RFP-2026-01-4610 City of Baton Rouge Third Party Claims Administrator

REQUEST FOR PROPOSAL
City-Parish Third Party Claims Administrator
Solicitation No: 2026-01-4610
Proposal Opening Date: June 22, 2026
Proposal Opening Time: 2:00 pm CST
NOTE TO PROPOSERS:
1) Submit the separate set of Proposal Forms with all required
information as your Proposal.
2) Retain the complete set of Specifications and Contract Documents for
your file.
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TABLE OF CONTENTS
PART I ADMINISTRATIVE AND GENERAL
INFORMATION
1.1 Background ........................................................................ 5
1.1.1 Purpose ............................................................................. 5
1.1.2 Goals and Objectives ......................................................... 5
1.2 Definitions .......................................................................... 5
1.3 Schedule of Events .............................................................. 6
1.4 Proposal Submittal ............................................................... 6
1.5 Proposal Response Format .................................................... 7
1.5.1 Number of Response Copies ............................................... 10
1.5.2 Legibility/Clarity ................................................................ 10
1.6 Confidential Information, Trade Secrets, Proprietary Information .... 10
1.7 Proposal Clarifications Prior to Submittal .................................. 12
1.7.1 Proposal Inquiry Period ...................................................... 12
1.8 Errors and Omissions in Proposal ........................................... 13
1.9 RESERVED........................................................................ 13
1.10 RESERVED....................................................................... 13
1.11 Changes, Addenda, Withdrawals .......................................... 13
1.12 Withdrawal of Proposal ....................................................... 13
1.13 Material in the RFP ............................................................ 13
1.14 Waiver of Administrative Informalities ..................................... 14
1.15 Proposal Rejection ............................................................. 14
1.16 Ownership of Proposal ......................................................... 14
1.17 Cost of Offer Preparation ..................................................... 14
1.18 Nonnegotiable Contract Terms ............................................. 14
1.19 Taxes .............................................................................. 14
1.20 Proposal Validity .............................................................. 15
1.21 Prime Contractor Responsibilities .......................................... 15
1.21.1 Corporation Requirements................................................. 15
1.22 Use of Subcontractors ......................................................... 15
1.23 Written or Oral Discussions/Presentations ............................... 16
1.24 Acceptance of Proposal Content ........................................... 16
1.25 Evaluation and Selections .................................................... 16
1.26 Contract Negotiations ......................................................... 16
1.27 Contract Award and Negotiation ............................................ 16
1.28 Notice of Intent to Award ...................................................... 17
1.29 RESERVED ...................................................................... 17
1.30 Debriefings ....................................................................... 17
1.31 Insurance Requirements ...................................................... 17
1.32 Subcontractor Insurance ...................................................... 17
1.33 Contractor Provisions ......................................................... 18
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PART I ADMINISTRATIVE AND GENERAL
INFORMATION
1.33.1 Indemnification ............................................................................. 18
1.33.2 Payment for Services............................................................................. 18
1.33.3 Termination of This Agreement for Cause .......................................... 18
1.33.4 Termination of This Agreement for Convenience ................................. 19
1.33.5 Termination of This Agreement for Lack of Appropriated Funds.............. 19
1.33.6 Assignment .................................................................................. 20
1.33.7 No Guarantee of Quantities................................................................. 20
1.33.8 Audit of Records ........................................................................... 20
1.33.9 Civil Rights Compliance ................................................................. 20
1.33.10 Record Retention ........................................................................ 21
1.33.11 Record Ownership ....................................................................... 21
1.33.12 Content of Contract/Order of Preference .......................................... 21
1.33.13 Contract Changes..................................................................... 21
1.33.14 End of Contract Transition............................................................ 21
1.33.15 Substitution of Personnel .................................................................. 22
1.34 Governing Law .................................................................................. 22
1.35 Claims or Controversies............ ....................................................... 22
PART II SCOPE OF SERVICES
2.1 Scope of Work / Services..................................................................... 24
2.2 Period of Agreement .......................................................................... 24
2.3 Price Schedule ................................................................................. 24
2.4 Deliverables ..................................................................................... 25
2.5 Location .......................................................................................... 25
2.6 Proposal Elements ............................................................................ 25
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PART III EVALUATION
3.1 Financial .......................................................................................... 28
3.2 Technical ...................................................................................... 28
3.3. Scoring............................................................................................. 29
ATTACHMENTS
ATTACHMENT A - SCOPE OF SERVICES ............................................... 31
ATTACHMENT B - PROPOSAL FORM .................................................... 36
ATTACHMENT B-1 - PRICING SCHEDULE.......................................................... 38
ATTACHMENT C - INSURANCE REQUIREMENTS ........................................ 39
ATTACHMENT D - SAMPLE CONTRACT ................................................... 40
ATTACHMENT E - STANDARD FEDERAL AWARD
CONTRACTOR TERMS AND CONDITIONS .................... 45
ATTACHMENT F - COMPLIANCE WITH THE
CODE OF FEDERAL REGULATIONS .............................. 52
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REQUEST FOR PROPOSAL
for
City-Parish Third Party Claims Administrator
PART I. ADMINISTRATIVE AND GENERAL INFORMATION
1.1 Background
The City of Baton Rouge is committed to fostering a workplace where employees feel
supported, valued, and able to thrive, we are seeking proposals from qualified third-party
medical claims administrators who share our dedication to employee well-being. At the same
time, we recognize our responsibility to steward public resources wisely, and therefore place
equal importance on cost-effective plan management, transparent reporting, and innovative
strategies that help contain rising healthcare expenses. Our goal is to partner with an
administrator who can deliver a seamless, compassionate experience for our workforce while
helping us maintain long-term financial sustainability for the community we serve.
