Disability Determination and Disability Appeal Services

PERS of Mississippi
Disability Determination and Disability Appeal Services Due Diligence Search

PERS

of MISSISSIPPI

Public Employees Retirement System of Mississippi

Request for Proposal for
Disability Determination and Disability Appeal Services

April 14, 2026

RFQ #3140004550
DEADLINE: June 1, 2026

CONFIDENTIAL AND RESTRICTED INFORMATION

Page 1 of 29

RESTRICTED CONFIDENTIAL INFORMATION
The information contained herein shall be used only for responding to this RFP and is not for general distribution.

PERS of Mississippi
Disability Determination and Disability Appeal Services Due Diligence Search

Table of Contents

INTRODUCTION

| OVERVIEW
Volume

Il, REQUIREMENTS
Ill. KEY ACTION DATES

IV. SCOPE OF SERVICES
V. IMPLEMENTATION REQUIREMENTS

VI. ONGOING PROGRAM REQUIREMENTS
A. Minimum Qualifications
B. Program workflow
C. Assessments
D. Contractor recommendations

Vil. APPEALS

Attachment A - PERS Contract
Attachment B - PERS Confidentiality Agreement

Attachment C - PERS Independent Medical Reviewer Cybersecurity &
Privacy Practices Questionnaire

Attachment D - Certifications & Assurances

- Attachment E - PERS Release of Bid as Public Record

Page 2 of 29

RESTRICTED CONFIDENTIAL INFORMATION
The information contained herein shall be used only for responding to this RFP and is not for general distribution.

10
1
1

11

PERS of Mississippi
Disability Determination and Disability Appeal Services Due Diligence Search

Request for Proposal for
Disability Determination and Disability Appeal Services

INTRODUCTION

|. OVERVIEW

Public Employees' Retirement System of Mississippi (PERS) is soliciting proposals from qualified
organizations for Disability Determination and Disability Appeal Services to augment its disability
retirement application and review process by obtaining Medical Board (MB) and disability
determination and disability appeal services for the PERS defined benefit plan disability program
for non-duty-related and duty-related (line of duty) eligibility determinations. Because the disability
benefit has an impact on the cost of PERS pension plans, it is incumbent upon the PERS Executive
Director and Board of Trustees, as plan fiduciaries, to ensure that all disabilities approved clearly
meet the criteria for this benefit.

The System was established to provide retirement benefits for all state and public education
employees, officers of the Mississippi Highway Safety Patrol, elected members of the State
Legislature, the President of the Senate, and other public employees of participating employers.
Plans administered by the System include: The Public Employees' Retirement System of
Mississippi (PERS), which was established by legislation in 1952; the Mississippi Highway Safety
Patrol Retirement System (MHSPRS), established in 1958; the Supplemental Legislative
Retirement Plan (SLRP), established in 1989; and the Municipal Retirement Systems (MRS), which
came under the System's administration in 1987.

The System is administered by a 10-member Board of Trustees that includes: The State Treasurer;
one gubernatorial appointee who is a member of PERS; two state employees; two PERS retirees;
and one representative each from public schools and community colleges, state universities,
municipalities, and counties. Apart from the State Treasurer and the gubernatorial appointee, all
members are elected to staggered six-year terms by the constituents they represent. The Board of
Trustees is responsible for the general administration and proper operation of the System. The
Executive Director is designated by the Board to lead and conduct all business for the System. The
Public Employees' Retirement System of Mississippi operates under legislative mandate with
respect to administrative budgets, allowable investments and asset allocation, human resources,
and purchasing guidelines.

The following is a brief overview of the current process. Please note that for many of the cases
assigned to the PERS Medical Board, the purpose of the review will be for both non-duty related
and duty related disability benefits because many of the duty related benefits applicants are also
eligible for non-duty related disability retirement. The standards are very similar but not identical.

1) Phase one of the application process begins when the applicant completes and submits
their application packet. Staff is responsible for communicating with the applicant and
collecting all required (see Forms Archive | PERS of Mississippi for copies of the forms)
information and documentation including the following:

Pre-Application for Disability Retirement Benefits (form DSBL 1)
Employer's Certification of Job Requirements (form DSBL 2)
Employer's Job Activities Checklist (form DSBL 3)

Medical Information and Prior Claim History (DSBL 4)

Page 3 of 29

RESTRICTED CONFIDENTIAL INFORMATION
The information contained herein shail be used only for responding to this RFP and is not for general distribution.

