Participant Accident Coverage for Intercollegiate Athletics

Return this SIGNED form to:
Louisiana Tech University
Office of Purchasing
PO Box 3157
208 Keeny Circle, RM 408
INVITATION TO BID
Ruston, Louisiana 71272
DO NOT SHIP BASED UPON THIS BID
Bid Number: 50012-656-27 Bid Title: Participant Accident Coverage for Intercollegiate Athletics
Bid Schedule:
Pre-Bid Conference: Bidder agrees to comply with all
conditions below and attached to this
N/A
request.
Bid Submission Deadline / Opening: Prices are to be complete and the
FOB point is to be Louisiana Tech
July 23, 2026 @ 2:00 PM
University unless otherwise specified.
Bidder Information: (Bidder to provide all required information)
(Full Company Name)
(Full Street or Mailing Address)
(City) (State) (Zip)
(Phone) (Email) (Fax)
(Company Quote Number if Applicable)
PRICES MUST BE FIRM FOR AT LEAST 30 DAYS FROM BID OPENING DATE
FAILURE TO SIGN BELOW IN INK SHALL DISQUALIFY BID
Typed or Printed Name / Title Authorized Signature
The Louisiana Tech University Office of Purchasing is seeking SEALED BIDS for the following:
Participant Accident Coverage for Intercollegiate Athletics
* This solicitation will result in the issuance of a purchase order covering the timeframe August 1, 2026 to June 30, 2027 with the option to
renew for two (2) additional one (1) year period if both parties mutually agree *
** Vendors are REQUIRED to submit a bid bond for this solicitation in the amount of five (5) percent of $500,000.00 ($25,000.00). This Bid
Bond shall be included in the same envelope as the vendor's bid response. Failure to include the required bid bond will cause the vendor's
bid to be deemed as non-responsive **
**See Attached Bid Specifications for additional details**
ALL BIDS MUST BE RETURNED TO THE LOUISIANA TECH UNIVERSITY OFFICE OF PURCHASING VIA MAIL OR IN PERSON.
The Bidder is solely responsible for ensuring that its courier service provider makes inside deliveries to our physical location. Louisiana Tech
University is not responsible for any delays caused by the bidder's chosen means of delivery.
For questions regarding specifications, please contact the Office of Purchasing at 318-257-4205 or purchasing@latech.edu. Please ensure that
the above bid number appears on all communications.
IMPORTANT: If bidding other than requested brand and product number (or style), enclose sufficient literature to determine compliance with specifications. Failure to comply with this
request may eliminate your bid from consideration. Any manufacturer's names, trade names, brand names, or catalog numbers used in the specifications are for the purpose of describing
and establishing general quality levels. Such references are not intended to be restrictive. Bids will be considered for any brand which meets or exceeds the quality of the specifications
listed for any items.
PUR2627028 Rev. 06/08/2026

The Louisiana Tech University Office of Purchasing is now accepting Sealed Bid solicitations for Participant Accident
Coverage for Intercollegiate Athletics.
Solicitation Timeline:
June 17, 2026 - Initial posting of the solicitation
July 1, 2026 @ 5:00 PM - Deadline for submission of questions to the University
July 9, 2026 @ 5:00 PM - Deadline for answers to submitted questions to be posted as an addendum
July 23, 2026 @ 2:00 PM - Deadline to receive sealed bids and bid opening
The University is seeking bids from qualified firms for the purpose of establishing a multi-component agreement for
insurance coverage for its student-athletes. This solicitation will be awarded to a single vendor based upon the aggregate
overall lowest, responsive vendor's pricing of both components.
- Component #1: Secondary Insurance for all student-athletes on an aggregate deductible platform.
- Component #2: International Student-Athlete Health Insurance
This solicitation will result in the issuance of a purchase order covering the time frame August 1, 2026 to June 30, 2026,
with the option to renew the agreement for two (2) additional one (1) year periods if both parties mutually agree.
Louisiana Tech University is a state-sponsored university offering degrees at the Associates, Bachelors, and Graduate levels.
The student population comes from across the United States and approximately 68 foreign countries. The total enrollment
for the University is approximately 12,000 students, which includes approximately 500 International Students. Of these
International Students, 40 were student-athletes.
