RFP for Workers' Compensation Medical Services Provider

REQUEST FOR PROPOSALS
TO PROVIDE
MEDICAL SERVICES COVERED UNDER
THE CITY'S
WORKERS' COMPENSATION PROGRAM
RFP OPENING DATE: July 24, 2026
RFP CLOSING DATE: August 19, 2026
City of St. Louis
City Counselor's Office
1200 Market Street, Room 314
St. Louis, MO 63103
Phone: 314-622-3361
Note: If this RFP was downloaded from the City of St. Louis Procurement Website each applicant must provide contact information to
the RFP contact person in order to be notified of any changes in this RFP document.

TABLE OF CONTENTS
I. Purpose and Intent 3
II. Contact Person & Questions 4
III. Submission & Deadline 5
IV. Required Qualifications & Certifications 5
V. Scope of Services & Project Objectives 6
VII. Required Proposal Contents 7
VIII. Proposal Evaluation 9
IX. Standard Contract Terms 10
A. Recordkeeping & Audits 10
B. Non-Discrimination Policy 10
C. Public Records Law 10
D. Unauthorized Aliens Affidavit 11
E. Anti-Discrimination Against Israel Act 11
F. Independent Contractor 11
G. Indemnification 11
K. Subject to Appropriation of Funds 13
L. Prohibition on Limitation of Liability Clauses 13
M. Termination 14
XVIII. Governing Law and Venue 15
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ESTIMATED SCHEDULE (SUBJECT TO CHANGE):
Date Activity/Time
July 24, 2026 Request for Proposal Issued
August 12, 2026 Deadline for Bidder's Pre-Application Questions
August 19, 2026 Due Date of Application- NO EXCEPTIONS 5:00 PM (CDT)
August 25, 2026 Selection by Selection Committee
August 28, 2026 Notification of Award
January 1, 2027 Tentative Contract Start Date
I. Purpose and Intent
The City of St. Louis City Counselor's Office seeks proposals for a medical services provider to
provide medical services for work-related injuries as a part of the City of St. Louis' self-funded
Workers' Compensation Program. Included in the City's Program are the City's various offices
and departments and other affiliated agencies, which shall jointly be referred to as the "City". This
program includes approximately 8,800 employees. Many employees are in positions that are
physically demanding and present some risk of injury. Most employees work in departments,
divisions and/or agencies located within the city limits. However, there are some who work in
City-owned facilities outside the city limits (e.g., St. Louis Lambert International Airport, Howard
Bend Water Supply and Purification Plant).
The contract will have an initial term of three years, subject to annual appropriation, with up to
three options for the City to extend by two-year terms each, upon written agreement of the parties.
The purpose of this RFP is to promote and ensure the fairest, most efficient means to obtain the
benefits of the most qualified, responsive, and responsible proposal. Hereinafter, organizations
interested in submitting a proposal in response to this RFP shall be referred to as "Respondents."
Issuing an RFP does not obligate the City of St. Louis to award a contract to any provider, nor is
the City of St. Louis or any of its employees or agents liable for any loss, costs, damage, or liability
of whatever nature incurred by the organizations in the preparation of proposals. Nothing in this
RFP nor in any proposal in response to this RFP is intended to be, nor should anything be
construed, as an offer of engagement. Nor shall the selection of a Respondent be construed as an
offer of engagement unless and until a contract is fully negotiated and fully executed by all parties.
The City retains the right to award parts of the contract to several bidders, not to select any bidders,
and/or to re-solicit proposals.
The City reserves the right to reject any and all proposals submitted and to waive any and/or all
non-material irregularities pertaining to the submission of the proposal. Additionally, any and all
RFP projects elements, requirements and schedules are subject to change and modification. The
City also reserves the right to modify, suspend, or terminate at its sole discretion any and all
aspect(s) of the RFP process to obtain further information from any and all respondents, and to
waive any defects as to form or content of the RFP or any responses by any organization/business.
