26-025 Workers Compensation Insurance Addendum 1

CITY OF PAWTUCKET
REQUEST FOR PROPOSALS
26-025
Workers Compensation Insurance
Ma(cid:92) (cid:20)(cid:28)(cid:15) 2026

Contents:
1.0 Bid/Solicitation Information
2.0 Instructions and Notifications to Bidders
3.0 Overview
4.0 Scope of Work
5.0 Acknowledgement of Risk and Hold Harmless Agreement
6.0 Additional Insurance Requirements
7.0 Proposal Content and Organization
8.0 Evaluation Criteria
9.0 Miscellaneous
10.0 Bid Form
Appendix A Anti-Kickback Acknowledgement
Appendix B City of Pawtucket Purchasing Rules and Regulations and
Terms and Conditions of Purchase
Appendix C Experience Rating
Appendix D Payroll Data
Appendix E 5 Year Loss Run
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1.0 - Bid/Solicitation Information
Schedule
Pre-Bid/Proposal Conference: No Yes
Requests for Further Information Period ends: May 21, 2026 at 4:00 PM
Requests for information or clarification must be made electronically to the attention of:
Peter Wingate - Purchasing Director
E-mail: pwingate@pawtucketri.com
Please reference the RFP / LOI number on all correspondence. Answers to questions
received, if any, will be posted on the internet as an addendum to this bid solicitation.
RFP Submission Deadline: May, 28 2026 at 12:00 PM
Late submittals will not be considered.
Proposals must be mailed or hand-delivered in a sealed envelope marked with the
RFP/Bid # and Project Name to:
Pawtucket City Hall - Purchasing Office
137 Roosevelt Avenue
Pawtucket, RI 02860
Bids will be publicly opened at a scheduled Purchasing Board meeting.
4:00 pm, May, 28, 2026
City Council Chambers
Pawtucket City Hall
Bonds/Surety Required
Surety Bond: No Yes
Bidder is required to provide a bid surety in the form of a bid bond or certified check
payable to the City of Pawtucket in an amount not less than five percent (5%) of the bid
price.
Fidelity Bond: No Yes
Performance Bond: No Yes
The successful bidder will be required to furnish all insurance documentation as outlined
in the attached Purchasing Rules & Regulations and General Terms & Conditions of
Purchase.
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Miscellaneous
The bid process and resulting contract are subject to the Rules and Regulations and
General Terms and Conditions of Purchase. Submission of a bid in response to this
solicitation is acknowledgement and acceptance of these Rules and Regulations and
General Terms and Conditions of Purchase.
The City of Pawtucket reserves the right to award on the basis of cost alone, accept or
reject any or all bids, and to act in its best interest including, but not limited to, directly
negotiating with any vendor who submits a proposal in response to this RFP and to
award a contract based upon the results of those negotiations alone. Proposals found
to be technically or substantially non-responsive at any point in the evaluation process
will be rejected and not considered further. The City of Pawtucket may, at its sole
option, elect to require presentations(s) by bidders clearly in consideration for award.
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2.0 - Instructions and Notifications to Bidders
* It is the vendor's responsibility to examine all specifications and conditions
thoroughly, and comply fully with specifications and all attached terms and
conditions. Vendors must comply with all Federal, State, and City laws,
ordinances and regulations, and meet any and all registration requirements
where required for contractors as set forth by the State of Rhode Island. Failure
to make a complete submission as described herein may result in a rejection of
the proposal.
* All costs associated with developing or submitting a proposal in response to this
Request, or to provide oral or written clarification of its content shall be borne by
the bidder. The City of Pawtucket assumes no responsibility for these costs.
* A submittal may be withdrawn by written request to the Purchasing Agent by the
proposer prior to the stated RFP deadline.
* Prior to the proposal deadline established for this RFP, changes may be made to
a proposal already received by the City if that vendor makes a request to the
Purchasing Agent, in writing, to do so. No changes to a proposal shall be made
after the RFP deadline.
* Proposals are considered to be irrevocable for a period of not less than ninety
(90) days following the opening date, and may not be withdrawn, except with the
express written permission of the Purchasing Agent. Should any vendor object
to this condition, the vendor must provide objection through a question and/or
complaint to the Purchasing Agent prior to the proposal deadline.