The University maintains relationships with local and area medical providers. Those providers currently include but are
not limited to:
- Northern Louisiana Medical Center
- Allegiance Medical (formerly Green Clinic)
- Orthopaedic and Spine Clinic of Louisiana
- Willis-Knighten
- Oral Surgery Associates
- Farrar Endodontics
- Haik Humble Eye Center
- Legacy Outpatient Therapy Services
- Ruston Apothecare
Individual Components:
Component #1: Secondary Insurance
The purpose of this component is to establish an agreement for claims processing of and for participant accident coverage
for Intercollegiate Athletics using the aggregate deductible plan, in addition to claims processing of and for non-athletic
related expenses that the University desires to pay for. The non-athletic related expenses would not be applied to the
aggregate deductible. The process would generally follow this sequence, a provider billing a student-athlete's primary
insurance which is processed and payment sent to the healthcare provider, who in turn will forward the balance along with
the primary Explanation of Benefits to the awarded vendor. In the event a student-athlete doesn't have primary, the said
participant accident coverage will roll up to cover the primary and secondary portions of the bill in question. These claims
will be paid from the University's self-funded portion of the plan.
Attachment A - Louisiana Tech University Academic Calendar 2026-2027
PUR2627028 Rev. 06/08/2026

Attachment B - Brochure from current Intercollegiate Athletics Component #1 plan
Attachment C - Louisiana Tech University Athlete Medical Referral Form
Attachment D - Claims History by Year Reports
Attachment E - Intercollegiate Athletics Sports Census
Component #2: International Student-Athlete Health Insurance
Louisiana Tech University has recently rebid and awarded to Academic HealthPlans Inc. The agreement with Academic
HealthPlans Inc. is to provide health insurance coverage for the University's international students, however, the current
agreement does not provide coverage for student-athletes involved in Intercollegiate Athletics. The University's
Intercollegiate Athletics Department does provide insurance coverage for athletic related injuries to its international
student-athletes. Information related to the current coverage is available in attachments to this solicitation.
Attachment A - Louisiana Tech University Academic Calendar 2026-2027
Attachment F - Brochure from current Intercollegiate Athletics Component #2 plan
Attachment G - Enrolled students by country 2025-2026
Eligibility and Coverage Period:
Component #1:
This agreement period shall cover the time frame August 1, 2026 to June 30, 2027. The benefit period shall be one hundred
and four (104) weeks from the date of injury provided on the accident claim form. The benefit period shall survive the
agreement if the agreement expires or is terminated prior to the conclusion of the benefit period.
Coverage shall remain in effect for the applicable week or month even though a student-athlete may leave the University,
the University isn't in session or hasn't begun. Intercollegiate student-athletes will traditionally be enrolled as a full-time
student during the Fall, Winter, and Spring academic periods (quarters). However, coverage shall be extended into the
Summer term / months when the student is engaged in NCAA defined athletic activity. The policy shall have no gaps in
coverage regardless of the University's academic calendar.
Component #2:
It is the policy of Louisiana Tech University that all students, who meet one of the following conditions, are required to
have health insurance coverage while they are engaged in full time educational activities.
- The student is a non-immigrant foreign national with a valid passport from their home country.
- The student has been issued a I-20 Certificate of Eligibility by Louisiana Tech University
- The student has been granted F-1 student status by the United States Citizenship and Immigration Services (USCIS)
- The student is a registered for classes at Louisiana Tech University
- The student is an exchange visitor (and their dependents) who have been issued a DS 2023 by the University
Hard waivers will be granted to students who have provided proof of insurance through their parents, government, or
other extenuating circumstances. A qualified student under the policy will be covered in any country outside of their
country of citizenship and / or usual domicile.
The policy shall also include F-1 students in the following categories:
- F-1 students on a 12-month Optional Practical Training
- F-1 students on a 24-month STEM extension work period
The agreement period shall mirror as stated in previous sections of this solicitation. A person who is eligible for coverage
shall become an Insured Certificate Holder on the effective dates specified by the policy holder. Coverage shall be in effect
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twelve (12) months out of the year. Coverage shall remain in effect for an applicable academic term even though a student
may leave school, unless the insured student enter military service, in which coverage would terminate upon entrance.
