Third Party Administration Firefighter's Workman's Compensation Claims Services

The City of Orlando’s Procurement and Contracts Division, is soliciting proposals from interested and qualified Proposers to provide Third-Party Administration of Firefighters’ Worker Compensation Claims.

Background

1. This RFP is being issued by the City of Orlando (the “City”) whereas the City currently utilizes the services of a Third-Party Administrator (“TPA”) for the purposes of adjusting workers' compensation claims for the City’s self-insured sworn firefighters within the City’s Fire Department. The successful proposer will assume handling of all prior claims from the City’s Fire Department as well as new claims.
2. Pharmacy Benefit Management (PBM) shall be incorporated into the proposal's responsive documents. The current PBM is Mitchell Pharmacy Solutions, and the current PBM is self performed by the current TPA.
3. Preferred Provider Organization (PPO) is self performed by the current TPA.
4. TPA services for other City employees are not within the scope of this RFP.
5. The City currently utilizes the TPA services of  CorVel Corporation for sworn firefighters within the City’s Fire Department. The City’s current Contract with CorVel Corporation is expiring. Therefore, the City is seeking proposals from qualified and professional claim administration companies.
6. The City’s Fire Department currently has five hundred and eighty-four (584) sworn firefighters.
7. Ten Year Historical Claims Data: Ten (10) years of historical sworn firefighters’ workers compensation claims data is provided in Exhibit “Two” of this RFP.
8. There are 1 to 2 Utilization Review and 1 to 2 Field Case Management referrals per year.
9. The City’s Risk Management Division
   1. The City’s Risk Management Division, under the Risk Management Division Manager, oversees the activities of TPA.
   2. A Risk Management Committee, comprised of five (5) senior City officials, meets monthly to review and approve all claim settlements of $25,000 or greater.
10. First Report of Injury (FROI) Dedicated Injury/Exposure Hotline: The City currently utilizes AdventHealth to accept 24 hours a day Workers Compensation First Report of injury/illness via the City employee calling a dedicated injury/exposure hotline that takes the First Report of Injury (FROI) from either the employee or the supervisor.  Risk Management and the Third-Party Administrator will then receive an email with the FROI and a likely referral to an Advent health facility for initial treatment. Currently, the City intents to continue to use AdventHealth for claims reporting for completion of the FROI and triage/treatment.
11. Self-Insurance Program Background: The City has been self-insured since 1983 and has utilized TPA services for the City’s sworn firefighters since 2010. The City’s formal risk management and self-insurance program is comprised of several important components, including:
    1. Claims Management/Loss Control Emphasis:
       1. The City’s elected officials and top management teams have a long-standing commitment to a sound risk management program with special emphasis on claims management and loss prevention/reduction. The Risk Management Division provides administration and oversight of the claims adjusting function. Employees with the Risk Management Division perform safety audits and implement loss prevention programs, including loss prevention training for the City.
       2. Through September 30, 2020, the City currently had excess carrier coverage that covered all City self-insured programs. As of October 1, 2020, the City no longer has excess carrier coverage over worker’s compensation claims.
       3. There are currently eighty-seven (87) claims and approximately half of those are indemnity claims.
       4. There are currently six (6) sworn firefighter claims that are piercing the excess carrier’s coverage.

2. 2. Risk Management Committee: This Committee is charged with responsibility for, and guidance of, the self-insurance program.  The Committee is comprised of high-level administrative executives who are uniquely familiar with, and committed to, the goals of the program. This Committee is also responsible for the review and approval of all settlements greater than $25,000.
   3. Light Duty Program: The City has an aggressive light duty program and most employees can be temporarily placed in sedentary positions.

Project Details

• Reference ID: RFP26-0265
• Department: Risk Management
• Department Head: Raymond Scullian (Risk Division Manager)

Important Dates

• Pre-Proposal Meeting: 2026-04-03T15:00:25.355Z — JOIN THE VIRTUAL PRE-PROPOSAL CONFERENCE. Online: https://teams.microsoft.com/meet/23115738960794?p=6X23LjrPCCkvgc8wRj Or, call into the virtual meeting by dialing this phone number: +1 321-247-7568 Once dialed-in and prompted, enter the Conference ID: 231 157 389 607 94 Passcode: Zu6Du7VH

Addenda

• Addendum #1 (released 2026-04-17T18:42:43.955Z) —

  RFP26-0265 Addendum 1

Evaluation Criteria

• Proposer’s Experience, Staff Experience and Financial Stability (28 pts) —

  The evaluation will include, but will not be limited to, responses provided in Attachment “D” - References; and evaluation of the information submitted in response to Attachment "G" - Firm's Experience, Size, and Financial Stability.

• Claims Services and Information Services (30 pts) —

  The evaluation will include, but will not be limited to, evaluation of Proposer’s submittal; evaluation of the information submitted in response to Attachment “H” - Claims Services; and Attachment “I” - Information Services.

• Price Proposal (40 pts) —

  The evaluation will include, but will not be limited to, evaluation of the pricing information submitted in Attachment “J” - Price Proposal.

