Active SLED Opportunity · ARIZONA · CITY OF PHOENIX
AI Summary
The City of Phoenix seeks a qualified firm to provide worker's compensation third-party administration claims management services under a five-year contract starting July 1, 2027. The RFP emphasizes experience, method of approach, and pricing.
The City of Phoenix invites sealed offers for worker's compensation third-party administration claims management services.
The Effective Date of this Agreement will be upon final signature and recording by the City Clerk’s department.
The Commencement Date of this Agreement will be [July 1, 2027, which is on or after the ordinance approved start date} or the Effective Date, whichever is later.
The term of this Agreement will be for five years, beginning on the Commencement Date, with no options to extend.
This solicitation is available through the City’s Procurement Portal. For technical support issues related to the City's Procurement Portal, Offeror may use the support bubble on the bottom right, or email procurement-support@opengov.com for any assistance. For other issues related to this solicitation please contact the procurement officer listed under Contact Information.
Notwithstanding the foregoing, this Agreement will terminate upon the earliest occurrence: by reaching the end of the term including any extensions exercised, or termination pursuant to the provisions of this Agreement.
Evaluation of the Method of Approach will be based on the Offeror’s demonstrated ability to meet the City’s project requirements, project implementation and the project schedule which demonstrates the ability to begin work quickly and ensure all Services will begin by July 1, 2027. Demonstrate the firm’s experience with implementation and managing worker’s compensation claims administration for both local and national customers (government agencies preferred but are not required). In addition, Offeror's answers to 'Section 3. Submittals, Subsection 3.2. Vendor Questionnaire, Items 11-20, and 23' will be considered in evaluating this criterion.
Evaluation of the firm's experience with implementation and managing worker’s compensation claims administration for both local and national customers and describe overall project experience with other clients of similar scope and size to the City of Phoenix. Offeror must provide a narrative for each requirement and complete the attachments with corresponding information applicable to each section. In addition, Offeror's answers to 'Section 3. Submittals, Subsection 3.2. Vendor Questionnaire, Items 7-10, 21 and 22' will be considered in evaluating this criterion.
______% - 30 days or 0% – 45 days
If none is specified, the City will default to 0% - net 45 days.
Please download the below documents, complete, and upload.
The qualified and responsive Offeror must meet all minimum qualifications listed below. Should an Offeror fail to meet one of the minimum qualifications identified, the Offer will be disqualified as non-responsive. The Offer must:
A. Have been in operation a minimum of ten (10) years.
B. Have a minim of ten (10) years' experience providing Worker's Compensation Third Party Claims Management Services listed in this solicitation.
C. Shall be licensed to conduct business and licensed to adjust workers' compensation claims in the State of Arizona and approved as a Third Party Administrator (TPA) by the Industrial Commission of Arizona by July 1, 2025.
Please download the below documents, complete, sign, and upload.
Failure to submit a signed Offer Page will deem your offer non-responsive and result in disqualification from further consideration.
The cover letter shall provide a brief overview of the firm's history. Describe your organization, including such information as when it was organized, when it began operations, provide a description of all of the services provided by your firm and how many consecutive years the Offeror has been providing Worker's Compensation TPA claims Management Services as described in this Solicitation.
Provide "an overview" of the services offered in your proposal. The detailed description of the offerings shall be included below in the Method of Approach section.
A. Solicitation Point of Contact: Primary contact for questions and any all matters related to this solicitation. Name, Title, Phone Number, Email, and Mailing address.
B. Contract Point of Contact: Primary contact who will have day-to-day responsibilities for working with the City. Name, Title, Phone Number, Email, and Mailing address.
Please provide a full contact name, telephone number, alternate contact, and their phone number.
Resumes shall reflect relevant experience and qualifications for the Services as outlined in this Solicitation. For each Key Personnel identified, provide the following:
I. Name
II. Length of employment with the company
III. Proposed percentage of overall time to be dedicated to the resulting agreement
IV. Brief summary of each individual's:
I. Provide the staff name(s) who will serve as the City’s primary point of contact during negotiations and during the contract period. Provide the name, title, telephone number, and email address.