Students who institutionally withdraw (formerly resignation) after the premium is paid will be fully covered for the
remainder of the academic term (quarter). Should a student institutionally withdraw (formerly resignation) from the
University while a claim is pending, the coverage shall continue until payment of the maximum amount applicable or until
the student is fully recovered, whichever comes first.
ID Cards and Claims Handling Procedure:
Prior to the start of the effective date of the policy, the Awarded Vendor shall provide health insurance identification cards
/ referral forms to give to medical providers prior to rendering services. These cards / referral forms shall include the
University's name, the name and address of the Insurance Company, the insurance policy number, and the telephone
number of the policy provider to be accessed by the health care providers.
Prior to the beginning of the effective date of coverage, the Awarded Vendor / Insurance Company shall provide claim
forms that will be completed by the University's Sports Medicine staff. The Insurance Company must agree to make a good
faith effort to process completed claim forms quickly and efficiently. The claim form shall be simple and easy to complete.
The Insurance Company must accept bills and statement forms generated by hospitals, clinics, and attending physicians as
supporting documentation. The Awarded Vendor shall provide a toll-free number and have claims representatives
available twenty-four (24) hours per day, seven (7) days per week.
Administrative Procedures:
The Awarded Vendor shall be a licensed agent / broker in the State of Louisiana for the Insurance Company represented
and must provide evidence of an A or better rating in the A.M. Best rating. The Vendor shall also submit a list of references
/ other division one universities to whom the vendor has provided medical insurance services. This shall also include a
length of service provided.
The Vendor shall also provide a narrative as to their experiences with medical provider discounts in cities where the Sunbelt
Conference teams reside. These locations currently include Boone, NC, Conway, SC, Statesboro, GA, Atlanta, GA,
Harrisonburg, VA, Huntington, WV, Norfolk, VA, Jonesboro, AR, Lafayette, LA, Mobile, AL, Hattiesburg, MS, Troy, AL, and
Monroe, LA.
The Vendor / Insurance Company must be able to demonstrate its experience in finding cost savings and negotiating lower
rates for medical services such as diagnostic imaging, surgery / hospital expenses, and physician fees, etc. The Awarded
Vendor / Insurance Company will provide samples of these negotiated contracts. Louisiana Tech University does have
professional services contracts for medical / dental / vision services with providers that will continue to be honored. A
current listing of those providers is listed earlier in this solicitation.
The Vendor / Insurance Company must provide any special agreements that are in place with specialist surgeons across
the country. The Awarded Vendor / Insurance Company shall provide details regarding the availability of these special
agreements to the University and its student-athletes.
The Vendor / Insurance Company must provide a description of how their policy would handle durable medical equipment
(DME) and medical services that are standard practice in sports medicine but deemed 'experimental' by commercial
insurance companies. Examples of these DME and medical services include but are not limited to: core muscle (sports
hernia) repair, compression devices such as Game Ready and Recovery Pump, platelet-rich plasma (PRP) injections, stem
cell injections, autologous chondrocyte (carticel) implantation, and fracture healing / bone stimulation devices.
PUR2627028 Rev. 06/08/2026

The Vendor / Insurance Company (for Component #1 only) shall provide a quote for the administrative fee to handle
sickness and non-athletic related claims and expenses that the University, at its discretion, wishes to pay. The Vendor /
Insurance Company shall also provide a description of these services and the communications between the University and
the Vendor / Insurance Company and the medical provider.
The Vendor / Insurance Company must submit evidence of net worth to be able to meet the requirements of the plan
outlined. The Vendor / Insurance Company shall post a surety (bid) bond in an amount sufficient to guarantee payment of
all reasonable anticipated claims. Failure to provide this surety (bid) bond will result in the vendor's bid being deemed as
non-responsive.
The Awarded Vendor / Insurance Company shall provide, at least monthly, a claims report upon request. The report shall
include the amount being claimed by each student-athlete, grand total of amount claimed, and grand total of payments
made; all itemized by medical provider. The report shall show total premiums received, and the total benefits paid, by
month and cumulatively for the year. Sample copies of a 'Monthly Claims Report' must accompany the bid.
The Vendor / Insurance Company shall state the average time a claim is paid to a provider and the claim given a clean claim
submittal.
The Vendor / Insurance Company must possess a client portal which includes secure communication and file submission.
