Third Party Administrator Services

The vendor is required to provide third-party administrator (“TPA”) will administer these programs in a manner that promotes accountability, cost efficiency, legal compliance, and transparency.
- Goals
•    Enhance operational efficiency and responsiveness.
•    Reduce claim cycle times and financial exposure.
•    Ensure compliance with applicable laws, regulations, and industry standards.
•    Strengthen internal controls and governance oversight.
•    Support data-driven decision-making and continuous improvement
1. Programs covered
•    General liability – administration of all premises, property damage, and non-clinical injury claims. 
•    Professional liability – oversight of clinical, medical malpractice, and civil rights litigation, including ensuring timely excess carrier notification and coordination of litigation management. 
•    Automobile liability – handling of all vehicle-related claims involving agency-owned or operated vehicles. 
•    Workers’ compensation – administration of employee injury claims, including medical management, benefit coordination, and return-to-work programs.
•    Claims data is included
2. Program administration and governance
•    Staffing and account management structure
•    Policy and procedure development and review
•    Regulatory and legal monitoring
•    Analytics, reporting, and trend analysis
•    Regular governance and strategy meetings
•    Recordkeeping, file retention, and data transfer
•    Client education, training, and risk management support
3. Claims administration
•    Centralized intake, file opening, and adjuster assignment
•    Early assessment and liability determination (i.e., within 30 days)
•    Communication standards and response timeframes
•    Reserve management and periodic review
•    Investigation and documentation protocols
•    Settlement, negotiation, and legal coordination
•    File closure, quality review, and audit support
4. Litigation management
•    Maintain close coordination with agency legal department and outside defense counsel.
•    Provide case information, assist with discovery, and conduct additional investigations as needed throughout litigation.
•    Recommend vetted network of reputable external law firms and specialty service providers with expertise relevant to agency liability programs, ensuring optimal defense counsel selection based on track record, geographic presence, and cost efficiency.
•    Assist with ensuring recommended firms adhere to agency quality, cost, and timeliness standards.
•    Facilitate regular litigation strategy meetings involving agency legal department and outside counsel to review case progress, discuss risk mitigation, and align on resolution approaches.
5. Reporting and data management
•    Monthly claim status and financial reports
•    Quarterly and annual trend and performance reports
•    Ad-hoc and special analytical reports upon request
•    Secure, real-time system access for agency staff
•    Data migration and export in industry-standard formats
•    System integration with agency internal platforms
•    Compliance and reporting to excess insurers and reinsurers
6. Performance management and quality assurance
•    Defined service level agreements (SLAS) and key performance indicators (KPIS)
•    Performance scorecards and remediation protocols
•    Periodic internal and external claim audits
•    continuous improvement initiatives and innovation benchmarking collaboration on strategic cost-containment and process improvement programs support transparent communication protocols amongst all stakeholders to maintain effective case management and minimize surprises or delays.
7. Implementation, transition, and termination
•    Detailed implementation and transition plan
•    Data migration, training, and go-live support
•    Parallel processing or validation phase (if required)
•    Contract term, renewal, and performance review process
•    Transition-out plan, including complete data and file transfer to successor
8. Optional services
•    Medical cost containment and bill review
•    Nurse case management
•    Alternative dispute resolution
•    Managed care or specialty claim programs
•    Subrogation beyond standard recovery
•    Risk control consulting or clinical operations audit
•    Advanced analytics dashboards and visualization tools.

- Contract Period/Term: 1 year
- Questions/Inquires Deadline: October 26, 2025