Medical Claims Administration (RFP)

Solicitation 00322898
Medical Claims Administration
The PORT invites written proposals from qualified firms, or teams of firms, interested in providing
MEDICAL CLAIMS ADMINISTRATION services.
The PORT intends on issuing one (1) project-specific contract as a result of this solicitation. The initial
period of performance of any Agreement resulting from this solicitation is expected to be five (5)
years. The PORT may include option(s) to extend for five (5) optional years, to be exercised on an
annual basis.
1. Overview of Project
The Port has determined that a comprehensive review of market options is necessary, through a
formal request for information (RFP). This is to maintain competitive contract terms for the current
medical offerings, but is a partner that the Port can strategically work with over the next 10 years to
provide robust services to the Port employees and their families. As part of the process, the Port will
ensure specific requirements are met and outlined within a new contract.
Detailed information about the Scope of Work may be found in Exhibit 1 of this solicitation.
2. Estimated Project Fee
The Estimated Project Fee applies to all tasks identified in Exhibit 1, Scope of Work.
The fee for this Agreement is not to exceed (NTE) $14,000,000 for the duration of the Agreement (this
includes the initial period of performance plus the options to extend).
3. Solicitation Schedule
The solicitation schedule is outlined below. The PORT intends to maintain this schedule and requests
the same of firms interested in submitting a response to this solicitation. The PORT does, however,
reserve the right to modify the schedule as circumstances warrant.
Description Date, Time
Advertisement September 9, 2026
Pre-Proposal Conference September 22, 2026
Last Day to Ask Questions September 23, 2026, 12:00 PM PT
Proposals Due October 9, 2026, 12:00 PM PT
Shortlist Notification Week of November 9, 2026
Shortlisted Firms Changes to Terms and Conditions Due Week of November 16, 2026
Interviews/Discussions/Terms and Conditions Negotiations December 1 and 2, 2026
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Request for Revised Proposals Addendum Posted Week of December 7, 2026
Revised Proposals Due Week of December 14, 2026
Notice of Selection Week of December 28, 2026
Execute Agreement Week of January 25, 2027
4. Questions
All questions must be submitted in writing through the PORT's VendorConnect website
(https://hosting.portseattle.org/sops) by September 23, 2026, 12:00 PM PT, in order to allow adequate
time for preparation of a response. Questions are to be posted on the Questions tab of the solicitation
on VendorConnect. Questions received after this deadline may not be considered.
5. Pre-Proposal Conference
The PORT will not be offering an in-person Pre-Submittal Conference for this solicitation and intends
to conduct a Pre-Submittal Presentation regarding this solicitation on the following date via Microsoft
Teams:
September 22, 2026
10:30AM
Microsoft Teams meeting
Join: https://teams.microsoft.com/meet/267464791913029?p=5z8cBUNamLTtm7M8tf
Meeting ID: 267 464 791 913 029
Passcode: jU2aj6aF
Need help? | System reference
Dial in by phone
+1 425-660-9954,,347720434# United States, Maple Valley
(833) 209-2690,,347720434# United States (Toll-free)
Find a local number
Phone conference ID: 347 720 434#
This meeting is not mandatory, but interested firms are strongly encouraged to attend. Immediately
following the meeting, the conference will remain available to allow attendees to network with other
firms.
6. Communications
Communication with the PORT regarding this procurement shall be directed to the assigned
Procurement Officer listed below. The PORT maintains a neutral competitive environment for all
Submitters to protect the integrity of the selection process. Any communication concerning the content
of this solicitation by a potential or actual Submitter, or anyone on its behalf, with any PORT elected
official or employee other than the PORT assigned Procurement Officer, may result in the rejection of
that Submitters response.
Procurement Officer: Will Zhou
Email: zhou.w@portseattle.org
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7. Statement of Values, Standards, and Expectations for Third Parties
As part of the PORT's ongoing commitment to excellence and ethical practices, this section outlines
the values and compliance standards that will be integral to all contracts executed by our
organization. The PORT's goal is to partner with Contractors, Consultants, and Suppliers who uphold
the highest standards in human health, safety, environmental responsibility, and social equity.
The PORT has joined with the Associated General Contractors of America and AGC of Washington in
its Culture of CARE initiative. The PORT is also committed to combatting and eliminating human
trafficking. Learn more about how to educate your workforce on anti-human trafficking efforts.
In line with the PORT Values and Standards, we are dedicated to the following:
Environmental Responsibility: Commitment to adhering to all relevant environmental laws
and regulations, ensuring the protection of human health, safety, and the environment.