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Any such modification, clarification, or revision will be by addendum. All RFP addenda will be
issued on the City website. To access addenda, Respondents must locate "RFP for Workers'
Compensation Medical Services" at the following address: https://www.stlouis-
mo.gov/government/procurement.cfm. It is the sole responsibility of Respondents to be
knowledgeable of all addenda related to this RFP. This RFP may be canceled at any time and any
and all proposals may be rejected, in whole or in part, when the City Counselor's Office determines
it is in the best interest of the City and /or the City Counselor's Office. All submitted materials
will become the property of the City and will not be returned. Any submitted documents may
become public documents at any time during the selection process, and will become public
documents at the conclusion of the selection process. Any and all documents submitted by the
Respondent may become public if and when they are submitted to any advisory or legislative
public body, or pursuant to the Missouri Sunshine Law. Thus, proposals and communications
exchanged in response to this RFP should be assumed to be subject to public disclosure. By
submitting a response to this RFP, each Respondent acknowledges having read this RFP in its
entirety and agrees to all terms and conditions set out in this RFP.
Respondents may submit amended proposals before the deadline for receipt. Such amended
proposals must be complete replacements for a previous submission and must be clearly identified
as such in the transmittal letter. The City Counselor's Office will not merge, collate, or assemble
the Respondent's materials. Respondents are permitted to withdraw their submissions at any time
prior to the deadline for receipt. Respondents must submit a written withdrawal request signed by
the Respondent's duly Authorized Representative(s) addressed to the City Counselor's Office.
II. Contact Person & Questions
Please direct all communications regarding the RFP Process to: Nick Morrow at
MorrowN@stlouis-mo.gov. No contact with other City employees is permitted. Unauthorized
contact regarding this RFP may result in disqualification or rejection of a proposal.
Questions must be submitted no later than August 12, 2026. The City Counselor's Office will
maintain a list of all firms or individuals requesting copies of the RFP and will ensure that copies
of all questions and responses shall be made available in writing to each firm on such list, when
requested. Answers to questions will also be publicly posted on the City's website at
https://www.stlouis-mo.gov/government/departments/counselor/documents/index.cfm.
Questions should be asked in consecutive order, from beginning to end, following the organization
of this RFP. Each question should begin by referencing the RFP page number and section number
to which it relates. Short procedural inquiries may be accepted by telephone; however, oral
explanations or instructions given over the telephone shall not be binding upon the City
Counselor's Office. Respondents should not otherwise contact the City Counselor's Office
directly, in person, by telephone, facsimile, or by e-mail, concerning this RFP.
Contact with the City Counselor's Office after the submission of proposals is limited to status
inquiries only and such inquiries are only to be directed to the above-named individual. Any further
contact or information about the RFP to the City Counselor's Office or any of its employees or
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any Selection Committee Members will be considered an impermissible supplementation of the
respondent's proposal.
III. Submission & Deadline
In order for the City Counselor's Office to consider proposals, Respondent's submission must be
received by:
Date: August 19, 2026
Time: 5:00 P.M. CT
Address: City Counselor's Office
1200 Market Street, Room 314
Attn: Nick Morrow
St. Louis MO 63103
Proposals received after this deadline will not be accepted.
Respondents must submit proposals in PDF or Word format to the e-mail address:
MorrowN@stlouis-mo.gov
Optional: Respondents may also submit paper copies of proposals to the address in the table above.
Paper copies of proposals must be labeled on the outside of the package to clearly indicate that it
is in response to the RFP FOR WORKERS' COMPENSATION MEDICAL SERVICES. If making a
paper submission, please submit one (1) sealed, complete, original proposal and six (6) sealed,
full, complete and exact copies of the original.
All proposals must utilize 8.5 x 11-inch paper, use standard 12-point font, have 1.5-2.0 spacing,
and contain a Table of Contents.
IV. Required Qualifications & Certifications
The successful Respondent must have experienced occupational medicine physicians available to
treat injured City of St. Louis employees in a timely manner at a location central to most City of
St. Louis Offices and be open during regular business hours, and preferably from at least 7 a.m. to
6 p.m., Monday through Friday.
Diagnostic testing equipment must be on site.
The selected provider must be able to provide mandatory alcohol and drug testing for all employees
alleging a work-related injury when the employee is first authorized to treat with the provider.