1.1.1 Purpose
The purpose of this RFP is to identify a qualified third-party medical claims administrator
capable of delivering high-quality, employee-centered service while supporting the
municipality's commitment to responsible financial management.
1.1.2 Goals and Objectives
The City-Parish desires to obtain project management, grant management and
administrative related services.
1.2 Definitions
Shall - The term "shall" denotes mandatory requirements.
Must - The terms "must" denotes mandatory requirements.
May - The term "may" denotes an advisory or permissible action.
Should - The term "should" denote desirable.
Contractor - Any person having a contract with a governmental body.
Agency - Any department, commission, council, board, office, bureau, committee,
institution, agency, government, corporation, or another establishment of the City-
Parish authorized to participate in any contract resulting from this solicitation.
State - The State of Louisiana.
Department - Mayor's Office of Homeland Security and Emergency Preparedness
(MOHSEP).
Director - Director of Purchasing.
City-Parish - City of Baton Rouge-Parish of East Baton Rouge.
Discussions - For the purposes of this RFP presentation, a formal, structured means
of conducting written or oral communications/presentations with responsible
proposers who submit proposals in response to this RFP.
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1.3 Schedule of Events
Item Anticipated Schedule
RFP advertised in the newspaper and posted to
LaPAC and Central Bidding and Bids & Contracts. May 15, 2026
RFP emailed or mailed to prospective proposers.
Deadline to receive written inquiries June 5, 2026, 5:00 pm CST
Deadline to answer written inquiries June 16, 2026 5:00 pm CST
Proposal Opening Date
June 22, 2026, 2:00 pm CST
(deadline for submitting proposals)
Oral Presentations (If Needed) July 27, 2026
Anticipated Notice to Proceed September 1, 2026
Contract/Plan Year Effective Date January 1, 2027
NOTE: The City-Parish reserves the right to deviate from these dates.
1.4 Proposal Submittal
This RFP is available in PDF format or in printed form by submitting a written request
to the RFP Contact. (See Section 1.7.1 for this RFP contact)
All proposals shall be received by Purchasing no later than the date and time shown in
the Schedule of Events.
Important - - Clearly mark outside of the envelope, box, or package with the following
information and format:
Proposal Name: City-Parish Third Party Claims Administrator
Solicitation No: 2026-01-4610
Proposal Opening Date & Time: June 22, 2026, 2pm CST
Proposers are hereby advised that the U. S. Postal Service does not make deliveries to our
physical location.
Proposals may be delivered by hand or courier service to our physical location at:
City of Baton Rouge-Parish of East Baton Rouge
Purchasing Division
222 Saint Louis Street, Room 826
Baton Rouge, LA 70802
Or mailed to:
City of Baton Rouge-Parish of East Baton Rouge
Purchasing Division
222 Saint Louis Street, Room 826
Baton Rouge, LA 70802
Proposer is solely responsible for ensuring that its courier service provider makes inside
deliveries to our physical location. Purchasing is not responsible for any delays caused by
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the proposer's chosen means of proposal delivery.
Proposer is solely responsible for the timely delivery of its proposal. Failure to meet the
proposal's opening date and time shall result in rejection of the proposal.
PROPOSALS SHALL BE OPENED PUBLICLY AND ONLY PROPOSERS SUBMITTING
PROPOSALS SHALL BE IDENTIFIED ALOUD. PRICES, IF PROVIDED, SHALL NOT
BE READ.
