Claims Management and Adjustment Services

The vendor is required to provide from qualified claims management and adjustment firms to advise and consult with the town on casualty and liability claim administration and management matters for a self-funded liability program as assigned by the town.
- The range of services may include, but is not limited to:
• Reviewing claims reported by the town.
• Establishing claims files for all claims reported by the town.
• The claim files will be the property of the town and will be available to the town for inspection upon reasonable notice.
• Conducting immediate, thorough, and competent investigations to ascertain facts and the nature of injuries, property damage or special damages, including making contact with town personnel, witnesses, and claimants.
• Obtaining photographs, as necessary, of the accident site.
• Obtaining necessary claims-related records and services on behalf of the town, including but not limited to medical records and medical and other expert witnesses when required.
• Estimating, at the close of the awardee's initial investigation, the likely amount of compensation, if any, which could be paid on behalf of the town in light of the nature of the claim and any applicable laws.
• The awardee shall notify the town attorney, in writing, of its estimation.
• Upon receipt of such an estimation, the town attorney shall notify the awardee whether to seek a negotiated settlement of said claim.
• If a claim is negotiable, the town attorney shall set the amount of discretionary settlement authority on a per case basis.
• Recommending claim reserves and provide a continuous review and updating of the reserves to reflect changes of condition in the claim history.
• Meeting with the town attorney on a quarterly, or as needed basis, to review all open tort litigation files, in order to establish and review reserves for each case, and to determine if any additional investigation is required.
• Keeping the town attorney’s office and any town of assigned outside counsel abreast of all developments in each case.
• Negotiating, prior to the town’s assignment of defense counsel, settlement of a claim or stipulation, where the town has determined that a claim is negotiable.
• Preparing all claims which cannot be settled to a “defense ready posture”.
• Conducting ongoing settlement negotiations at all phases of claims and suits.
• The right and authority to settle all claims shall be at the direction of the town.
• The town reserves the right to delegate or withdraw and settlement authority, at any time, at its discretion.
• Cooperating with any outside counsel chosen and assigned by the town attorney’s office.
• Providing statistical or loss experience reports concerning claims status, claim fund account and claims disbursement payments, on or before the 31st day of July and the 31st day of December, and such other times as may be agreed upon by the town and awardee.
• Administering all assigned and reported claims to their conclusion.
• Functioning as an independent contractor.
- Contract Period/Term: 5 years
- Questions/Inquires Deadline: April 02, 2025