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V. Scope of Services & Project Objectives
A. Treatment and Data
The provider should capture data listed below and have their assigned medical director available
for quarterly meetings with designated City personnel, as well as CCMSI personnel to report on
the following:
1. Total new injuries by department;
2. Total rechecks by department;
3. Total visits by department;
4. Total charges by department;
5. Duration of treatment by case;
6. Work status data after initial visit (full duty, light duty, off work);
7. Number and type of diagnostic tests (x-rays, CT's, MRI's, etc.);
8. Number and type of specialist referrals and percentage
9. Number of physical therapy ordered and percentage;
10. Average wait time for injured employees;
11. Percentage of closed cases in current period compared to prior period
12. Distribution of charges by body part group;
13. Average number of doctor visits;
14. Percentage of employees released to work to light duty and full duty;
15. Duration of modified work and lost time.
B. Billing
The selected provider must submit invoices. Respondents are invited to propose the method of
invoicing for services provided.
a. Electronic vs. Paper.
i. Which do you prefer?
ii. Can you send invoices either way?
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iii. If electronic, what platform do you use?
b. Will your firm's invoices contain appropriate/standard coding as to allow
for OCR for automated invoice review and additional digital analysis?
c. Multiple services and/or multiple body parts on same date of service.
d. If there are multiple body parts treated on the same date of service, would
those all be billed on the same invoice?
e. Would office visits and physical therapy on the same date of service be
billed on the same invoice or separately?
f. Would physical therapy to multiple body parts on the same date of service
be billed on the same invoice or separately? What is your protocol to avoid
the appearance of duplicate billing if invoiced separately?
g. What is your standard procedure/time frame for following up on unpaid
invoices? Are you willing and able to modify your standard follow up
procedure/time frame to more closely align with the City's check printing
procedures?
C. Providing Records
The selected provider should have a web portal available for use by designated City of St. Louis
and CCMSI personnel to review medical records. This portal should be user friendly and allow
authorized personnel to look up records by entering the full name of the injured employee and no
further information required (i.e. department, ss#, date of birth, etc., date of service, date of injury).
Work Status Reports should be auto faxed to the injured employee's department immediately
following each visit.
Work Status Reports and Dictated Charting Notes should be sent (via fax, email, scan - exact
format to be determined later) to CCMSI and the Workers' Compensation Section of the City
Counselor's Office immediately (same day) following each visit.
VII. Required Proposal Contents
A. Transmittal Letter: Respondents must include a transmittal letter with authorizing
signature for the proposal. The letter must briefly summarize the proposer's ability
and willingness to perform the services required by the RFP.
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B. Description of Firm: In this section of the proposal, describe the firm and the
services it provides. The description should also include the number of years the
organization has been in business, location (including address) of facilities, number
of staff members, special program emphasis, specialties and a list of companies that
contract with the firm for medical services.
C. Advantages of Contracting with Firm for Medical Services: This section of the
proposal should explain why the organization is particularly suited to meet the
medical service needs of the City of St. Louis.
D. Service Component - This section of the proposal should include the following:
1. Description of the services offered to provide employees with work related
injuries and/or illnesses appropriate medical services. It should also include the
provision of a designated representative to work with the City and the third-
party administrator for the City's workers' compensation program in
coordinating the procurement of medical records, description of job duties and
scheduling of appointments.
2. Description of where and how the provider will provide medical services for
work related injuries and illnesses including fees for services, medication or
other medically related items not specifically requested in paragraph VI(G)
below.
E. Costs and Fees - This section should provide the costs of the services the provider
is willing to provide.
1. Respondents should propose a method of pricing, including an explanation of
applicable discounts, whether physician and diagnostic fees are bundled or
separate and any other applicable terms and conditions.
2. Respondents should include this section their answers to the billing questions
in Section V.b. of this RFP. It is anticipated that the selected Respondent will
be compensated through a third-party administrator.
