25036 - Third Party Administrator Services for Property & Casualty...

Agency:	Tulsa Public Schools
State:	Oklahoma
Type of Government:	State & Local
NAICS Category:	524210 - Insurance Agencies and Brokerages 524298 - All Other Insurance Related Activities 541611 - Administrative Management and General Management Consulting Services
Posted Date:	Mar 11, 2025
Due Date:	Mar 28, 2025
Original Source:	Please Login to View Page
Contact information:	Please Login to View Page
Bid Documents:	Please Login to View Page

Attachment Preview

February 25, 2025

Request for Proposal # 25036

THIRD PARTY ADMINISTRATOR SERVICES FOR PROPERTY &

CASUALTY INSURANCE CLAIMS

Tulsa Public Schools is inviting proposals for claims administration services in accordance with

the terms and conditions detailed herein.

Proposals will be accepted until 11:00 a.m. on March 28, 2025 Proposals received after this

time will not be accepted. One electronic copy of your proposal must be submitted. No award

will be made until the Tulsa Public Schools Committee has had sufficient time to evaluate the

proposals. Tulsa Public Schools reserves the right to contract in the best interest of the District.

Responses must be mailed to the address below by the acceptance date and time.

Ms. Rachael Vejraska

Tulsa Public Schools

3027 South New Haven, Room 527

Tulsa, Oklahoma 74114

Inquiries for information regarding procurement procedures, proposal submission requirements,

or other fiscal/administrative concerns shall be directed to my office at RFP@tulsaschools.org

Thank you for your participation.

Rachael Vejraska

Director of Solicitation Management

Request for Proposal # 25036

THIRD PARTY ADMINISTRATOR SERVICES FOR PROPERTY &

CASUALTY INSURANCE CLAIMS

1. PURPOSE: Tulsa Public Schools (“TPS”, the “District”) seeks proposals from firms

engaged in providing third party administration services for its property and casualty insurance

claims.

2. BACKGROUND: TPS is the largest school district in Oklahoma. The district contributes

significantly to the economic base of the area, employing over 5,520 employees. Approximately

33,572 students are enrolled in 77 elementary/Pre-K schools, middle and junior high schools

and senior high schools as well as over 46 Career and Technology Education programs around

the district.

3. CURRENT PROGRAM: Our current third party administrator is Davie’s Group; formerly

Alternative Service Concepts (ASC). Additional information including loss history may be

requested at by emailing RFP@tulsaschools.org

4. CONTRACT PERIOD: The period of performance for services received subject to this

solicitation and any resulting contract shall be as agreed and negotiated. Offeror's proposed

insurance contracts will be effective at 12:00 a.m. on July 1, 2025. The contract will provide for,

at the option of TPS, renewal for four (4) successive one-year periods. Offerors must indicate

any proposed escalation to proposal prices for renewals for:

Year two (2026-27)

Year three (2027-28)

Year four (2028-29)

Year five (2029-30)

5. CONTRACT ADMINISTRATOR: This individual shall serve as the monitor of the

conditions of the contract and shall work directly with the contractor on a regular basis in

scheduling and coordinating performance of services, answering technical questions in

connection with the scope of work, and providing general direction under the resulting contract.

The following individual is identified to use all powers under the contract to enforce its faithful

performance for TPS: Mr. Robert Gallant, Staff Attorney.

6. QUESTIONS REGARDING THE RFP: Email any questions pertaining to this RFP to

Purchasing@tulsaschools.org by 4:00 on March 28, 2025. Be sure to include a return phone

number and specifically reference the section of the RFP in question. All questions must be

submitted in writing. Questions and answers will be distributed to all suppliers solicited in order

to avoid any unfair advantage. These guidelines for communications have been established to

ensure a fair and equitable evaluation process for all respondents. Any attempt to bypass the

above lines of communication may be perceived as establishing an unfair or biased process and

could lead to your disqualification as a potential supplier.

