RFP 26-4984 Third-Party Claims Administration for Worker’s Compensation Claims

Location:	Florida
Posted:	Nov 12, 2026
Due:	Nov 17, 2026
Agency:	Southwest Florida Water Management District
Type of Government:	State & Local
Category:	R - Professional, Administrative and Management Support Services
Solicitation No:	RFP 26-4984
Publication URL:	To access bid details, please log in.

Attachment Preview

COVER SHEET

REQUEST FOR PROPOSALS

SUBMIT RESPONSES TO: SOUTHWEST FLORIDA WATER MANAGEMENT DISTRICT

ELECTRONICALLY THROUGH: WWW.DEMANDSTAR.COM

DIRECT INQUIRIES TO:

Ari Horowitz, Procurement Specialist

Phone: 352-505-2970 E-mail: procurement@watermatters.org

SOLICITATION TITLE: RFP 26-4984 Third-Party Claims Administration for

Worker’s Compensation Claims

DATE POSTED:

October 26, 2026

PROPOSALS DUE DATE AND OPENING:

November 17, 2026, at 2:00 p.m., local time

PRE-PROPOSAL CONFERENCE & SITE VISIT: None

QUESTIONS SUBMISSION DEADLINE: November 3, 2026, at 5:00 p.m., local time

All questions must be submitted in writing.

SPECIFICATIONS: Southwest Florida Water Management District (the District) is soliciting competitive sealed

proposals from qualified and experienced Third-Party Administrators (TPA) to provide comprehensive Workers’

Compensation claims administration services.

Respondent Name:

Reason for No-Proposal:

Mailing Address:

City-State-Zip:

Telephone Number: ( ) -

Toll-Free Number: ( ) -

Email address for correspondence:

Authorized Signature:

Full Name (please print or type):

Title (please print or type):

I, the above signed, as Respondent, hereby declare that I have carefully read this Request for Proposals and

its provisions, terms, and conditions covering the equipment, materials, supplies or services as called for, and

fully understand the requirements and conditions. I certify that this proposal is made without prior

understanding, agreement, or connection with any corporation, firm, entity, or person submitting a proposal for

the same goods/services (unless otherwise specifically noted) and is in all respects fair and without collusion

or fraud. I agree to be bound by all of the terms and conditions of this Request for Proposals and certify that I

am authorized to sign this proposal for the Respondent.

THE DISTRICT OFFICIALLY POSTS SOLICITATION PACKAGES ON WWW.DEMANDSTAR.COM AND

WWW.WATERMATTERS.ORG/PROCUREMENT. THE DISTRICT RECEIVES PROPOSALS THROUGH

DEMANDSTAR AT WWW.DEMANDSTAR.COM. THE DEMANDSTAR TIME STAMP WILL BE CONCLUSIVE AS TO

THE TIMELINESS OF FILING. IT IS THE RESPONDENT'S RESPONSIBILITY TO ASSURE THAT ITS PORPOSAL IS

TIMELY UPLOADED. PROPOSALS RECEIVED AFTER THE DATE AND TIME SPECIFIED WILL NOT BE

ACCEPTED. TO MAINTAIN A SECURED SEALED PROCESS ELECTRONIC SUBMISSIONS MAY BE MADE ONLY

THROUGH THE DEMANDSTAR PLATFORM. FAXES, EMAILS, OR HAND DELIVERY WILL NOT BE ACCEPTED.

