Third Party Administrator and Incident Management Services

The vendor is required to provide third party administrator and incident management services for include:
- Program administration
•    The third-party administrator (TPA) shall be a fully and appropriately licensed adjusting firm in the state.
•    Provide professional and technical staff to perform general liability and property claims administration services with the assignment of qualified personnel, including at least one principal claims examiner, to efficiently and effectively.
•    Provide information and guidance regarding the general liability and property claims program and specified claims.
•    Provide 24-hour on-call service by providing the agency with contact information for key personnel. 
•    This may include, but is not limited to, responding to an incident scene and conducting investigations.
•    Establish and maintain a file for each claim and potential claim reported as an incident.
•    Prepare a monthly status report on all claims including litigated claims.
•    the details of each claim
o    Policy year, case number, claimant’s name, cause of loss description, date of loss, type of loss, status, losses paid to date, reserves, and total incurred; the outstanding reserves of each claim and detail of all claim payments during the month; investigative costs; claims opened and closed during the month; and any active litigation.
•    Consultant shall complete an annual review of all open cases and cash reserves for appropriateness, reconcile or correct any data base and coding entries, and provide agency with a report of findings by April of each year.
•    Consultant shall submit samples of its regular monthly, quarterly, semiannual, annual computer runs and reports and provide an index of all available computer reports. 
•    Consultant shall ensure a smooth transition of administrative services and claims history from the current contractor and to any subsequent contractors.
- Claims administration
•    Claimants or their attorneys will be contacted promptly, and appropriate contact will be maintained until the claim is closed. 
•    Claimants or their attorneys will receive a telephone call from consultant or have a contact letter mailed to them from consultant within 48 hours of receipt of claim by consultant.
•    Obtain estimates of automobile damage when appropriate. 
•    Review the status of claims and adequacy of reserves on all active cases at least every 60 days. 
•    Provide first investigative, written report to general counsel and risk management within thirty (30) days of receipt of claim. 
•    Provide narrative reports when recommending rejection or settlement of a claim, when a claim is going to trial, or when any other significant events have occurred or will occur. 
•    Reports must be clear and concise.
•    All files will be diarized at appropriate intervals to allow for timely completion of required activity.
•    Files will clearly and concisely document action taken on the claim.
•    Telephone calls will be returned within 24 hours. 
•    If the staff member called is not available within this timeframe, another designated staff member will return the call.
•    Identify and notify possible co-defendants. 
•    Tender claims to other potentially responsible parties.
•    Translators or translator services available to assist with non-English speaking claimants and witnesses.
•    Comply and meet with any insurance carrier claims administration requirements.
- Incident management
1. The consultant shall maintain the following resources:
•    Establish an emergency toll free telephone number for agency to contact the consultant’s incident manager (IM).
•    The IM shall have at least 10+ years’ experience and be conveniently located to the areas in which agency manages projects or engages in work.
2. IM shall respond to the critical incident, on site. 
3. The duties of the IM shall include but not be limited to:
•    Site assessment
•    Photograph site
•    Witness canvassing
•    Record statements from witnesses and potential claimants
•    Photograph any alleged third-party damage
•    Endeavor to represent agency in a manner designed to create and maintain goodwill
•    Provide written report on situation and activities and results.

- Contract Period/Term: 1 year
- Questions/Inquires Deadline: September 18, 2025