* All pricing submitted will be considered to be firm and fixed unless otherwise
indicated herein.
* The vendor has full responsibility to ensure that the proposal arrives at the
Purchasing Division Office prior to the deadline set out herein. The City assumes
no responsibility for delays caused by the U.S. Postal Service or any other
delivery service. Postmarking by the due date will not substitute for actual receipt
of response by the due date. Proposals arriving after the deadline may be
returned, unopened, to the vendor, or may simply be declared non-responsive
and not subject to evaluation, at the sole discretion of the Purchasing Agent. For
the purposes of this requirement, the official time and date shall be that of
the time clock in the City of Pawtucket's Purchasing Office.
* It is intended that an award pursuant to this Request will be made to a prime
contractor, who will assume responsibility for all aspects of the work. Joint
venture and cooperative proposals will not be considered, but subcontracts are
permitted, provided that their use is clearly indicated in the bidder's proposal, and
the subcontractor(s) proposed to be used are identified in the proposal.
* Bidders are advised that all materials submitted to the City of Pawtucket for
consideration in response to this Request for Proposals shall be considered to be
public records as defined in Title 38 Chapter 2 of the Rhode Island General
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Laws, without exception, and may be released for inspection immediately upon
request once an award has been made.
* Vendors are responsible for errors and omissions in their proposals. No such
error or omission shall diminish the vendor's obligations to the City.
* The City reserves the right to reject any or all proposals, or portions thereof, at
any time, with no penalty. The City also has the right to waive immaterial defects
and minor irregularities in any submitted proposal at its sole discretion. All
material submitted in response to this RFP shall become the property of the City
of Pawtucket upon delivery to the Purchasing Agent.
* The City asks that companies refrain from requesting proposal information
concerning other respondents until an intention to award is determined, as a
measure to best protect the solicitation process, particularly in the event of a
cancellation or re-solicitation. Proposal materials become public information only
after a contract is awarded.
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3.0 - Overview
The City of Pawtucket is soliciting proposals for workers compensation insurance
coverage. This insurance coverage shall be effective on the first day of our fiscal year
2026 (July 1, 2026) and will end on June 30, 2027.
The City reserves the right to renegotiate the terms of this contract for an additional four
(4) full one (1) year terms at its sole discretion.
4.0 - Scope of Work
Bidder Qualifications
All insurance carriers must be licensed or authorized to do business in the State of
Rhode Island.
Agents/Brokers must be licensed with the State of Rhode Island.
All insurance carriers must be A.M. BEST "A-rated" or equivalent and a copy of its
current rating provided with the proposal.
General Terms
Any and all alterations to the specified coverage should be noted in a separate
document which is to be included with the proposal when submitted. This document
shall identify the changes to the specified coverage and include a full and complete
explanation for the change.
Proposals may be withdrawn only upon written request received PRIOR to the RFP
opening. Negligence on the part of the offeror in preparing the proposal confers no
rights for the withdrawal of the proposal after it has been opened.
A minimum of two months (60 days) notice of termination or non-renewal of coverage
shall be provided by the insurance carrier and its agent to the City of Pawtucket.
Offerors submitting proposals must be prepared to demonstrate beyond a reasonable
doubt that they possess adequate financial status, equipment, technical expertise and
professional experience to meet all obligations and requirements of this contract.
It will be the responsibility of the offerors to familiarize themselves with all terms and
conditions listed herein.
Proposals signed by an agent must be accompanied by evidence of his authority.
All offerors must maintain a permanent and publicly known place of business.
It is the intent of the City of Pawtucket to make an award in accordance with the herein
specifications. The offeror to whom the award is made will be notified at the earliest
possible date. The City of Pawtucket, however, reserves the right to review any and all
proposals and to waive any informality in proposals whenever such waiver is in the best
interests of the City of Pawtucket. The City of Pawtucket also reserves the right to
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reject the proposal of any offeror who has previously failed to perform properly or who is
not in a position to perform under the conditions and terms of the contract or who has
habitually and without just cause neglected the payment of bills in a timely manner. The
City of Pawtucket further reserves the right to accept whichever proposal, or reject all
proposals, on the basis of the best interests of the City of Pawtucket.