II. Identify the customer service on-site resources.
III. Provide a list of subcontractors that will be used to provide the services outlined in the solicitation and describe the services contracted to other providers. Describe any agreements to pay commissions or other forms of compensation to those firms.
City’s Project Requirements:
Provide a narrative describing the services you offer and your ability to comply with the City’s requirements in EXHIBIT A -- SCOPE OF WORK, including a detailed description demonstrating your understanding of the requirements.
Claim Eligibility and Processing
Provide samples of correspondence / forms that would be provided to injured employees.
Describe the fiscal accounting practices and budgetary controls that your firm will use to ensure the responsible use and management of contract funds and accurate invoicing. Describe how costs incurred under this contract will be appropriately accounted for to ensure that only applicable contract services expenses will be billed to the City. State your firm’s fiscal reporting and monitoring capabilities (i.e. spread sheets, automated fiscal reports, quality controls, checks and balances) to ensure that contract funds are managed responsibly. Describe the procedures that your firm will take to ensure that the City receives satisfactory products and services, striving to provide the best value at the lowest price.
Contractor must provide the following information relating to any ”cloud” solution that hosts City data outside the City’s network, or transmits and/or receives City data:
Provide a detailed description of your Pre & Post Project Implementation Plan with a description of all critical milestones with corresponding dates, include key milestones to outline all activities pre-implementation and post-implementation. To include but not be limited to: kick-off, data migration, identification of detailed pre/post implementation activities, training plan and final acceptance. Clearly describe how you will ensure services will begin timely effective July 1, 2027.
Note: The project schedule will be finalized following the contract award. The City reserves the right to make adjustments as deemed appropriate for a successful implementation.
Provide an Organizational chart for the proposed Implementation Team who will be working on the City’s account. Please identify key personnel by name, title, location and contract role(s). For each proposed team member, include proposed staffing for the City (role, % dedication and start and end date) that you believe will be necessary to support each project team’s work during this project phase.
Provide an Organizational chart for the proposed Account/Operations Management Team who will be working on the City’s account. Clearly identify who is the designated City Account Manager and identify Supervisory staff members who will supervise City designated staff members. Please identify key personnel by name, title, work location, contract role, % dedication, and start and end date, that you believe will be necessary to support each project team’s work during the term of the Agreement.
Contractor shall provide a copy of their "Best Practices" in the form of a workflow diagram outlining workers' compensation claims handling procedures, including administrative support, mailroom, intake, claims and medical management process, bill processing, and recoveries.
NOTE: Submission of Exceptions must comply with the requirements listed in RFP section 1.6 Instructions, subsection 1.6.2.
This section only applies if the Offeror identifies some of the Offeror’s information as Confidential and/or Proprietary. Only documents which the Offeror identifies as Confidential and/or Proprietary should be included in this section. PLEASE do not identify every page as Confidential and/or Proprietary.
This version of your Offer will be used in case of a Public Records Request. The City of Phoenix complies with Arizona Public Record Law and the redacted version will be made available if requested.
Please download the below documents, complete, sign, and upload.
Failure to submit a signed Heat Safety Compliance will deem your offer non-responsive and result in disqualification from further consideration.
Please download the below documents, complete, sign, and upload.
Failure to submit the signed FTA - Federal Certifications may deem your offer non-responsive and result in disqualification from further consideration.
Please download the below documents, complete, and upload.
Please download the below documents, complete, and upload.
Submittals that do not have these forms completed and signed, including the supporting documentation required by EO2-300, may be deemed non-responsive. A non-responsive submittal may be disqualified from further evaluation.
Submit a letter from a licensed bonding or insurance agency stating that the Offeror can qualify for and procure the performance bond and/or payment surety in accordance with RFP Section I, Paragraph 1.6.19 Statement of Bonding Ability.
Contractor certifies that they have provided Worker's Compensation TPA Claims Management Services. Please provide references for clients for whom you have provided similar services as described in the solicitation. Please download the reference form, complete it entirely, and upload.
Please download the below documents, complete, sign, and upload.
Failure to submit a signed Certification Regarding Debarment, Suspension, and Other Ineligibility and Voluntary Exclusion will deem your offer non-responsive and result in disqualification from further consideration.
Note: Please upload a PDF of the "entire" Offeror's submittal excluding price.