1.5 Proposal Response Format
Proposals submitted for consideration should follow the format and order of
presentation described below:
A. Cover Letter: Containing summary of Proposer's ability to perform the services
described in the RFP and confirms that Proposer is willing to perform those services
and enter into a contract with the City-Parish. By signing the letter and/or the
proposal, the proposer certifies compliance with the authority required in accordance
with Louisiana law. The person signing the proposal must be:
* A current corporate officer, partnership member, or other individual specifically
authorized to submit a proposal as reflected in the appropriate records on file
with the secretary of state; or
* An individual authorized to bind the company as reflected by a corporate
resolution, certificate or affidavit; or
* Other documents indicating authority which are acceptable to the public entity.
Proposers should exhibit their understanding and approach to the project and
address how each element will be accomplished.
The cover letter should also:
* Identify the submitting Proposer;
* Identify the name, title, address, telephone number, fax number, and email
address of each person authorized by the Proposer to contractually obligate the
Proposer;
* Identify the name, address, telephone number, fax number, and email address
of the
contact person for technical and contractual clarifications throughout the
evaluation
period.
* A declarative statement as to whether the Submitter or any member of the
Submitter's Team has an open dispute with the City or Parish or is involved
in any litigation associated with work in progress or completed in to the private
and public sector during the past five (5) years.
B. Table of Contents: Organized in the order cited in the format contained herein.
C. Proposer Qualifications and Experience: History and background of Proposer with
related services to government entities, inside the state and outside, financial
strength and stability, existing customer satisfaction, demonstrated volume of
merchants, etc.
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D. Organizational Structure: The Submitter's Organizational Structure Section of the
Proposal
should include:
* The Submitter's Organizational Chart either graphically or in narrative format.
The Organizational Chart and narrative should provide a description of the
Submitters' views on how it will organizationally complete the scope of the
proposed contract, as well as depict the relationships and reporting structure
of its key personnel.
* The names of proposed personnel for each major function on the chart.
* Details of the qualifications of proposed personnel for each major function on
the chart.
* Noting that following completion of negotiations with the City/Parish, the
Submitter may not change any of the key members, without the written
consent of the City/Parish.
* Team Qualifications:
o Submitters must provide that it has the personnel with experience,
capabilities, and expertise in:
Contracts of similar scope.
Any and all other matters that will establish ability to perform
the scope of work and meet the evaluation criteria of this RFP.
Prior Contracts: Submitter shall provide a list of the five (5) largest current
projects the firm has under contract, (under contract negotiations, or projects that
the firm has recently been selected for by other Federal, State or Parish agencies)
that are being (or will be) performed by the consultant. Required information must
include: (a) name and location of project, including name of client, contact person
and their telephone number; (b) brief description of type and extent of services
provided for each project; (c) the contract fee; (d) the current status of the project;
and (e) the estimated completion date of the contract.
E. RFP Compliance: Illustrating and describing compliance with the RFP requirements.
F. Project Schedule: Detailed schedule of implementation plan for preliminary work
and full project implementation. This schedule is to include implementation actions,
timelines, responsible parties, etc.
G. Financial Proposal: Proposer's fees and other costs, if any, shall be submitted. This
financial proposal shall include any and all costs the Contractor wishes to have
considered in the contractual arrangement with the City-Parish.
H. Veteran and Hudson Initiative Programs Participation
The State of Louisiana Veteran and Hudson Initiatives are designed to provide
additional opportunities for Louisiana-based small entrepreneurships (sometimes
referred to as LaVet's and SE's respectively) to participate in contracting and
procurement with the State. A certified Veteran-Owned and Service-Connected
Disabled Veteran-Owned small entrepreneurship (LaVet) and a Louisiana Initiative
for Small Entrepreneurships (Hudson Initiative) small entrepreneurship are
businesses that have been certified by the Louisiana Department of Economic
Development.
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All eligible vendors are encouraged to become certified. Qualification requirements
and online certification are available at: Department of Economic Development. All
eligible vendors are encouraged to become certified. Qualification requirements and
online certification are available at:
https://smallbiz.louisianaeconomicdevelopment.com.
If a Proposer is not a certified small entrepreneurship as described herein, but plans
to use certified small entrepreneurship(s), Proposer shall include in their proposal
the names of their certified Veteran Initiative or Hudson Initiative small
entrepreneurship subcontractor(s), a description of the work each will perform, and
the dollar value of each subcontract.
During the term of the contract and at expiration, the Contractor will also be required
to report Veteran-Owned and Service-Connected Disabled Veteran-Owned and
Hudson Initiative small entrepreneurship subcontractor or distributor participation
and the dollar amount of each.