• Veteran Business Enterprise participation in subcontracts (2 pts) —

  This criteria will include, but will not be limited to, evaluation of the information submitted in response to Attachment “F" - Veteran Business Enterprise

Submission Requirements

• ADDENDUM RECEIPT VERIFICATION (required) —

  Respondents must acknowledge all issued addenda by confirming below. Failure to acknowledge may result in a non-responsive submittal.

  The failure of a Respondent to submit/confirm acknowledgment of any addenda that affects price(s), is considered a major irregularity and will be cause for rejection of the Submittal.

  The undersigned acknowledges receipt of all issued addenda:

• CERTIFICATION REGARDING PROHIBITION AGAINST CONTRACTING WITH SCRUTINIZED COMPANIES (required) —

  I hereby certify that neither the undersigned entity, nor any of its wholly owned subsidiaries, majority-owned subsidiaries, parent companies, or affiliates of such entities or business associations, that exists for the purpose of making profit have been placed on the Scrutinized Companies that Boycott Israel List created pursuant to s. 215.4725 of the Florida Statutes, or are engaged in a boycott of Israel.

  In addition, if this solicitation is for a contract for goods or services of one million dollars or more, I hereby certify that neither the undersigned entity, nor any of its wholly owned subsidiaries, majority-owned subsidiaries, parent companies, or affiliates of such entities or business associations, that exists for the purpose of making profit are on the Scrutinized Companies with Activities in Sudan List or the Scrutinized Companies with Activities in the Iran Terrorism Sectors List, created pursuant to s. 215.473 of the Florida Statutes, or are engaged in business operations in Cuba or Syria as defined in said statute.

  I understand and agree that the City may immediately terminate any contract resulting from this solicitation upon written notice if the undersigned entity (or any of those related entities of respondent as defined above by Florida law) are found to have submitted a false certification or any of the following occur with respect to the company or a related entity: (i) it has been placed on the Scrutinized Companies that Boycott Israel List, or is engaged in a boycott of Israel, or (ii) for any contract for goods or services of one million dollars or more, it has been placed on the Scrutinized Companies with Activities in Sudan List or the Scrutinized Companies with Activities in the Iran Terrorism Sectors List, or it is found to have been engaged in business operations in Cuba or Syria.

• Proposer's Certification Form (required) —

  Please download the below document, complete, sign, notarize, and upload.

• Conflict of Interest Disclosure Form (required) —

  Please download the below document, complete, sign, and upload.

• Confidential and/or Proprietary Information Exemption Form (required) —

  Please download the document below, complete, and upload.

• References Form (required) —

  Please download the document below, complete, and upload.

• Human Trafficking Affidavit (required) —

  The Vendor hereby represents, warrants, and certifies that Vendor does not use coercion for labor or services as defined in Section 787.06, Florida Statutes.

  A completed Human Trafficking Affidavit should be included with your Submittal. A contract shall not be awarded to a Respondent who does not submit the form at the time of submittal or within seven (7) days of the date the City requests the form be submitted, if a Respondent fails to return the form with its response. 

  Please download the Human Trafficking Affidavit below, complete, sign, notarize, and upload. 

• Veteran Business Enterprise Participation Form (required) —

  Please download the document below, complete, and upload.

• Attachment G - Firm's Experience, Size and Financial Stability (required) —

  Please download the below documents, complete, and upload in MS Word document file type (docx).

• Attachment H - Claims Services (required) —

  Please download the below documents, complete, and upload in MS Word document file type (docx).

• Attachment I - Information Systems (required) —

  Please download the below documents, complete, and upload in MS Word document file type (docx).

• Attachment J - Price Proposal (required) —

  Please download the below documents, complete, and upload in MS Word document file type (docx).

• Pre-Proposal Meeting Attendance Form —

  Please download the below documents, complete, and upload.

• W-9 Form (required) —

  Upload signed copy of Respondent's most current W-9 .

• Proof of Insurance (required) —

  Upload copy of Respondent's Certificate of Insurance.

• Please upload your complete Request for Proposal through the City's e-Procurement Portal (required) —

  Respondents are solely responsible for ensuring that their submittals are complete, uploaded, and submitted in the City's e-Procurement Portal by the due date and time.

• Brief description of services to be provided (required)
• Pre-Proposal Meeting (required)
• Would you like to include the Pre-Proposal Meeting Attendance Form? (required)
• Would you like to include the Pre-Proposal Meeting Attendance Form? (required)
• Is this a One-Time Purchase? (required) —

  If not, you will be prompted to enter contract terms.

• Initial Term (required) —

  It is the intent of the City to award a Contract for a ________ (__) year term

• Renewals (required) —

  The Contract may, by mutual assent of the parties, be renewed for _______ (__) additional _______ (__) month periods

• Total Term (required) —

  up to a cumulative total of ____________months.

• Does "Mandatory Minimum Qualifications" apply? (required) —

  THIS SECTION IS TO BE USED SPARINGLY. PRIOR APPROVAL OF THE CPO IS REQUIRED.

• Do you want to Include Contract Sales Report Language? (required)
• Is this project Federally funded? (required)
• Attaching a Contract to this RFP? (required)
• Are you including a separate Pricing Proposal attachment? (required) —

  Note: If using OpenGov's pricing proposal (built-in), respond "NO"

  If using a separate pricing proposal attachment, respond "YES"