PERS of Mississippi
Disability Determination and Disability Appeal Services Due Diligence Search

Physician and Treating Facility History (form DSBL 5)
Family Information (DSBL 6)

2) Upon receipt of an application, PERS staff determines eligibility to apply for disability
retirement benefits and provides the member with an audited estimate of benefits along
with the phase two forms for completion.

Statement of Examining Physician (form DSBL 7)

Authorization for Release of Information (form DSBL 8)

Disability Retirement Application (form DSBL 9)

Payroll Authorization (DSBL 10)

Temporary Benefit Application (form DSBL 11) This form is only sent if
specifically requested.

3) PERS staff forwards submitted medical and other information or documentation to the
MB for review. There are three possible Medical Board Decisions:

Volume

Approval - If the MB recommends approval of the application, the applicant
begins receiving benefits with an effective date of retirement based on their
termination date and receipt of application. If terminated from employment, the
applicant would be added to the PERS benefits payroll and, within a month,
receive their first benefit check along with any applicable retroactive benefits. If
not terminated, the employer would need to certify the termination date to PERS
before being added to the PERS benefits payroll. The applicant must terminate
all positions in state service, whether covered or not, within 90 days after
approval or the disability retirement and your application will be voided.

Deferral - You may be asked to submit to an independent medical evaluation to
aid the MB in making an objective decision. You would be notified in writing of
the place and time of your appointment. PERS would pay for the required
doctor's appointment and for any necessary evaluation tests. After receiving the
additional medical evidence required, the MB will continue its review of your
claim.

Denial - If you are denied disability retirement, you may appeal that decision to
the Disability Appeals Committee of the PERS Board of Trustees. Any appeal of
a Medical Board denial must be filed with PERS no later than 60 days after your
receipt of the Notice of Decision. A Notice of Appeal form and appeal procedures
will be included with your Notice of Decision. The Disability Appeals Committee is
a separate panel of experts than those serving on the MB. Upon receipt of your
completed Notice of Appeal form, PERS will schedule a hearing and notify you of
the date and time of the hearing. Although not required, you may elect to have
attorney representation at the hearing. A representative from your employer is
invited to be present at the hearing. After hearing the case, the Committee will
make a recommendation to the PERS Board of Trustees, which will then issue a
final decision on the appeal.

In the past three fiscal years, PERS has received the following number of disability retirement

claims:

FY 2025 - 275
FY 2024 - 255
FY 2023 - 322

Page 4 of 29

RESTRICTED CONFIDENTIAL INFORMATION

The information contained herein shall be used only for responding to this RFP and is not for general distribution.

PERS of Mississippi
Disability Determination and Disability Appeal Services Due Diligence Search

In some instances, a disability retirement claim may involve more than one MB review depending
on the development of the claim. Therefore, the number of annual MB reviews may be higher
than the total number of claims.

Appeals Process

Any appeal of a Medical Board denial must be filed with PERS no later than 60 days after your
receipt of the Notice of Decision. A Notice of Appeal form and appeal procedures is included with
the Notice of Decision.

The Disability Appeals Committee is a separate panel of experts than those serving on the
Medical Board.

Upon receipt of your completed Notice of Appeal form, PERS will:

1. Schedule a hearing and notify you of the date and time of the hearing. Although not
required, you may elect to have attorney representation at the hearing. A representative
from your employer is invited to be present at the hearing.

2. After hearing the case, the Committee will make a recommendation to the PERS Board
of Trustees, which will then issue a final decision on the appeal.

Il. REQUIREMENTS

When responding to this Request for Proposal (RFP), we encourage you to describe the ways in
which you believe your organization's service capability is unique, superior, or would add
particular value. Please be succinct in your answers. If certain services cannot be provided,
please state where appropriate and state if such services are planned to be offered in the near
future. Responders to this RFP will provide a work plan that addresses these program and
statutory requirements.

This section sets forth the administrative requirements that must be followed in responding to the
RFP.