Please download the below documents, complete, sign, and upload.
Failure to submit a signed Sensitive Security Information Acknowledgement Form may deem your offer non-responsive and result in disqualification from further consideration
Please download the below documents, complete, sign, and upload.
Failure to submit a signed Conflict of Interest and Transparency form will deem your offer non-responsive and result in disqualification from further consideration.
Failure to submit all required signed documents may deem our offer non-responsive and result in disqualification from further consideration.
Select from one of the following Department Names to insert department-specific provisions and/or attachments.
Enter the description of the procurement here in lowercase.
Enter the contract term in lowercase.
Examples:
five-year contract (strongly recommended)
three-year term, with two option years
one-time purchase
Enter the contract start date (on or about).
Example: March 1, 2023
Selecting "Yes" will insert the Delivery provision into the Instructions section.
Delivery
Delivery is an important consideration and will be a factor in determining the award. A delivery time after receipt of order (ARO) must be stated in definite terms. Should there be variations in delivery times by item, the submittal should be clear concerning these variations.
Selecting "Yes" will insert the Pre-Award Qualifications provision into the Instructions section.
Enter the number of years an Offeror must have been in operation.
Selecting "Yes" will insert the Site Inspection provision into the Instructions section.
Select if appropriate.
Discuss with your supervisor and attorney the standard bonds for your scope. It may depend on the cost and type of project as to whether bonds are advisable.
Enter the Performance Bond percentage or dollar amount.
Example: 10% or $1,000.00
Enter the Solicitation Bond percentage.
Example: 10%
Enter the number of days the Payment Bond is required after notice award.
Example: 7
Enter the number of days the City will retain a surety if submitted in a form other than a bond.
Example: 7
This is a list of the Special Terms and Conditions sections available to add to a document. Select all that are applicable.
Please review the selected subsections in detail to ensure that they are relevant to this document. Several areas have options which are dependent on the scope.
Allow adequate time for an attorney to address potential legal issues, of any, including redlines if you wish to change or insert any language.
Select the option(s) appropriate for this document.
Enter the destination address(es) where delivery should be made.
Example: 251 W Washington St, Flr 8, Phoenix, AZ 85003
Enter the delivery timeframe (hours range).
Example: between the hours of 8:00 a.m. and 2:00 p.m.
Enter the delivery contact's phone number.
Example: (602) 555-1234
Select the option(s) appropriate for this document.
Enter the fixed price term (years, months, or days) in lowercase.
Example: one-year, or six-months, or ninety-days
Enter the number of copies of a revised price list that will be required to be submitted with a price adjustment request.
Capitalize the first letter of the first word.
Example: One
If this is not a requirement, this question may be skipped by typing N/A.
Options should be applicable to most agreements. Select as appropriate.
Please review the selected subsections in detail to ensure that they are relevant to this solicitation. Several areas have options which are dependent on the scope.
Allow adequate time for an attorney to address potential legal issues, of any, including redlines if you wish to change or insert any language.
Enter the frequency of payment in lowercase.
Example: one-year, or six-months, or ninety-days
If this is not a requirement, this question may be skipped by typing N/A.
Please enter the date that delivery is required by.
Example: March 1, 2022.
If this is not a requirement, this question may be skipped by typing N/A.
Select as appropriate.
Please review the selected subsections in detail to ensure that they are relevant to this document. Several areas have options which are dependent on the scope.
Allow adequate time for an attorney to address potential legal issues, of any, including redlines if you wish to change or insert any language.
Enter the dollar amount of the liquidated damages to be collected.
Note: Consult with your Procurement Manager and the Department to determine the appropriate amount.
Example: $50.00
If this is not a requirement, this question may be skipped by typing N/A.
Enter the frequency with which the Contractor should submit procurement reports.
Example: monthly, quarterly, yearly
If this is not a requirement, this question may be skipped by typing N/A.
Enter the day of the month that procurement reports are due from the Contractor.
Example: 15th
If this is not a requirement, this question may be skipped by typing N/A.
Enter the reasonable number of hours or days (in lowercase) within which a Contractor should respond. If you are unsure, please consult with the Department.
Example: four hours or one business day
If this is not a requirement, this question may be skipped by typing N/A.
