only record the proposed cost as required in this RFP and must not
record any other rates, amounts, or information.
NOTICE: If a Respondent fails to submit a Cost Proposal exactly as required, the State may deem
the response non-responsive and reject it.
3.7. Response Preparation Costs
The State will not pay any costs associated with the preparation, submittal, or presentation of any
response.
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