Worker Safety: Compliance with all occupational safety and health regulations, ensuring a
safe working environment for all employees.
Labor Laws: Adherence to all state and federal labor laws, including wage payment and
minimum wage laws, ensuring fair treatment and compensation for all workers.
Anti-Discrimination: Compliance to all anti-discrimination laws and regulations, fostering an
inclusive and respectful workplace.
Anti-Human Trafficking: Compliance with the Trafficking Victims Protection Act, ensuring that
our operations are free from any form of human trafficking.
The PORT's values are also encapsulated in its RAISE framework, guiding any actions that we take.
Respect: We uphold the dignity and value of every person.
Anti-racism and Equity: We commit to dismantling institutional racism and ensuring equitable
opportunities for all.
Integrity: We are honest, accountable, and ethical in all our dealings.
Stewardship: We honor and care for the resources entrusted to us for the benefit of future
generations.
Excellence: We promote excellence through continuous improvement and innovation.
By integrating these commitments and values into every contract, the PORT aims to create a work
environment that is safe, fair, and respectful for all, while also striving for excellence and
sustainability.
8. Diversity in Contracting Program
A. The PORT promotes equitable opportunities for all businesses to participate in the performance of
its contracts. It is the intention of the PORT that consultants, contractors, subcontractors, sub-
subcontractors, subconsultants and suppliers shall afford equal opportunity while providing
materials, supplies, and services for and to the PORT.
B. It is a priority for the PORT to affirmatively expand its efforts to increase WMBE and other diverse
participation in PORT contracts and develop tools to ensure that WMBEs and other diverse
entities are afforded fair and equitable opportunity to compete for PORT contracts and succeed as
consultants, contractors, subcontractors and subconsultants. One of the PORT's Century Agenda
Strategic Objectives is to use its influence as an institution to promote diverse business growth
and workforce development.
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9. Proposal Submittal Process
A. The PORT is requiring electronic proposals for this solicitation. Hard copy or linked (including but
not limited to file hosting services such as Citrix Files and DropBox) proposals will not be
accepted.
B. The PORT reserves the right to reject any and all late proposals.
C. Proposals must be delivered through email to e-submittals-sa@portseattle.org. It is the
responsibility of the Proposer to ensure timely delivery of proposals.
1. The proposal email subject line shall include the solicitation number, firm name and solicitation
title.
a. Proposal shall be submitted as a separate PDF attachment in the same email.
b. Exhibit 3: Company Information, shall be submitted as a separate Excel file attachment in
the same email.
c. Exhibit 4: Pricing Questionnaire, shall be submitted as a separate Excel file attachment in
the same email.
d. Exhibit 5: Medical Custom Questionnaire, shall be submitted as a separate Excel file
attachment in the same email.
e. Exhibit 6: Provider Disruption Questionnaire Response, shall be submitted as a separate
Excel file attachment in the same email.
f. Exhibit 7: Data Management, shall be submitted as a separate Excel file attachment in the
same email.
g. Appendix: Resumes, shall be submitted as a separate PDF file attachment in the same
email.
2. The PORT's email server will not accept files larger than 5MB. If the Proposal file is larger than
5MB it shall be sent in multiple emails and be labeled "Email 1 of 5," "Email 2 of 5," etc.
3. The PORT's email server will not accept compressed files. By PORT security policy, all
compressed files, including .ZIP file attachments, are removed at the email firewall and will not
be accessible as part of your Proposal submittal.
4. The PORT may use the time stamp on the proposal email(s) to determine timeliness.
5. The PORT is not responsible for Proposers' technical difficulties in submitting electronically.
D. Proposal shall meet the following requirements:
1. Proposals shall be formatted in searchable PDF format.
2. Proposals shall be named with the company name and the solicitation number (e.g.
123Consulting_003XXXXX). Do not use any special characters in the description.
3. The body of the proposal shall be organized in accordance with the Evaluation Criteria.
4. The body of the proposal shall be limited to 90 pages of content and with legible font. Pages
shall be 8.5" x 11" in size. In the event that the body of the proposal exceeds the page
limitation, excess pages will not be considered. After removal of the excess pages, the
proposal may further be rejected as unacceptable or uncompetitive if the PORT concludes that
it would not have reasonable chance for award or is outside the competitive range.
E. The following required items are not included in the page count limitation:
1. Cover page and tables of contents are not considered part of the total page count. Proposers
should not use separator pages.
2. To conserve paper, Proposers should not use separator pages. If included, separator pages
are not included as part of the total page count.