A. Confidentiality
Information presented in the RFP, including all information subsequently disclosed
during the proposal process, is intended only for the use of responding to the RFP.
Bidders must execute and submit with their proposals a confidentiality agreement,
guaranteeing that the confidentiality of all PERS-related data and information will
be safeguarded. The agreement is included in Attachment B.

Bidders should submit two versions of their proposal:

1. A-completely unredacted version containing company identifying information,
confidential and propriety information, and

2. A redacted version containing company identifying information and privilege
log but excluding confidential information.

B. Official address for correspondence
The respondent shall mail or deliver the responses to PERS at the following
address:

Public Employees' Retirement System of Mississippi
Attn: Judy Miller

429 Mississippi Street

Jackson, Mississippi 39201-1005

Email: jmiller@pers.ms.gov

Page 5 of 29

RESTRICTED CONFIDENTIAL INFORMATION
The information contained herein shall be used only for responding to this RFP and is not for general distribution.

PERS of Mississippi
Disability Determination and Disability Appeal Services Due Diligence Search

All questions and queries should be sent to Judy Miller for tracking purposes.

Initial Project Meeting
Immediately following the contract start date, at a date and time to be determined,

the selected vendor is required to meet with PERS in an agreed upon format,
Teams, Zoom etc. or in person at 429 Mississippi Street in Jackson, Mississippi.
The purpose of this conference or visit will be to review the process, materials
needed, and any other necessary information. The date and time of this meeting
will be coordinated by the designated PERS representative.

Response Format

1. Length of Response
APDF (soft copy) response formatted for 8.5" x 11" paper size is acceptable.
You are encouraged to be succinct and respond to the RFP as directed. If,
for any reason, your organization cannot comply or is unable to provide a
specific service, respond with "cannot comply" or "unable to provide" and
briefly describe the reason.

Please note that PERS reserves the right to consider the Response to the
RFP as part of the final legal custody agreement between PERS and the
custody provider. Be cognizant of your firm's response as a complete, fair,
and direct representation of your capabilities, and abide with full
transparency and disclosure.

2. Cover Letter

The response must include a cover letter addressed to: Lisa Green, Deputy
Director, Benefit Services, Public Employees' Retirement System of
Mississippi, 429 Mississippi Street, Jackson, MS 39201-1005. The letter
must state, in one or two paragraphs, your organization's commitment to the
RFP process and a statement to the effect that your organization is willing
to perform all services mandated. The letter should also include the name,
address, telephone, and fax numbers of the appropriate contact person
within your organization. The cover letter must state that the proposal is valid
for six (6) months after the submission deadline of October 13, 2026.

Selection Criteria

PERS seeks to retain the highest quality organization to provide disability
determination services in an open, fair, and competitive process. PERS seeks
innovative ideas, presented in a complete service package, which can meet the
requirements of both management and staff and help streamline and improve the
disability process. Throughout the selection process, PERS reserves its sole
discretion in awarding the contract. Any contract award resulting from this RFP
shall be subject to the approval of the PERS Board of Trustees. PERS reserves
the right to: (I) not select any proposal; (Il) select any portions of a particular
proposal for further consideration; (iii) accept a proposal other than the lowest cost
proposal submitted; or (iv) reject any and all proposals received if such action is
considered by PERS in its sole discretion to be in the best interests of PERS.

Page 6 of 29

RESTRICTED CONFIDENTIAL INFORMATION

The information contained herein shall be used only for responding to this RFP and is not for general distribution.

PERS of Mississippi
Disability Determination and Disability Appeal Services Due Diligence Search

Timetable

By submitting a Response, the Proposer is committing to comply with the timetable
set forth in Section Ill (Key Action Dates) of the Introduction to this RFP and to
effectuate any agreements necessary to implement and enter into a contract with
PERS.

Withdrawal/Irrevocability

A Proposer may withdraw a Response, once submitted, within five (5) business
days. PERS reserves the right to waive or permit cure for minor informalities, and
to conduct discussions with all qualified Proposers in any manner necessary to
serve the best interests of PERS. PERS also reserves the right to award a contract
based upon the written proposals received and without prior discussion or
negotiations.

Modifications
PERS may modify any part of the RFP, prior to the date fixed for submission of
final proposals, by issuance of an addendum to all participating parties. Addenda
will be numbered consecutively. Any ambiguity in this RFP shall be construed in
favor of PERS.

