Bid Detail

20-138 - RFP for Injured on Duty Claims 3rd Party Admin & Accidental Disabilty Retirement

End date: Tuesday April 21, 2020 at 2 p.m.

Bid opening date is postponed until Tuesday, April 21, 2020 at 2:00PM (EST)

The City of Springfield requests proposals from qualified bidders for third-party administration of both current and new injured on duty and accidental disability retirement claims for fire and police personnel subject to M.G.L. Chapter 41, Sections 100 and 111F and Chapter 32 Accidental Disability Retirement. The contract will be for a one (1) year term. The City reserves the right to renew the contract on a yearly basis for up to two (2) additional years. The City reserves the right to terminate this contract upon a written sixty (60) day notice.


Injured On Duty and Accidental Disability Retirement Claims Administration and Case Management Services

Injured on duty (IOD) third-party administration (TPA) services shall consist of claims administration, claims monitoring, and 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; verification of all medical billings and determination of state authorized rate for payments, including public safety personnel granted accidental disability retirement (ADR);processing of approved payments to medical providers; timely follow-up with doctors and claimants and investigation of cases, when necessary, to reduce exposure and cost; recommendations of appropriate salary status for final decision by the City. Administration may also include incorporation of nursing or other professional medical services to provide advice and assist in case management.

The service provider will maintain frequent personal contact via telephone, fax and meetings with the Human Resources & Labor Relations Director, City Solicitor, and the Police and Fire Commissioners and/or their designees as needed to coordinate all information, actions, and decisions, including weekly site visits with the Commissioners and/or their designees.

Loss reports for Police and Fire Departments will be issued monthly on claims activity or more frequently if required by the City. The loss report will include information such as claimant’s name, and date of injury/illness, type of injury/illness, nature of the incident, determine if an OSHA recordable work-related injury/illness and document accordingly, medical costs to date, and date of next medical appointment and reason for it.

The report will also include actual payments for salary, if such information is so provided by City. The service provider shall conduct analysis of open claims and loss activity, with findings presented to the Human Resources & Labor Relations Director, City Solicitor, and respective Police and Fire Commissioners, and/or their designees at least monthly or more frequently if required by the City, including collecting, recording and maintaining the reporting information for affected departments’ OSHA Forms 300 and 300A and produce them as needed in a format acceptable to the City and U.S. Department of Labor and Massachusetts Department of Labor Standards. These services shall be provided for all covered public safety employees, as described under “Background Information”.

Bidder must have at least five (5) years of experience in administering and resolving injured on duty and accidental disability retirement claims for fire and police personnel subject to M.G.L. Chapter 41, Sections 100 and 111F and Chapter 32 Accidental Disability Retirement, or public sector employees under M.G.L. Ch. 152.

Bidder must document the type of computerized file system and established procedures to monitor and ensure that injured on duty claims, medical bills, and reports are reviewed and processed in a timely, accurate and thorough manner.

Bidder must have capability of providing claims management representatives who shall be assigned to the City’s injured on duty cases, and who have at least five (5) or more years of experience in providing hands-on injury claims administration and case management to Massachusetts public sector clients to and through a final conclusion. Submit resumes of said representatives with proposal.

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 7 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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