CURRENT WORKERS COMPENSATION COVERAGE
The City of Pawtucket is currently insured for workers compensation coverage with
Beacon Mutual Insurance Company. This contract consists of the following services:
1. Claims Handling
2. Loss Control
3. Medical Case Management
4. Data Processing and Management Information
Loss data and other information furnished by the City of Pawtucket are provided for
rating purposes and although reliable, the loss data and other information cannot be
guaranteed.
SCOPE OF WORK
The City of Pawtucket is seeking proposals from qualified firms for fully insured workers
compensation coverage, and a complete Workers Compensation Insurance Program for
Fiscal Year 2026 (July 1, 2026 - June 30, 2027). The selected vendor will provide full
Management/Administration of Workers Compensation programs and ancillary services.
Each respondent will submit in detail the proposed program and services to be rendered
to the City of Pawtucket.
Minimum Services include:
Complete administration of all workers compensation claims such as monitoring, record
keeping, investigation, medical gates, legal settlement, medical case management,
return to work programs, training policies, loss controls services, data processing and
management information reporting, etc.
The City of Pawtucket seeks proposals for a complete program. The following are the
minimum requirements the City of Pawtucket is expecting in each proposal:
I. Limits of Liability
Workers Compensation - Statutory
Employers Liability;
Each accident: $1,000,000
Disease- policy limit: $1,000,000
Disease- each employee: $1,000,000
All States endorsements included.
II. Endorsements and Other Requirements
Catastrophe (Other than Certified Acts of Terrorism) Premium Endorsement
Trade Sanctions Notice and Endorsement
Shared Earning (Optional)*
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*Please provide details based on actual experience.
Terrorism Risk Insurance Program Reauthorization Act Disclosure Endorsement
III. Experience Modification
The existing modification is in Appendix C. An application to update the modification
factor is pending and will be provided by addendum if available prior to bid
submission deadline.
IV. Payroll and Classification Data
See Appendix D for the FY26 payroll schedule summarized by classification.
Other Requirements
All respondents are required to include a copy of the calculation of the workers
compensation premium. This calculation worksheet must include but not limited to:
codes; payrolls; rates; deviations; experience modifications; premium discounts;
schedule credits; the deposit premium and payment plan.
Regarding proposed risk management services; the agent/broker/insurer must provide
evidence of Errors and Omissions insurance with minimum limits of $1,000,000 each
occurrence and aggregate.
Special Notice of Claims. Your proposal shall allow for claims to be reported as soon as
practical after facts have become known to the City of Pawtucket/insurer that would lead
to a claim.
If a Loss Sensitive Premium Plan or Participating Dividend Plan is proposed, you must
clearly list the Maximum Premium charge and the premium formula, including all factors
and definitions.
All quotes for Workers Compensation should be based upon the projected payroll for
FY2026 as provided by Appendix D.
Required Services from TPA
I. Claims Handling
* Activate necessary files upon first report of injury.
* Review claim reports and process claim in accordance with statutory
requirements.
* Investigate claims and determine compensability.
* Establish cash reserves and periodically update.
* Make payments to injured employee, medical providers and others
relating to a file.
* Arrange independent medical exams and coordinate medical data.
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* Recommend selection of counsel and assist in litigated cases.
* Attend hearings as required.
* File all required reports and statements as may be required by the State
of Rhode Island.
II. Loss Control
* Perform no less than two (2) on site exposure and ergonomic surveys.
* Prepare written report highlighting exposures found in survey with
recommendations to either correct or reduce the exposure to loss.
* Prepare written ergonomic report with recommendations which could
include job redesign or educational programs.
* Provide one written and one electronic loss control manual.
* Provide a minimum of 40 hours of loss prevention and/or ergonomic
services to City of Pawtucket.
III. Medical Case Management
* Review first report of injury.
* Monitor the progress of injured employees.
* Meet with employee and treating physician as required.
* Recommend alternative treatment plans as required.
* Assist employee, employer, and treating physician in developing
transitional employment.
* Maintain communication between the employee, employer, attending
physician, claims and risk management staff.
* Review medical bills to assure that they are in line with the injury and the
service rendered and process payments accordingly.
* Established medical provider network must be located within a 10 mile
radius from the City of Pawtucket Boundaries.
IV. Processing and Management Information
Monthly loss reports which include as a minimum:
* Claim number, date of loss, name, cause and injury.
* Claim status (open or closed).
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