Third Party Administrative Services

The vendor is required to provide third party administrative services for casualty lines claims.
- Requirement:
•    Administer all open, all newly filed, and all reopened third-party liability claims (including insured versus insured claims) on behalf of agency utilizing reporting procedures and guidelines necessary to meet the needs of agency. 
•    Service personnel must be available on a 24-hour, on-call basis.
•    Administer all auto physical damage claims that involve recovery and subrogation potential. 
•    Investigate and settle all auto liability and auto physical damage claims for the safety and the transportation departments of agency.
•    Provide a dedicated team of staff to handle the claims for agency. 
•    The dedicated team should consist of six (6) full-time team members, one supervisor, four adjusters, and one assistant. 
•    The dedicated team should be managed by a branch manager and account management team.
•    utilize effective claims management techniques designed to contain costs and resolve claims as quickly as possible
•    Administer claims in a timely, courteous and equitable manner.
•    Maintain open communication, respond to questions and requests, and provide excellent customer service to claimants, employees, providers, and any regulatory bodies.
•    Be capable of providing services to individuals that speak Spanish and Haitian-creole, in addition to English.
•    Aim files for claims that exceed statutory limits must have an updated action plan included in the claim file. 
•    Enacted changes in claims administration regulatory requirements that may affect agency.
•    Assist with training appropriate staff on proper claims handling procedures, as agreed upon between agency and awardee. 
•    Make recommendations to improve claims handling and service.
•    Provide review of all accounting and billing data received on agency behalf to ensure accuracy.
•    Document, establish and periodically review reserves for all open claims. 
•    Participate in claims review meetings to ensure accuracy of reserves and effective claims management.
•    Provide monthly claim status reports, with loss runs, to agency risk management to include: (1) chart of open claims by location (school or administrative site), listing type of claim (i.e., slip and fall, automobile accident, assault, etc.), total reserves and total paid amounts. 
•    The monthly report should also include charts and graphs depicting the following:
o    Top 10 highest paid open claims, including date of claim, total reserves and total paid amounts.
o    Top 10 oldest open claims, including date of claim, total reserves and total paid amounts.
o    Total claims opened by month for the current fiscal year. 4) total claims closed by month for the current fiscal year. 
o    Total number of claims assigned to each active adjuster on the account, by line of coverage.
•    Consult with agency risk management in the event that a claim will exceed $5,000.
•    All commissions, service fees, or other form of remuneration paid to any agent, broker, lobbyist, or other third party must be identified in the proposal and throughout the term of the contract.
•    Provide on-site training regarding the claim process for bus drivers, transportation staff and athletic directors.

- Contract Period/Term: 1 year
- Non-Mandatory Proposer’s Conference Date: September 12, 2025
- Questions/Inquires Deadline: September 17, 2025