Enter the minimum period of years (in lowercase) from the date of acceptance by the City that a Contractor's warranty should be fully guaranteed.
Example: two
If this is not a requirement, this question may be skipped by typing N/A.
Select as appropriate.
Please review the selected subsections in detail to ensure that they are relevant to this document. Several areas have options which are dependent on the scope.
Allow adequate time for an attorney to address potential legal issues, of any, including redlines if you wish to change or insert any language.
Enter the property address(es) where equipment shall be installed.
If this is not a requirement, this question may be skipped by typing N/A.
Enter the required duration in hours/days (in lowercase) of onsite training to be provided by the Contractor.
Example: eight hours
If this is not a requirement, this question may be skipped by typing N/A.
Enter the minimum number of staff / City personnel to be trained (in lowercase) to assure proper operation and utilization of the equipment.
Example: three
If this is not a requirement, this question may be skipped by typing N/A.
Select as appropriate.
Please review the selected subsections in detail to ensure that they are relevant to this document. Several areas have options which are dependent on the scope.
Allow adequate time for an attorney to address potential legal issues, of any, including redlines if you wish to change or insert any language.
Select as appropriate.
Please review the selected subsections in detail to ensure that they are relevant to this document. Several areas have options which are dependent on the scope.
Allow adequate time for an attorney to address potential legal issues, of any, including redlines if you wish to change or insert any language.
Select as appropriate.
Please review the selected subsections in detail to ensure that they are relevant to this document. Several areas have options which are dependent on the scope.
Allow adequate time for an attorney to address potential legal issues, of any, including redlines if you wish to change or insert any language.
Enter the current warranty hourly labor reimbursement rate.
Example: $70.00
If this is not a requirement, this question may be skipped by typing N/A.
Enter the minimum of years, hours, and miles that vehicles supplied shall be fully warranted by the manufacturer against mechanical and electrical defects.
Example: three years, 200 hours, and 36,000 miles
If this is not a requirement, this question may be skipped by typing N/A.
Select as appropriate.
Please review the selected subsections in detail to ensure that they are relevant to this document. Several areas have options which are dependent on the scope.
Allow adequate time for an attorney to address potential legal issues, of any, including redlines if you wish to change or insert any language.
LAW DEPARTMENT APPROVED INDEMNIFICATION LANGUAGE
(Revised August 2020)
If applicable, Environmental Services Contracts and Technology Software/Hardware Contracts selections shall be used in addition to the appropriate Indemnification clause.
Choose the best and most comprehensive option based on the contract type.
If additional insurance policies are required or if you have questions as to whether additional insurance policies are required, please consult with Finance Risk Management and the Law Department.
Verify the selected options in detail to ensure that they are relevant to this document. If you are unsure, please consult Finance Risk Management.
Verify the selected options in detail to ensure that they are relevant to this document. If you are unsure, please consult Finance Risk Management.
Verify the selected options in detail to ensure that they are relevant to this document. If you are unsure, please consult Finance Risk Management.
Enter the Crime Insurance (or Fidelity Bond) amount.
Example: $250,000
If this is not a requirement, this question may be skipped.
Verify the selected options in detail to ensure that they are relevant to this document. If you are unsure, please consult Finance Risk Management.
Verify the selected options in detail to ensure that they are relevant to this document. If you are unsure, please consult Finance Risk Management.
Verify the selected options in detail to ensure that they are relevant to this document. If you are unsure, please consult Finance Risk Management.
Verify the selected options in detail to ensure that they are relevant to this document. If you are unsure, please consult Finance Risk Management.
Please enter the mailing and/or email address that insurance-related communications/documents should be sent.
Example: City of Phoenix Finance Department, Procurement Division, 251 W Washington Street, Phoenix, AZ 85003 OR procurement@phoenix.gov
Includes Punchout Catalog Integration clause in the Special Terms and Conditions section
Enter the number of calendar days from the opening date that an offer will remain in effect.
Example: 180
Enter the date prior to which additional quantities may be requested from the Contractor.
Example: May 25, 2025
SLED stands for State, Local, and Education. These are solicitations issued by state governments, counties, cities, school districts, utilities, and higher education institutions — as opposed to federal agencies.
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