7. OFFEROR QUALIFICATIONS FOR PROVIDING TPA SERVICES FOR PROPERTY

AND CASUALTY INSURANCE CLAIMS:

a) Describe Your Service Team – Dedicated or limited designated adjuster team. Prefer

adjuster(s) with at least 5 years’ experience and/or significant public school experience.

b) What is Your Industry Experience – Describe company experience, industry specific

and state specific experience as well as all anticipated designated adjusters’ years of

experience?

c) Use of Best Practices – Briefly describe your company’s best practices. What internal

controls are used to ensure that claims are managed and processed from first notice to

the conclusion of the process in a timely and efficient manner that either meets or

exceeds industry and/or company standards and best practices?

d) Procedures & Performance - How does your company ensure that these best practices

are met? What if any incentives to employ best practices are provided to individuals

and/or teams? Will individuals’ performance be measured on their adherence to the

company’s best practices? As a team? As an individual? If scored, please provide the

proposed designated adjuster scores. Do you have an active internal audit process that

is intended to determine if individuals/teams are consistently meeting best practice

standards? If yes, please describe. What is the process to report an incident where best

practices are not achieved? Are files audited from every adjuster? How often are audits

performed?

e) Per Adjuster Claim Capacity – What is your current per adjuster claim capacity?

Please describe how your company will strive to maintain this service level or any

objections.

f) Adjuster Training – Adjusters must comply with Oklahoma licensure training

requirements. Please advise what types of training they attend to ensure they maintain

up to date Oklahoma claim skills. Does your TPA offer internal training? Does your TPA

also offer training modules, seminars, or online training to District employees who are

involved with claim files as well?

g) Claim Management – Please describe how claims are managed with their Plan of

Action (POA) for both short term and long term goals? Are the POA’s visible on the Risk

Management Information System (RMIS) system? Are they specific with details action

steps? Can you provide an example?

h) Adjuster Resources & Support– What resources are available to your adjusters? Do

you have cross-training capacity and is that made transpearant to your clients?

i) Supervision – Who supervises the adjuster staff? What is their role? Do they have a

case load as well?

j) Claim Reviews – The District would prefer quarterly on-sight claim reviews. Are you

able to provide this? If not, please describe any objections or alternatives.

k) Communication with Claimant – Please provide a copy of the questionnaire used to

triage and identify a problematic claim? Is this questionnaire used for all claims or just

certain claims? Can this questionnaire be adapted to the Districts specific needs? How

and by what process does the adjuster identify claims which need further input to avoid

adverse claim development? Does the adjuster have the authority for assigning claim

interventions? If not, describe the approval process and timeline to achieve approval?

l) Claim Reporting – What are the claim reporting options available? By phone, fax or

online? Does the company use its own claim reporting / management system or does it

purchase a system from a vendor? Please identify the system used and a brief list of its

capabilities. Is there a charge for a limited number of approved District employees to

obtain access to the system? Is the company willing to set up automatically generated,

on-demand claim reports? Is there an additional charge for this service?

m) Reports - Is the company willing to set up automatically generated, on-demand claim

reports? To assist the district in its ongoing effort identifying risks and tracking claims by

types and frequency, can you develop and provide customized current and historical

claims reports focused on specific types of claims defined by the District, including but

not limited to, the amounts expended for legal fees and settlements? Is there an

additional charge for this service?

PROPOSAL PREPARATION AND SUBMISSION: Proposals should be as

thorough and detailed as possible so that TPS may properly evaluate the Offeror’s capabilities

to provide the required services. To submit a complete proposal, return this Request for

Proposal document with all attachments filled out as required and signed along with proposal

information organized into the following sections and appropriately indexed/labeled.

 Proposal Section 1, Qualifications of Offeror/Organization

A. QUALIFICATIONS A brief narrative explaining offeror’s professional qualifications

and ability to perform TPA services, acknowledging each item as outlined in Section 7 of

this RFP.

B. SERVICES AVAILABLE

• In-house services available locally at no additional cost.

• In-house services available locally at additional cost (include the estimated annual

and/or hourly rate)

C. OTHER INFORMATION:

•

Provide any other information you feel makes your firm stand out among others

in its ability to provide TPA services to the District. Please refrain from making broad

generalizations regarding the parent corporation and concentrate on the talent that

would be directly involved in providing TPA services.

 Proposal Section 2, Questionnaire. Claims Administrator Questionnaire (Attachment

A).

 Proposal Section 3, Price Proposal - Indicate any available compensation options

separately.

 Proposal Section 4, References (Attachment B), Certificate of Nondiscrimination

(Attachment C), Felony Affidavit (Attachment D), and Validation (Attachment E)

MUST be completed and signed. The original documents must be included with the

proposal at the time of submission.

