Third Party Administrator Services

The vendor is required to provide for third party administrator for public liability, fleet claims investigation, and adjustment services
- Administration
• Describe the format of the initial report you will furnish to the district after a claim occurs.
enclose a copy of your quality control checklist used for internal audit of files.
• Describe your experience assisting clients in the development of claims record-keeping systems.
• Describe how you will provide the following services and information:
o Loss runs.
o Loss frequency and severity forecasts.
o Property valuation services.
o Risk retention analyses.
o Maximum foreseeable loss and probable maximum loss estimates.
• Provide the following:
o Standards and procedures for initial file set-up, including timeframes.
o Procedures and criteria for initial determination of liability.
o Timelines, methods, and procedures related to investigation of incident scenes and gathering time-sensitive evidence, including contacting claimants and witnesses and obtaining surveillance footage.
o Standards and methods for providing client status reports.
o Diary system for adjusters and supervisors.
o Procedures for case disposition plans.
o Procedures for supervisory review of the adjuster’s plans for case resolution.
o Assignment and distribution of caseload, documenting the average number of cases assigned to each adjuster.
o Describe procedures for issuance of checks through a controlled disbursement account.
o Describe security measures and internal controls which exist to ensure appropriate issuance.
- Risk management information system (RMIS)
• describe your RMIS platform and its features, including available formats for exporting data.
• Provide the name of the software and capabilities available for the district’s use via on-line access including examples of user accessible ad-hoc reports, ability to review adjuster notes, claims statistics, financial reports, and claims information.
• Provide a list and samples of currently available standard reports.
• The settlement statics available, specifically including settlement ranges by claim type and geographic location.
• Provide a data conversion plan and timeline for conversion.
• Provide your firm’s backup and recovery procedures.
• Also provide a brief description of your disaster and recovery plan and data storage procedures.
- Reserving practices
• Establishing initial reserves.
• Updating reserves.
• Updating clients of major reserve changes.
• Supervisor approval of reserve changes.
- Claims handling
• Criteria will be used to determine the extent of an investigation.
• Time frames for the initial investigation of the claim.
• Criteria and methods for field investigations, collection of statements, and gathering of other time-sensitive evidence.
• field investigation procedure manual.
• Procedures for fraud investigation.
• A sample format for a settlement authority request.
• Procedures for settlement authority within the claim’s office
- Litigation management
• Litigation management procedures, including criteria for assigning cases and counsel.
• Case management practices.
• Time frames for supervisory review of adjusters’ litigation plans.
• Alternative types of dispute resolution.
• Procedures for financial management of legal fees.
- Contract Period/Term: 1 year
- Questions/Inquires Deadline: April 02, 2025