Screenshots or temporary access must be provided so that the following can be evaluated:
- HIPPA compliant system that provides real time claims status
- Provide electronic Explanation of Benefits / real time reporting including Date of Service, payment type, check
number (if applicable), check date (if applicable), amount paid, and additional billing details deemed necessary
- Ability to communicate via an encrypted email system
- Enforce SSL encryption of all communications. Files must be secure in transit using no less than 128-bit encryption
using standard industry protocols
The Vendor / Insurance Company will provide any details of all past or pending litigation or claims filed against the company
that would negatively impact the Vendor's / Insurance Company's performance or the University's reputation.
The policy must meet any and all USCIS or State Department requirements that pertain to student visa holders and
exchange visitor visa holders, including medical evacuation and repatriation benefits (Component #2 only).
Payment of Premium:
Component #1:
At the beginning of each fiscal year, the Awarded Vendor / Insurance Company will provide the University with an invoice
for the administrative fees and policy premiums, additionally a separate invoice for a set dollar amount for the self-funded
claims balance. The self-funded balance will be reviewed each quarter to determine if and when additional funding is
needed. The University will remit payment to the Awarded Vendor / Insurance Company for these balances.
Component #2:
At the beginning of each fiscal year, the University will provide the Awarded Vendor / Insurance Company with a list that
includes the following; additions and subtractions will be permitted between quarterly billing cycles.
- Name of student-athlete
- Campus identification number
The University will remit a premium payment quarterly with the list of covered international intercollegiate student-
athletes.
PUR2627028 Rev. 06/08/2026

Benefit Plans:
Component #1
The medical plans must contain the following minimum provisions:
Accident Medical Expense Benefit $90,000.00 (NCAA Requirement)
Aggregate Deductible Amount To be determined based upon loss history
Deductible Amount $0.00
Usual, Customary, & Reasonable Yes
Benefit Period 104 weeks (from the date of injury)
Full Excess Benefits Yes
Accident Death and Dismemberment Indemnity $10,000.00
Accident Death and Dismemberment Aggregate $500,000.00
Dental Treatment Due to Covered Injury No limit to max
Physiotherapy Benefit No limit to max
Durable Medical Equipment Benefit No limit to max
Outpatient Prescriptions Benefit No limit to max
HMO / PPO Denial Benefit Yes
Expanded Medical Benefit Yes
Heart and Circulatory Benefit Yes
Re-Aggravation of Pre-existing Condition Benefit Yes
Guests and Recruits Benefit Yes
(including Men's and Women's Basketball PSA's)
Component #2:
The medical plans must contain the following minimum provisions:
- No overall maximum dollar limit
- Deductible:
There should be a deductible of not more than $1,000.00 per each accident or illness for an Insured Certificate
Holder, depending on network benefits.
- Medical Benefits:
Subject to exclusions, limitations, and all other provisions of the policy, benefits are to cover at minimum of
$100,000.00 per accident or illness.
- Medical Evacuation Benefits:
The policy will cover up to a maximum benefit of no more than $50,000.00 charges of air evacuation of the injured
or sick Insured Certificate Holder to the individual's home country or country of regular domicile or to another
medical facility, provided the air evacuation (a) is upon the recommendation and agreement of the attending
licensed physician (b) results from a covered injury or sickness, and (c) does not occur prior to the benefit approval.
- Repatriation:
The policy will cover up to a maximum benefit of $25,000.00 reasonable expenses which are incurred in connection
with the cremation or preparation and transportation of the body of a deceased Insured Certificate Holder to the
individual's place of residence in the individual's home country provided the individual's death occurred outside
of his or her home country.
PUR2627028 Rev. 06/08/2026

- Intercollegiate Athletics:
The policy will cover up to a minimum benefit of $10,000.00 per each athletic related injury during the benefit
period.
- Pregnancy Benefit:
Covered expenses for pregnancy will be payable on the same basis as covered expenses for any other sickness
with respect to an Insured Certificate Holder.
- Newborn Infants:
A newborn infant of an Insured Certificate Holder will automatically be an Insured Individual from the moment of
his or her birth for period of time as deemed in the policy.