9. EVALUATION OF PROPOSAL: Proposals will be evaluated using some and/or

all of the following criteria:

25 Points-

15 Points-

20 Points-

15Points-

Price

Professional qualifications, specialized experience and technical

competence, service support capabilities of administrator

Administrator's references from previous or current clients of comparable

size to the District

Ability to meet or exceed the specifications and standards of the RFP.

Completeness of response.

10. ORAL PRESENTATIONS: Offerors who submit a proposal in response to this RFP may

be invited to interview to discuss elements of their proposal to TPS. This provides an

opportunity for the Offeror to clarify or elaborate on the proposal. This is a fact finding and

explanation session only and does not include negotiation. The Purchasing Director will

schedule the time and location of these presentations. Conference calls and/or oral

presentations are strictly an option of TPS and may or may not be conducted.

11. AWARD: Selection shall be made of one or more offeror(s) deemed to be fully qualified

and best suited among those submitting proposals on the basis of the valuation of factors

identified above. Negotiations shall be conducted with the offeror(s) so selected. The District

shall select the offeror which, in its opinion, has made the best proposal, and shall award the

contract to that offeror.

It is the intent of the District to engage a single offeror; however, TPS reserves the right to

award claims administration services, separately if deemed to be in the best interests of the

District.

11.1 It is the intention of the District to determine contract award(s) no later than

June 2020.

11.2 TPS may cancel this RFP, reject proposals or any portion thereof at any time

prior to an award, and is not required to furnish a statement of the reason why a

particular proposal was not deemed to be the most advantageous. Should the District

determine in writing and in its sole discretion that only one offeror is fully qualified, or that

one offeror is clearly more highly qualified than the others under consideration, a

contract may be negotiated and awarded to that offeror.

12.

TERMS AND CONDITIONS

12.1 DOWNLOADED RFP’S: An Internet link will be provided to Respondents who have provided e-mail

addresses to the Purchasing Department staff responsible for the specific solicitation. This RFP,

accompanying exhibits/attachments, and any addenda are available for download from the web at

https://www.tulsaschools.org/connect-with-us/partner-with-us/purchase-bids.. Respondents are responsible

for checking the web site for clarifications and/or addenda. Failure to obtain clarifications and/or addenda

from the web site shall not relieve such Respondents from considering addenda, if any, in preparing

responses. Note that there may be multiple clarifications and/or addenda. Any harm to a respondent

resulting from such failure shall not be grounds for a protest against award(s) made under this RFP.

12.2 APPLICABLE LAWS AND COURTS: This solicitation and any resulting contract shall be governed

in all respects by the laws of the State of Oklahoma. The contractor shall comply with applicable federal,

state and local laws and regulations.

12.3 RIGHT TO REJECT: TPS reserves the right to reject any or all proposals. In addition, Offerors

should recognize the right of TPS to reject a proposal if they fail to submit the data required in the RFP, or if

the proposal is in any way incomplete.

12.4 ETHICS IN PUBLIC CONTRACTING: By submitting their proposals, Offerors certify that their

proposals are made without collusion or fraud and that they have not offered or received any kickbacks or

inducements from any other Offeror, supplier, manufacturer or subcontractor in connection with their

proposal, and that they have not conferred on any public employee having official responsibility for this

procurement transaction any payment, loan, subscription, advance, deposit of money, services or anything

of more than nominal value, present or promised unless consideration of substantially equal or greater value

was exchanged.

12.5 MANDATORY USE OF FORM AND MODIFICATION OF TERMS AND CONDITIONS: Failure to

submit a proposal in the official form provided for that purpose may be cause for rejection. Return of the

complete document is required. Modification of or additions to the General Terms and Conditions of this

solicitation may be cause for rejection; however, the Director of Materials Management reserves the right to

decide, on a case basis, in his/her sole discretion, whether to reject such a proposal.

12.6 CONTRACT PROVISIONS BY REFERENCE: It is mutually agreed by and between TPS and the

Offeror that the District’s acceptance of the Offeror’s proposal by the issuance of a purchase order shall

This page summarizes the opportunity, including an overview and a preview of the attached documents.

RFP Number	25036
Issue Date	2-25-2025
Due Date	3-28-2025 4 p.m.
Documents	RFP Addendum 1

25036 - Third Party Administrator Services for Property & Casualty Insurance Claims [Due: 3-28-2025 ]

Attachment Preview

Sign-up for a Free Trial, Government Bid Alerts

See Also