Questions about the RFP

All correspondence, inquiry, and communications regarding the RFP should be
directed to Judy Miller. Questions regarding the RFP should be forwarded to Judy
Miller, with the appropriate section, question, and page number. The deadline for
questions is April 27, 2026. Please note that PERS will compile questions from
candidate firms and release the corresponding answers from PERS.

Direct communications with other management, staff, Board, or elected officials
may be grounds for rejecting a proposal.

Acknowledgment of Amendments

Should an amendment to the RFP be issued, it will be posted on the PERS website
and the procurement portal in a manner that all bidders will be able to view.
Further, bidders shall acknowledge receipt of any amendment(s) to the solicitation
by signing and returning the amendment(s) with the bid package, identifying the
amendment number and date in the space provided on the bid form, or by email
or letter. PERS must receive the acknowledgment by the time and at the place
specified as the bid package submission deadline. Bidders are responsible for
monitoring PERS website for amendments to the RFP.

Request for Reconsideration of Terms

Any potential bidder has an opportunity to request that PERS reconsider the terms
of the solicitation. Any such request should be filed with Judy Miller within three (3)
business days following the release of the RFP. Failure to timely request
reconsideration results in waiver of any claim regarding the terms of the
solicitation.

Page 7 of 29

RESTRICTED CONFIDENTIAL INFORMATION

The information contained herein shall be used only for responding to this RFP and is not for general distribution.

PERS of Mississippi
Disability Determination and Disability Appeal Services Due Diligence Search

Li RFP Response Document
Please send your complete response via email - a PDF copy would be accepted.
The email subject line should be labeled "PERS Disability Determination and
Disability Appeal Services Proposal". Send the Response to arrive no later than
3:00 p.m. Central Time June 1, 2026.

M. Proposal Expenses
Expenses for the development and submission of proposals, including any
requested meetings, on-sites, and presentations, are the sole responsibility of the
Proposer.

N. Contract Term
The contract term and work schedule set out herein represent PERS' best estimate
of the schedule that will be followed. The total performance by the contracting firm
will be for 5 years from July 1, 2026, until June 30, 2031, with an option to extend
up to a 3-year period.

oO. Hours of Operation
The Public Employees' Retirement System's normal hours of operation are CDT
8:00 a.m. to 5:00 p.m. The communication between PERS and the vendor will not
be limited by these hours of operation but used as a baseline to expect more timely
responses during that period.

P. Authorized to do Business in the State
The contractor must be authorized to do business in Mississippi in accordance with
Mississippi Code Annotated Section 79-4-105.01.

ill. KEY ACTION DATES
Listed below are the important actions and corresponding final dates by which actions must be
taken or completed. If PERS decides to change a date for any reason, notification will be given.

Actions Dates

RFP Release April 13, 2026
RFP Questions Due Date April 27, 2026
RFP Questions Responses on PERS Website May 8, 2026
RFP Response Due Date/Deadline June 1, 2026

IV. SCOPE OF SERVICES

PERS is conducting a due diligence search and review of their disability determination and disability
appeal services. Interested bidders are allowed to submit responses to bid on all or one service.
Upon complete review of this RFP, please indicate in your proposal response which services your
company is bidding on as specified below:

All Services: Disability Determination and Disability Appeal Services
Disability Determination Services only
Disability Appeal Services only

Page 8 of 29

RESTRICTED CONFIDENTIAL INFORMATION
The information contained herein shall be used only for responding to this RFP and is not for general distribution.

PERS of Mississippi
Disability Determination and Disability Appeal Services Due Diligence Search

The Scope of Services listed below represents the best practices for services contemplated in this
RFP.

Responders to this RFP will provide a work plan that addresses these program and statutory
requirements.

V. IMPLEMENTATION REQUIREMENTS
PERS intends for the Contractor to lead the implementation process with a single project
manager and provide an account manager (single point of contact) once service begins.

During the implementation, the Contractor will work with PERS to review program details and
configure a web-based portal to manage communication and real-time status regarding claims.
The portal shall allow PERS the ability to request data to gain visibility regarding pending,
approved, denied, and closed disability claims. PERS will remain the system-of-record for
applicants. The Contractor's web-based portal will meet PERS technology and security
requirements (see Attachment C - Independent Medical Reviewer Cybersecurity & Privacy
Practices Questionnaire) and ensure HIPAA compliance.