F. Contract Administration/Transition - This section of the proposal should describe
how quickly the provider can assume contract responsibilities and how
administrative operations will be conducted. Include the information noted below:
1. Describe how implementation will be handled.
2. List the name(s) and title(s) of individual(s) who will service the account.
3. Provide three references (company names, contact persons, telephone numbers)
as clients of similar scope and complexity for which your organization has
provided similar services.
4. Note any performance measures used in similar contracts.
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G. Verification of License/Taxes: In this section, respondents must affirmatively
verify that the firm has a current business license and is current with tax remittance.
VIII. Proposal Evaluation
The evaluation of proposals will be performed by a Selection Committee composed of
representatives of the Mayor's Office, Comptroller's Office, the Aldermanic President's Office,
and the City Counselor's Office, in accordance with the guidelines established by Ordinance No.
64102 and the Regulations established by the Board of Public Service.
The Selection Committee will consider, at a minimum, the following, as related to the selection of
organizations qualified to perform the services requested above:
A. Specialized experience, qualifications and technical competence of the
organization, its principals, project manager and key staff;
B. Ability of the organization to provide innovative solutions;
C. Approach to the project and any unusual problems anticipated;
D. The capacity and capability of the organization to perform the work within the time
limitations;
E. Past record and performance of the organization with respect to schedule
compliance, cost control, and quality of work;
F. Proximity of the organization to the City;
G. Fees or fee structure as may be appropriate for the service to be provided;
H. Availability of financial and operating resources as required to complete the work;
I. M/WBE and/or DBE participation if required by ordinance;
J. Ability of the organization to meet statutory or ordinance requirements;
K. Other relevant criteria as may be developed by the City Counselor's Office or the
Selection Committee with regards to future proposal requirements. One such
relevant, though not determinative, consideration will be the organization's
commitment to the City of St. Louis.
The City Counselor's Office reserves the right to interview, or call for a presentation from, any
Respondent submitting a response. The City Counselor's Office also reserves the right to discuss
the proposals with any or all Respondents. The City Counselor's Office may request additional
submission of information during the negotiations of the contract.
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IX. Standard Contract Terms
Any contract entered into pursuant to this RFP shall require the inclusion of the following, or
substantially similar, terms. By submitting qualifications in response to this RFP, Respondents
agree to adhere to such terms:
A. Recordkeeping & Audits
Financial records, supporting documentation, statistical records, and all other records pertinent to
this contract's activities shall be retained by Contractor for a period of at least six (6) years from
the date of final payment under this contract and for any longer period, if any, required by local,
state or federal agencies. Contractor shall maintain such records and accounts, including property,
personnel and financial records, as are deemed necessary to assure a proper accounting of all
contract funds. Upon request by City, Contractor shall allow City to monitor the services provided
by Contractor through site visits during normal business hours. Contractor shall make all records
available for inspection by representatives of City during normal business hours.
The City reserves the right to audit Contractor's accounts relating to the agreement at any time.
Any questioned costs that may arise as a result of any audit can only be resolved in one of the
following ways:
1. Introduction of the appropriate documentation.
2. Resolution of the questioned cost by Contractor in a manner that is satisfactory to City.
3. Repayment of questioned costs to the City.
B. Non-Discrimination Policy
Contractor shall not discriminate against any business, employee, applicant, client or subscriber
because of race, creed, color, disability, religion, sexual orientation, gender identity, national
ancestry or origin in the performance of services under this Agreement. Contractor shall ensure
all subcontractors, employees and agents comply with this provision. Further, Contractor shall
comply with all applicable requirements and provisions of the Americans with Disabilities Act
(ADA).
C. Public Records Law
Contractor is hereby notified that the City is a "public governmental body" under and subject to
the State of Missouri's Sunshine Law (the "Act"), Revised Statute of Missouri 610.010 et seq.
The City will not give prior notice of receipt of a request under the Act for any record that has
been provided to it by Contractor, nor of any record disclosed pursuant to the Act. Nothing in any
awarded contract shall supersede, modify, or diminish in any respect whatsoever any of the City's
rights, obligations, and exceptions under the Act, nor will the City be held liable for any disclosure
of records, including information that City determines in its sole discretion is a public record
subject to disclosure under the Act.
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