Bid Detail

24-205 - RFP: 3RD Party Administration of Worker's Compensation and Accidental Disability Retirement Medical

The City of Springfield requests proposals from qualified bidders to administer all aspects of its workers’ compensation obligations under M.G.L. Chapter 152 for all its past, current and new cases and matters pertaining to medical services under M.G.L. Chapter 32 section 7 Accidental Disability Retirement (ADR), except for providing the services of an attorney to represent the City.
Bidders may submit proposals for Third Party Administration (TPA) to oversee the City’s self-insurance status. The selected Contractor will hold its bid annual price as outlined in its price proposal for three (3) consecutive years commencing on the date the contract goes into effect and terminates three (3) years from the date said contract commenced.
The initial contract will be for one (1) year in duration and shall commence upon the signing of the contract by the Mayor. The City reserves the right to renew the contract on a yearly basis for up to two (2) additional years.

In order to ensure the Contractor’s administration of the City’s workers’ compensation is consistent with applicable statutes and regulations and performed in accordance with the contractual agreement, the City reserves the right to conduct a comprehensive audit of claim files, payment records, and the like at any time. The bidder’s submission of a proposal in response to the

Request for Proposals (RFP) shall constitute acceptance by the bidder of terms and conditions of this RFP, terms of which shall be incorporated by reference in any contract executed pursuant to this RFP. The City reserves the right to negotiate with the Contractor relative to its fee if the City experiences a significant reduction in employees as outlined in this RFP or accidental disability retirement medical services administration in conjunction with the City’s contract.

On Monday, May 13, 2024 the RFP will be made available to interested parties who submit a request to the Springfield Chief Procurement Officer, Lauren Stabilo at the email addresses listed in section below. Each request must: (i) be in writing; and (ii) state to whom and at what address the documents requested are to be delivered. Email: lstabilo@springfieldCityhall.com or request through City webpage at www.springfield-ma.gov

Questions. regarding this RFP, if any, must be delivered in writing via e-mail only. Due no later than close of business on Monday, May 20, 2024to:
Lauren Stabilo - Chief Procurement Officer
lstabilo@springfieldCityhall.com

Addenda. All questions properly submitted to the City will be responded to no later than close of business on Wednesday, May 22, 2024 in the form of an addendum. Responses will be sent via an email and copied to all potential respondents that have requested a copy of this RFP through the Procurement Office.

Third-party administration services by the Contractor shall consist of claims administration, claims monitoring, medical case management, utilization review (UR) according to 452 CMR 6.0 et al, vocational rehabilitation case management, and medical case management to and through resolution of all active past, current and future claims and cases. The services shall include: receipt, processing, filing and maintenance of all claim-related forms, reports and notices as required by state law for controlling losses; utilization review (UR) and verification of all medical services billings, including medications and durable medical equipment, and determination of lowest state authorized rate for payments by the Contractor on behalf of the City, including claimants granted accidental disability retirement (ADR); timely follow-up with licensed health care professionals and claimants and investigation of cases, when necessary, to reduce exposure and cost; management of return to work and modified work programs; vocational rehabilitation case management; and recommendations of appropriate claimant’s earning capacity status for final decision by the City. Administration should also include the incorporation of the appropriate number of nurse case managers to effectively provide assistance in monitoring injured employees’ medical care and treatment and to issue basic reports to claims handlers assigned to the City account, the Human Resources and Labor Relations Department (HRLRD) and affected department managers as outlined in this RFP.

Administration of claims by the Contractor shall include receipt, processing, filing, and maintenance of all relevant claims, all contact with claimant employees and their legal representatives, all parties involved in treatment and rehabilitation, potentially provide representation by a competent person at conciliations before the Department of Industrial Accidents (DIA). The administering Contractor must be capable of providing the City and, when and as required, the DIA or any other state agency, with timely and appropriate reports as required or requested by the City in a format and electronic media that are acceptable to the City.

The administering Contractor shall work with and report to the City’s HRLRD and shall cooperate with covered departments of the City in analyzing causes of accidents and their associated injuries and shall provide written loss control recommendations to the City in their efforts to reduce the number of accidents. The Contractor shall manage initiatives to return claimants to work or modified work. The Contractor shall cooperate with the City’s Law Department and any other party acting as a legal representative of the City.

The City of Springfield supports the goal of twenty percent minority and women participation in all contracts. No questions will be answered unless received by the Chief Procurement Officer at least 10 days prior to the expiration of the time set for submitting bids or proposals. The Chief Procurement Officer reserves the right to waive any informality in and to reject any or all bids if it is in the public interest to do so.

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