- Physiotherapy Expenses:
Covered expenses in connection with physiotherapy which are incurred while not confined in a hospital and which
are billed by a doctor or physiotherapist are permitted to be included. The physiotherapy benefit per calendar
year will be nor more than $8,000.00 per individual policy holder.
Exclusions:
Vendor / Insurance Company shall submit all exclusions defined by your policy.
Terms and Conditions:
Louisiana Tech University reserves the right to withdraw this solicitation at any time and for any reason. Receipt of proposal
materials by the University or submission of a proposal to the University confers no rights upon the proposer nor obligates
the University in any manner. Louisiana Tech University reserves the right to authenticate any and all information
contained in the bid or each respective insurance company. Louisiana Tech University reserves the right to authenticate
any and all information contained in the bid or each prospective Vendor / Insurance Company. The University intends to
award this solicitation to a single vendor based upon the aggregate overall lowest, responsive pricing of both components
added together. The total for Component #1 will be the result of the total of the Administrative Fees added to the
Aggregated Deductible added to the Stop Loss Premium. The total for Component #2 will be the result of the total of the
per term premium for the three age groups requested.
Questions and Inquiries:
The University has established a deadline for prospective vendors to submit written questions / inquiries regarding this
solicitation. All questions / inquiries shall be submitted via email to the Office of Purchasing at purchasing@latech.edu
PRIOR to July 1, 2026 @ 5:00 PM CST. Prospective vendors shall include the solicitation number in the subject line of all
email communications with the Office of Purchasing. Questions / inquiries not received via email or after the stated
deadline will not be addressed or answered. The University will provide answers to these questions / inquiries on or before
July 10, 2026 @ 5:00 PM CST via addendum.
Blackout Period:
Once this solicitation is posted and publicly available, prospective vendors are not allowed to communicate with
Intercollegiate Athletics personnel regarding this solicitation. All questions / inquiries shall be routed through the Office
of Purchasing via email to purchasing@latech.edu.
PUR2627028 Rev. 06/08/2026

Submission of Bids:
Prospective vendors shall submit their bid physically to the Office of Purchasing prior to July 23, 2026 at 2:00 PM CST. The
submission can be delivered by courier service provider or hand delivered by the prospective vendor. The Bidder is solely
responsible for ensuring that its courier service provider makes inside deliveries to our physical location. Louisiana Tech
University is not responsible for any delays caused by the bidder's chosen means of delivery. Bids received after the date
and time indicated above will not be opened and cannot be evaluated.
Agreement Changes:
No additional changes, enhancements, or modifications to any agreement resulting from this solicitation shall be made
without the prior approval of Louisiana Tech University and the Awarded Vendor / Insurance Company. Changes to the
agreement include any change in compensation, beginning / ending date of the agreement, scope of work, and / or
Awarded Vendor / Insurance Company change through Assignment of Contract process. Any such changes, once approved,
will result in the issuance of an amendment or change order to the agreement. Agreement changes may only be made
after the first year of the agreement.
Any changes to the stop loss premium rates must be based upon loss experience and cannot exceed the change in the
Medical Care portion of the Consumer Price Index. Written notice of intention by the Underwriter to extend the agreement
for an additional year and to adjust stop loss premium rates for the next policy year shall be given to the University in
writing by May 1st of that year.
Agreement Termination:
Louisiana Tech University reserves the right to terminate this agreement at any time for cause based upong the failure of
the Awarded Vendor / Insurance Company to comply with its terms and / or conditions of the agreement or failure to fulfill
its performance obligations pursuant to the agreement, provided that Louisiana Tech University shall give the Awarded
Vendor / Insurance Company written notice specifying the Awarded Vendor's / Insurance Company's failure. If within
thirty (30) days after receipt of such notice, the Awarded Vendor / Insurance Company has not corrected such failure or in
the case of failure which cannot be corrected in thirty (30) days, begun correction, then the University may, at is option,
place the Awarded Vendor / Insurance Company in default and the agreement shall terminate on the date specified in
such notice.
Remedies for Default:
Any claim or controversy arising from this contract shall be resolved by the provisions of LA RS 39:1524 through 39:1526.