3. Letter of Interest. Include a 1 page, single-sided Letter of Interest. Include the name, phone
number, email address, and mailing address of the point of contact for this solicitation,
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4. Exhibits
a. Exhibit 3 - Company Information
b. Exhibit 4 - Pricing Questionnaire
c. Exhibit 5 - Medical Custom Questionnaire
d. Exhibit 6 - Provider Disruption Questionnaire
e. Exhibit 7 - Data Management
5. Appendix - Resumes
10. Overview of the Procurement Process
A. Compliance with Legal Requirements
1. The procurement of these consultant services will be in accordance with applicable federal,
state, and local laws, and PORT policies and procedures. The PORT reserves the right to
reject any and all proposals.
2. The PORT will evaluate the proposals in accordance with the provisions set forth herein. If the
PORT makes a selection, it will select the Proposer it determines to be the most highly
qualified on the basis of its evaluation.
3. The PORT maintains a neutral competitive environment for all Proposers to protect the
integrity of the selection process. Any communication concerning the content of this solicitation
by a potential or actual Proposer, or anyone on its behalf, with any PORT elected official or
employee other than the PORT assigned Procurement Officer, may result in the rejection of
that Proposer's response.
B. Addenda
1. All changes shall be documented via addenda. Proposers are advised to not rely on verbal
information or direction. Email notification of addenda will be provided to all firms on the
VendorConnect Plan Holders list. Interested firms are responsible for ensuring that current
registration information is on the VendorConnect Plan Holders list.
C. Minor Informalities and Cancellation
1. The PORT reserves the right to waive any minor irregularity and/or reject any and all firms and
cancel the procurement.
D. Costs Borne by Proposers
1. All costs incurred in the preparation of a proposal, and participation in this solicitation and
negotiation process shall be borne by the Proposers.
E. Public Disclosure
1. Proposals shall become property of the PORT and considered public documents under
applicable Washington State laws. All documentation provided to the PORT may be subject to
disclosure in accordance with Washington State public disclosure laws including the Public
Disclosure Act (RCW 42.56). The PORT will determine whether requested documents may be
disclosed. In no event shall the PORT be liable for any disclosure of documents and
information it deems necessary to disclose under the law.
F. Service Agreement Terms and Conditions
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1. A copy of the PORT's Service Agreement Terms and Conditions is contained in Exhibit 2. The
PORT generally does not negotiate changes to its Terms and Conditions; however, an
exception may be made for this procurement. If an exception is allowed, following proposal
evaluation and shortlisting, the PORT will email shortlisted firms a Word Document version of
Exhibit 2 Service Agreement Terms and Conditions to allow for track changes markup along
with an explanation for the requested change and any price implications of the requested
change. The Terms and Conditions contained in Attachment F - Title VI Provisions,
Attachment G - Consultant Ethics and Conflict of Interest, CC-2, and Attachment H -
Statement of Values, Standards, and Expectations for Third Parties of Exhibit 2, shall not be
changed.
The PORT reserves the right to make changes to the solicitation and the PORT's Service
Agreement Terms and Conditions by addendum. By offering a submittal, the firm
represents that it has carefully read the Service Agreement Terms and Conditions and
agrees to be bound by them except to the extent that a firm provides a Track Changes
markup, and the information required above. Specific insurance requirements for this
Agreement are contained in Exhibit 2.
G. Conflict of Interest
1. Proposers have a duty to disclose all potential situations that could present a real or perceived
conflict of interest to the PORT. A conflict of interest may exist when a proposing firm has a
business relationship with another entity if those services (1) potentially adversely impact the
PORT or (2) require or result in disclosure of confidential information. See Consultant Ethics
and Conflict of Interest-CC-2 contained in Exhibit 2.
2. The PORT will evaluate whether a Proposer has a relationship, contract, or other activities that
may result in the Proposer (1) having a financial interest in a competing business; (2) being
unable, or potentially unable to render impartial assistance or advice to the PORT, or (3)
having impaired objectivity in performing the Agreement. If a conflict of interest exists and the
PORT is unwilling to waive the conflict, the PORT will not enter into an Agreement with the
Proposer.
3. A Proposer may be precluded from competition if the Proposer has performed prior work for
the PORT related to the scope of this solicitation and the PORT determines there is an unfair
competitive advantage. A competitive advantage determination may depend on factors such
as what prior work was performed, the knowledge and information gained through that work
and if that knowledge gives Proposers any advantage over others in proposing on future work
that cannot be appropriately mitigated.