Where paper forms are necessary, PERS intends for the Contractor to coordinate the

development of approved forms and documents with joint logos to make it clear to applicants that
the Contractor is working for PERS.

VI. ONGOING PROGRAM REQUIREMENTS

A. Minimum Qualifications
In order to provide defensible disability claim recommendations, it is critical that Contractor's
staff meet minimum requirements for education and training, work experience, medical
specializations, licenses, and credentials. Contractor must be able to provide documentation
of licensure and/or board certification of physicians and nurses.
Physicians must:
Be current non-restricted license or certification as a Medical Doctor for clinical practice
from a state in the United States
Be board certified by a medical specialty board approved by American Board of Medical
Specialties (ABMS)
* Have professional experience to include five (5) years' full-time experience providing
direct clinical care to patients
Nurses must have:
Unrestricted RN licensure, without sanctions, to practice in a state within the United
States
Abachelor's degree in nursing or health related field
Aminimum of five (5) years' clinical experience
Claims liaisons must have:
Minimum of three (3) years' experience in general or claims work in which telephone
communication was a primary responsibility
(C) Be proficient in MS Word and Excel
e Ahigh school diploma

Contractor will notify PERS, within five (5) business days of reassignment, extended absence or
termination, and proposed replacement of key Contractor personnel.
Page 9 of 29

RESTRICTED CONFIDENTIAL INFORMATION
The information contained herein shall be used only for responding to this RFP and is not for general distribution.

PERS of Mississippi
Disability Determination and Disability Appeal Services Due Diligence Search

B. Program workflow
These are the high-level requirements of the PERS disability review program:

1.

6.

7.

Application: PERS collects a disability application (packet) from applicants, completes an

audited estimate of benefits and uploads the packet and estimate to the Contractor's web-

based portal.

Outreach to applicants:

Within two (2) business days of receiving a benefit application and required claim
documentation (packet), the Contractor will make an initial outreach to the applicant to
describe the process, confirm contact information for provider(s), explain expected
timeframes, and confirm applicant and Contractor contact information.

Contractor will notify PERS if Contractor becomes aware of Applicant or Recipient
address and/or contact information changes.

Clinical triage:

Within 21 calendar days of receipt of application or request for assessment, the
Contractor will complete all outreach attempts to the applicant; attending physician(s);
ancillary care provider(s); and employer, if applicable. During the outreach attempts, if
information from the application or treating provider is vague or unclear, Contractor will
obtain this information and will outline to the applicant the need and timeline for receipt
of the needed additional information.

Contractor will triage (categorize/prioritize) the claim path

Disability claims categories and workflow:

Based on the disability claim category/priority (to be determined and finalized by
PERS and Contractor during implementation), the Contractor will establish the
appropriate review plan, including timelines for subsequent activities so that timeliness
of activity can be assessed.

Periodic reviews of continued eligibility:

PERS has the right to review benefit Recipients' disability status on a periodic basis,
typically on an annual basis or when the initial provider's information provides
guidance on when the disabling condition may change. The Periodic Review can also
be conducted to confirm continued treatment, typically on an annual basis. The
Periodic Review may include whatever clinical review activities are appropriate to the
Recipient's circumstance, including Medical and/or Vocational Assessments.

Contractor, when requested by PERS, will establish a follow-up plan for each
approved disability application and periodic review, including the frequency of
(annual for five years, every three years thereafter, or discontinued if circumstances
warrant), and nature of information required.

Escalations:

* Contractor will escalate cases of non-compliant applicants and non-compliant
recipients (undergoing a medical review) to PERS within one (1) business day of
non-compliance.

Changes in claim status:
* Contractor will notify PERS within one (1) business day of notification if there is a
change in the status of an Applicant or Recipient, by:
i, Death
ii, Return to work of any type (including volunteer work). Contractor will contact
PERS if it is discovered that the Applicant/Recipient has returned to work or
intends to return to work.
iii. Withdrawing claim

8. Contractor will prepare and provide quarterly reports of claim activity.

Page 10 of 29

RESTRICTED CONFIDENTIAL INFORMATION

The information contained herein shall be used only for responding to this RFP and is not for general distribution.