In RFP's requiring the compliance of a good faith subcontracting plan, the City-
Parish may require Proposers to submit information on their business relationships
and arrangements with certified LaVet or Hudson Initiative subcontractors at the time
of proposal review. Agreements between a Proposer and a certified LaVet or
Hudson Initiative subcontractor in which the certified LaVet or Hudson Initiative
subcontractor promises not to provide subcontracting quotations to other Proposers
shall be prohibited.
If performing its evaluation of proposals, the City-Parish reserves the right to require
a non-certified Proposer to provide documentation and information supporting a
good faith subcontracting plan. Such proof may include contracts between Proposer
and certified Veteran Initiative and/or Hudson Initiative subcontractor(s).
If a contract is awarded to a Proposer who proposed a good faith subcontracting
plan, City-Parish may audit Contractor to determine whether Contractor has
complied in good faith with its subcontracting plan. The Contractor must be able to
provide supporting documentation (i.e., phone logs, fax transmittals, letter, emails)
to demonstrate its good faith subcontracting plan was followed. If it is determined at
any time by the City-Parish that the Contractor did not in fact perform in good faith
its subcontracting plan, the contract award or the existing contract may be
terminated. The statutes (La. R.S. 39:2171 et. seq.) concerning the Veteran Initiative
may be viewed at: http://www.legis.la.gov/Legis/Law.aspx?d=671504 that the
Contractor did not in fact perform in good faith its subcontracting plan, the contract
award or the existing contract may be terminated.
The statutes (La. R.S. 39:2171 et. seq.) concerning the Veteran Initiative may be viewed
at: http://www.legis.la.gov/Legis/Law.aspx?d=671504.
The statutes (La. R.S. 39:2001 et. seq.) concerning the Hudson Initiative may be viewed
at: http://www.legis.la.gov/Legis/Law.aspx?d=96265.
The rules for the Veteran Initiative (LAC 19:VII. Chapters 11 and 15) and for the Hudson
Initiative (LAC 19:VIII Chapters 11 and 13) may be viewed at:
http://www.doa.la.gov/pages/osp/se/secv.aspx
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A current list of certified Veteran-Owned and Service-Connected Disabled Veteran-Owned
and Hudson Initiative small entrepreneurships may be obtained from the Louisiana
Economic Development Certification System at:
https://smallbiz.louisianaeconomicdevelopment.com
Additionally, a list of Hudson and Veteran Initiative small entrepreneurships, which have
been certified by the Louisiana Department of Economic Development and who have
opted to register in the State of Louisiana LaGov Supplier Portal:
https://lagoverpvendor.doa.louisiana.gov/irj/portal/anonymous?guest_user=self_reg
This may be accessed from the State of Louisiana Procurement and Contract (LaPAC)
Network: https://wwwcfprd.doa.louisiana.gov/OSP/LaPAC/vendor/VndPubMain.cfm
When using this site, determine the search criteria (i.e. alphabetized list of all certified
vendors, by commodities, etc.) and select SmallE, VSE, or DVSE.
1.5.1 Number of Response Copies
Each Proposer shall submit one (1) signed Original response (clearly marked
"ORIGINAL") response. Seven (7) additional copies of the proposal should be
provided (clearly marked "COPY"), as well as one (1) redacted copy (clearly marked
"REDACTED"), if applicable (See Section 1.6. A USB flash drive must also be
provided.
1.5.2 Legibility/Clarity
Responses to the requirements of this RFP in the formats requested is desirable with
all questions answered in as much detail as practicable. The Proposer's response
shall demonstrate an understanding of the requirements. Proposals prepared simply
and economically, providing a straightforward, concise description of the Proposer's
ability to meet the requirements of the RFP is also desired. Each Proposer is solely
responsible for the accuracy and completeness of its proposal.
1.6 Confidential Information, Trade Secrets, and Proprietary Information
The designation of certain information as trade secrets and/or privileged or confidential
proprietary information shall only apply to the technical portion of your proposal. Your
cost proposal will not be considered confidential under any circumstance. Any proposal
copyrighted or marked as confidential or proprietary in its entirety may be rejected
without further consideration or recourse.
For the purposes of this procurement, the provisions of the Louisiana Public Records
Act (La. R.S.44.1 et. seq.) will be in effect. Pursuant to this Act, all proceedings, records,
contracts, and other public documents relating to this procurement shall be open to
public inspection. Proposers are reminded that while trade secrets and other proprietary
information they submit in conjunction with this procurement may not be subject to
public disclosure, protections must be claimed by the proposer at the time of submission
of its Technical Proposal. Proposers should refer to the Louisiana Public Records Act
for further clarification.
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