H. PORT Values and Standards
1. By submission of a Proposal, the Proposers certifies they will comply with all local, state,
federal, and other laws, rules, regulations, and other requirements applicable to its operations,
including those relating to environmental responsibility, worker safety, labor, anti-
discrimination, and anti-human trafficking. The Proposers are also acknowledging that they will
adhere to the Values and Standards of the PORT.
I. Protests
1. Protest procedures can be found here: https://www.portseattle.org/page/procurement-
documents.
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J. Title VI Notice
1. The PORT, in accordance with the provisions of Title VI of the Civil Rights Act of 1964 (78
Stat. 252, 42 U.S.C. 2000d to 2000d-4), 28 CFR 50.3, and 49 CFR Part 21, hereby
notifies all proposers that it will affirmatively ensure that any Agreement entered into pursuant
to this advertisement, all consultants will be afforded full opportunity to submit proposals in
response to this invitation and will not be discriminated against on the grounds of the owner's
race, color, national origin, sex, creed, age, or disability in consideration for an award.
2. Any such complaint must be in writing and filed with the Port's Title VI Coordinator within one
hundred, eighty (180) days following the date of the alleged discriminatory occurrence. Title VI
Discrimination Complaint Forms may be obtained from the office of the Tittle VI Coordinator at
no cost to the complainant by sending an email to TitleSixCoordinator@portseattle.org.
11. Selection Process
A. Evaluation
1. Proposals and interviews, if conducted, will be evaluated in accordance with the criteria
established in this solicitation. The result of the evaluation will be a comparative ranking of
Proposers.
2. The PORT may seek clarifications and/or ask for additional information through a request for
revised proposal(s). Responses to such requests may be considered in evaluating the
proposal.
B. Evaluation Rating
1. Proposals will be evaluated in accordance with the criteria established in this solicitation. The
result of the evaluation will be a comparative ranking of proposers. The evaluation will be
given the following relative weights:
a. Proposal (Questionnaires) 150 Points
b. Interview 150 Points
Total 300 Points
C. Interviews
1. If an award is not made based on the written evaluations alone, the PORT may conduct
interviews with Proposers in the competitive range following evaluations of the proposal.
a. Interview questions may include topics from the Evaluation Criteria and Scope of Work.
b. Proposers may be given questions in advance of the interviews
c. Formal presentations are generally not allowed unless specifically requested by the PORT.
d. Failure to participate in the interview process may result in the Proposer's disqualification
from further consideration.
D. Discussions
1. The PORT, at its option, may elect to conduct discussions regarding the technical proposal
and/or Diversity in Contracting Inclusion Plan. During discussions, the PORT will identify any
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material weaknesses and have an opportunity to ask questions about the proposal. This will
be an informal conversation and will not be rated.
a. Based on the information acquired during the discussion, the PORT may issue an
addendum requesting a revised proposal(s).
b. Proposers may have the opportunity to revise its proposal in response to the additional
information provided by the PORT. Proposer shall submit the information detailed in the
addendum and by the time and date specified.
E. Service Agreement Terms and Conditions Negotiations
1. The PORT, at its option, may elect to conduct negotiations of the Service Agreement Terms
and Conditions. During the negotiations meeting, the shortlisted Proposer will have an
opportunity to discuss their proposed changes to Terms and Conditions and recommend
language.
F. Selection
1. Award will be made to the firm whose proposal offers the best value to the PORT. Price is an
important factor; however, it is not the sole determining factor. The PORT will make a
qualitative assessment of proposal differences and determine whether one proposal's
superiority under the non-cost factors is worth the potential difference in cost. As proposals
become more technically equivalent, cost may become more important in making the award
decision. Evaluation ratings are a tool to use in making a best value determination, but not an
exclusive analysis.
G. Notice of Selection
1. The PORT shall issue a Notice of Selection to the Proposer selected for award.
2. The PORT reserves the right to conduct future negotiations after the selection decision
regarding Terms and Conditions and/or to lower cost and price.
3. If the PORT is unable to finalize an Agreement with the preferred firm, the PORT may either
enter into negotiations and contract with the next ranked firm or cancel the procurement.
12. Evaluation Criteria and Proposal Information
The evaluation criteria will be used to score the submittals and interviews and are listed in relative
order of importance. All criteria are important, however, and submitters should provide equal attention
to thoroughly responding to each criterion. In responding to the evaluation criteria, submittals should
be organized so that the submitter's qualifications are clearly illustrated in each of the categories,
using the submittal requirements for each criterion.
Submittal Questionnaire Responses and Interviews will be evaluated based on the following criteria:
Criterion Criteria Category Points
A Medical Questionnaire
90
Responses
B Data Management Questionnaire
40
Responses
C Disruption Questionnaire
20
Responses
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