Indemnification:
The Awarded Vendor / Insurance Company agrees to indemnify and hold the University harmless from any and all claims,
demands, liabilities, lawsuits, or damages in any way arising out of based upon the activities or omissions of the Awarded
Vendor / Insurance Company, under this Agreement, including without limitations claims for refund of fees. The University
agrees to indemnify and hold the Awarded Vendor / Insurance Company harmless from any and all claims, demands,
liabilities, lawsuits, or damages in any way arising out of or based upon the activities or omissions of the University's
personnel.
Auditors:
It is hereby agreed that the University's Auditor, the Louisiana Legislative Auditor and / or the Office of the Governor,
Division of Administration Auditors of Louisiana shall have the option of auditing all accounts of the Awarded Vendor /
Insurance Company which relate to this contract.
Proposal Submission Requirements:
PUR2627028 Rev. 06/08/2026

Vendors are to include one (1) original, signed and two (2) copies of their submission in a sealed envelope, mailer, or box.
The Vendor shall place this solicitation's number, name, and the Vendor name prominently on the outside of the envelope,
mailer, or box. Proposals shall be delivered physically delivered to the Office of Purchasing at the address below before
2:00 PM CST on July 23, 2026.
Louisiana Tech University
Office of Purchasing
PO Box 3157 (USPS)
208 Keeny Circle, RM 408 (all other delivery services)
Ruston, LA 71272
Response Requirements:
The following items must be included in the prospective vendor's submission to the University.
- Cover Letter - letter summarizing response signed by an authorized representative of the company
- Table of Contents
- Company Background and Other Information - provide a narrative of background information on your company,
including a statement clarifying whether the proposer is a sole proprietor, a partnership, a corporation, or other
legal entity, evidence of net worth,
- Plan Description - provide a description of the proposed plan
- Premium - provide a statement of the premiums for the proposed plan for the coverage period
- Exclusions - Describe exclusions as defined by your policy
- References - Submit information to document successful and reliable experience and service, including reference
information. Each proposer must furnish a list of a minimum of five (5) clients currently being provided student-
athlete and international student health insurance services
- Organizational Chart - provide an organizational chart showing the staffing and lines of authority for key personnel
to be used
- Supporting Documents - documentation not included elsewhere including but not limited to, Power of Attorney
certifying agent's authority to bind the proposer if response is submitted by an agent, a statement that the proper
is authorized to do business in the State of Louisiana and has properly registered and licensed to do so.
- Complete Bid Form for Pricing Page
- Completed Insurance Company Declarations Page
- Sample Monthly Claims Report
- Client portal screenshots or temporary access for evaluation of services
- Details of past or pending litigation or claims filed against the Vendor / Insurance Company that would negatively
impact the Vendor's / Insurance Company's performance or the University's reputation, if applicable
Vendors shall complete all pages of this Invitation to Bid, including the printed name and signature of the person
submitting the quotation and pricing on the Schedule of Items page. Bid received without this information shall be
deemed as non-responsive. Vendors are encouraged to include their own quote for an explanation of your proposed
system, BUT this vendor quote shall not be a substitute for this completed Invitation to Bid Form.
Bid Response Form for Pricing page 10
Bid Number: 50012-656-27 Bid Title: Participant Accident Coverage for Intercollegiate Athletics
Vendors shall complete all pages of this Invitation to Bid, including the printed name and signature of the person submitting the proposal and pricing on the Bid Response Form for Pricing.
Bids received without this information shall be deemed as non-responsive.
PUR2627028 Rev. 06/08/2026

Coverage Component Cost
Component #1 (Administrative Fees must be consistent for all groups without age limits)
Student-Athlete Only
Administrative Fees (per year) _______________________
Aggregate Deductible (per year) _______________________
Stop Loss Premium (per year) _______________________
Indicate maximum number of students above pricing covers _______________________
Component #2
International Student-Athlete Only
Age 22 and under (per academic term) _______________________
Age 23 to 26 (per academic term) _______________________
Age 27 to 30 (per academic term) _______________________
Vendor Name: Date:
* Each individual component may be awarded separately or may be awarded in total, whichever is in
the best interest of the University. The total for Component #1 will be the result of the total of the
Administrative Fees added to the Aggregated Deductible added to the Stop Loss Premium. The total
for Component #2 will be the result of the total of the per term premium for the three age groups
requested *
PUR2627028 Rev. 06/08/2026