RFP 26-4984 Third-Party Claims Administration for Worker’s Compensation Claims

Page 1 of 52

October 26, 2026

SOUTHWEST FLORIDA WATER MANAGEMENT DISTRICT

REQUEST FOR PROPOSALS #26-4984

THIRD-PARTY CLAIMS ADMINISTRATION FOR

WORKER’S COMPENSATION CLAIMS

TABLE OF CONTENTS

PART I - GENERAL CONDITIONS

PART II - INTRODUCTION

1.1 Purpose

1.2 Definitions

1.3 Internet Availability

1.4 Development Cost

1.5 Changes, Delays, and Addenda

1.6 Pre-Proposal Conference

1.7 Rules for Proposals

1.8 Contingency Fee

1.9 Proposal Format

1.10 Proposal Opening

1.11 Questions

1.12 Conflict of Interest

1.13 Proposal Withdrawal

1.14 Public Availability of Records

1.15 Responsive/Responsible

1.16 Right to Accept or Reject Proposals

1.17 Proposal Recap and Notice of Intended

Decision

1.18 Protests

1.19 Agreement Information

1.20 Indemnification

1.21 Insurance

1.22 Withholding Payment

1.23 Termination

1.24 Execution of Contract

1.25 Law Compliance

1.26 Americans with Disabilities Act (ADA)

1.27 Public Entity Crimes

1.28 Scrutinized Companies or Other Entities

1.29 Responsible Vendor Determination

1.30 Employment Eligibility Verification

1.31 No Use of Coercion for Labor or

Services

1.32 Contracting with Entities of Foreign

Countries of Concern

1.33 Correspondence

1.34 Purchases by Other Public Agencies

2.1 General Information

2.2 Background Information

2.3 Term of Contract

2.4 Proposal Calendar

PART III – NATURE OF SERVICES REQUIRED

3.1 Purpose

3.2 Background

3.3 Minimum Qualifications/Requirements

3.4 Ownership of Claim Files

3.5 Access to Claim Files

3.6 Secure, Internet-Based Portal (TPA’s

Portal)

3.7 Audit of Files and Procedures

3.8 Data Security and Financial Controls

3.9 Scope of Services

3.10 Cost Proposal Requirements

PART IV - EVALUATION PROCEDURES

4.1 Evaluation

4.2 Evaluation Method and Criteria

4.3 Negotiations

4.4 Final Selection

ATTACHMENTS

Attachment 1 – Cost Proposal Form

Attachment 2 – Reference Forms

Attachment 3 – Historical Claim Data

Attachment 4 – Affidavit for Contracting with

Entities in Foreign Countries of

Concern

Attachment 5 – Respondent Questionnaire

Attachment 6 – Sample Agreement

RFP 26-4984 Third-Party Claims Administration for Worker’s Compensation Claims

Page 2 of 52

October 26, 2026

PART I - GENERAL CONDITIONS

1.1 PURPOSE.

The purpose of this solicitation is to provide guidelines for submission of proposals to qualify for

the nature of services described in Part III, hereinafter referred to as the "Project."

1.2 DEFINITIONS.

1.2.1

Respondent - means any contractor, consultant, organization, firm, college or university,

or other entity submitting a response to this solicitation. “Sub-Respondent” means any

subcontractor providing services to the Respondent that is directly under contract with the

Respondent. "District" means the Southwest Florida Water Management District, which is

the issuing agency.

1.2.2 Third-Party Administrator (TPA) - refers to the independent company hired by the District

to perform the services required by this solicitation.

1.3 INTERNET AVAILABILITY.

District solicitations, bidding documents (unless exempt and/or confidential), and Addenda are

available for review and may be downloaded via the District's Procurement Website,

http://www.watermatters.org/procurement, and DemandStar at www.demandstar.com.

1.4 DEVELOPMENT COST.

Neither the District nor its representatives will be liable for any expenses incurred in

connection with preparation of a response for this solicitation. All proposals should be

prepared simply and economically, providing a straightforward and concise description of the

Respondent's ability to meet the requirements of the solicitation.

1.5 CHANGES, DELAYS, AND ADDENDA.

District reserves the right to delay scheduled solicitation due dates if determined to be in the

best interest of the District.

District solicitations, changes, delays, addenda and questions and answers are available for

review and download at http://www.watermatters.org/procurement and www.demandstar.com.

Potential respondents are responsible for rechecking the websites for any changes or addenda

prior to the due date and time.

All interpretations and supplemental instructions will be in the form of written Addenda to the

solicitation documents including District answers provided in response to the Questions section

of this solicitation. Failure to acknowledge receipt of all Addenda may be grounds for rejection

of a proposal.

No interpretation of the meaning of the specifications or other contract documents, nor correction

of any apparent ambiguity, inconsistency, or error therein, will be made to any Respondent

orally. Prospective Respondents are advised that no other sources are authorized to give

information concerning, explaining, or interpreting solicitation or contract documents. Any

information obtained from an officer, agent or employee of the District or any other person will

not affect Respondent’s risks or obligations or relieve it from fulfilling any and all conditions of

the contract.

RFP 26-4984 Third-Party Claims Administration for Worker’s Compensation Claims

Page 3 of 52

October 26, 2026

1.6 PRE-PROPOSAL CONFERENCE.

A pre-proposal conference will not be held for this solicitation.

1.7 RULES FOR PROPOSALS.

Two or more firms may combine for the purpose of responding to this solicitation providing that

one is designated as "Prime" Respondent and the other as "Sub-Respondent(s)". The signer of

the proposal must declare that any person or entity with any interest in the proposal, as a principal,

is identified therein; that the proposal is made without collusion; that it is, in all respects, fair and

in good faith; and that the signer of the proposal has full authority to negotiate for and bind the

Respondent stated on the solicitation cover page.

1.8 CONTINGENCY FEE.

The Respondent warrants that it has not employed or retained any company or person, other than

a bona fide employee working solely for the Respondent to solicit or secure this award and that it

has not paid or agreed to pay any person, company, corporation, individual, or firm, other than a

bona fide employee working solely for the Respondent any fee, commission, percentage, gift, or

other consideration contingent upon or resulting from the award. For breach or violation of this

provision, the District will have the right to terminate this award without liability and, at its

discretion, to deduct from the Agreement price, or otherwise recover, the full amount of such fee,

commission, percentage, gift, or consideration.

1.9 PROPOSAL FORMAT.

In order to assist the District's review process, proposals are to be prepared utilizing the following

format. The evaluation criteria are set forth in Part V, Evaluation Procedures.

The proposal shall submit four separate files:

• File 1: Main Proposal Document (subsections 1.9.1 – 1.9.12)

• File 2: Financial Controls Reports (subsection 1.9.13.1)

• File 3: Data Security Reports (subsection 1.9.13.2)

• File 4: Cost Proposal Form (subsection 1.9.14)

1.9.1 Cover Sheet

Respondents must sign and return the solicitation Cover Sheet with their proposals.

1.9.2 Table of Contents with clear identification of the material by section and page

number

1.9.3 Letter of Transmittal

This letter should not exceed two pages and should briefly state the Respondent’s

understanding of the work to be done and make a positive commitment to perform the

work in a timely fashion. It should also give the names of the individuals who will be

authorized to make representations for the organization, and their titles, addresses and

RFP 26-4984 Third-Party Claims Administration for Worker’s Compensation Claims

Page 4 of 52

October 26, 2026

telephone numbers. This letter must be signed by an official authorized to negotiate for the

Respondent.

1.9.4 Organizational Profile and Qualifications

This section of the proposal should provide a description of the Respondent’s organization,

including location(s), size, range of activities, Project team organization chart, current and

projected workloads and any other appropriate information to describe the organization.

Key Project team members shall be highlighted on the organizational chart. Copies of any

licenses and certifications held by the TPA shall be included.

1.9.5 Experience and Past Performance

This section of the proposal should provide a history of past and current projects and

successful experience of third-party administration of worker’s compensation claims within

the last five years for public entities within the State of Florida. Emphasis should be given

to the organization’s experience with similar projects and expertise in the subject field.

Highlight any projects that are active public entity self-insured accounts.

Experience shall demonstrate the Respondent’s accomplishments and ability to effectively

complete this Project.

1.9.6 Professional Resumes and Qualifications

This section of the proposal should provide a resume for each of the key Project team

members identified in subsection 1.9.4, showing their role in the Project, field of expertise,

qualifications, and experience. Copies of any licenses and certifications held by key

Project team members shall be included.

1.9.7 References

This section of the proposal shall provide three references from the recent projects

provided in subsection 1.9.5. These references shall be for projects of similar scope and

complexity to this Project and shall have been completed or in progress within last five

years. References shall be from three separate public entities within the State of Florida.

The District may not be included as reference provided under this Section.

References shall be individuals that can be readily contacted and have first-hand

knowledge of the Respondent’s performance on the specific project performed by the

Respondent. It is recommended that each reference contact person be informed that they

are being used as a reference and that the District may be contacting them. Failure of

references listed to respond to the District’s inquiries may negatively impact the evaluation

of the proposal, including rejection of the proposal as non-responsive.

References shall be provided on the forms provided in Attachment 2, Reference Forms.

1.9.8 Subcontractors (if applicable)

This section shall list all subcontractors that will be utilized in the execution of Project work.

Documentation as provided for the TPA in subsections 1.9.4 - 1.9.7 shall be provided for

each subcontractor listed.

RFP 26-4984 Third-Party Claims Administration for Worker’s Compensation Claims

Page 5 of 52

October 26, 2026

This is the opportunity summary page. It provides an overview of this opportunity and a preview of the attached documentation.

Broadcast Date	Identifier	Title	Date Due	Documents
10/26/2026	RFP 26-4984	RFP 26-4984 Third-Party Claims Administration for Worker’s Compensation Claims	11/17/2026	RFP 26-4984 Third-Party Claims Administration for Worker's Compensation Claims.pdf RFB 26-4984 Addendum 1.pdf

RFP 26-4984 Third-Party Claims Administration for Worker’s Compensation Claims

Attachment Preview

See also