25PPA-003 -Insurance Claims Processing

Agency:	New Castle County
State:	Delaware
Type of Government:	State & Local
Category:	D - Automatic Data Processing and Telecommunication Services R - Professional, Administrative and Management Support Services
Posted:	Jan 25, 2024
Due:	Feb 21, 2024
Solicitation No:	25PPA-003 -Insurance Claims Processing
Publication URL:	To access bid details, please log in.

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Bid# 25PPA-003

Insurance Claims Processing

New Castle County

Purchasing Division

87 Reads Way

New Castle, DE 19720

(302) 395-5250

New Castle County is seeking priced proposals from qualified firms to provide third party claims

administration of automobile liability (AL) and general liability (GL) claims, for New Castle

County’s auto and general liability insurance program.

Interested parties are asked to submit a priced proposal to New Castle County, Procurement

Division, New Castle County Government Center, 87 Reads Way, New Castle, DE 19720, stating

their interest and qualifications. Proposals must be received by 2PM on Wednesday, February

21st, 2024, and must include one (1) printed hard copy and one (1) USB drive containing an

electronic version of the proposal within a sealed envelope. The electronic submission will be

considered the original, and must replicate the printed hard copy, with all appropriate signed

documents. If there are any discrepancies between the two submissions, the original

(electronic) submission is considered the official version for purposes of evaluation. The hard

copy is only reviewed if the electronic version cannot be viewed due to a technical issue.

Questions concerning the project should be submitted in writing via email to

frank.j.penta@newcastlede.gov by noon on Friday, February 2nd, 2024.

INSTRUCTIONS FOR PROPOSAL SUBMISSION

➢ Sealed proposal envelopes must clearly display Bid #25PPA-003, Insurance Claims

Processing in the lower left quadrant on the front.

➢ Facsimile and email transmissions of proposals are unacceptable and will be rejected

without any notice to the bidding vendor.

➢ Bidders are responsible to retrieve the bid specifications and all addendums from the

New Castle County Purchasing website at www.newcastlede.gov/Bids.aspx.

➢ Proposals shall be no more than twenty (20) pages in length excluding Procurement

forms (Signature Page and Affidavit).

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Bid# 25PPA-003

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Bid# 25PPA-003

Insurance Claims Processing

New Castle County

Purchasing Division

87 Reads Way

New Castle, DE 19720

(302) 395-5250

Pursuant to New Castle County Code and Delaware Law, each bidder must submit proof

satisfactory to the County or its designated representative that the bidder and every

subcontractor possesses valid and effective licenses required by the United States, State of

Delaware, County and any applicable political subdivision in which the project is located to do

business within each such jurisdiction and to perform the labor and/or supply the materials

involved in the performance of the contract. No contract will be executed prior to the

submission of such proof and the acceptance thereof by the County or its designated

representative.

Awards, if any, will be made in conjunction with the Delaware Code, Subchapter 2, Chapter 69,

Title 29, and the New Castle County Code.

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Bid# 25PPA-003

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Bid# 25PPA-003

Insurance Claims Processing

New Castle County

Purchasing Division

87 Reads Way

New Castle, DE 19720

(302) 395-5250

SUMMARY OF PURCHASING REQUEST

New Castle County (hereinafter referred to as “NCCo”) is looking for a qualified Contractor to

provide third party claims administration and related services (hereinafter referred to as “TPA

services”) for NCCo’s auto and general liability insurance program. These services are to include

claims administration, quality assurance program administration, cost containment programs,

including strategic planning direction and assistance, loss control planning and programs, and

risk management information systems. NCCo’s Risk Management Office will maintain internal

control of litigation, payments of most settlements, and compensability and settlement

decisions for all claims.

For informational purposes, NCCo predicts the need for assistance as 35 Auto, 6 General

liability and 2 Property Damage claims for fiscal year 2025.

Assured Partners is the current insurance broker for NCCo. The insurance broker secures

liability and other insurance coverages for NCCo.

Scope

The Contractor would handle and/or monitor claims from first report through resolution, and

would be responsible to maintain a database after uploading existing claims data from the

existing TPA as necessary, generate traditional and requested Reports to the County on a regular

basis, make the database fully available to the County, with training on its usage, advise the

County on expense control, adjuster case management, and provide documentation for in-house

litigation management.

Services provided are for usual and customary claims administration that shall include, at a

minimum, the following:

THE CLAIMS ADMINISTRATOR SHALL:

1. Contact all claimants by personal contact, first by phone then in writing, within twenty-four

(24) hours of receipt of a claim from the County or claimant or otherwise, unless instructed

otherwise.

2. Maintain claim records and submit comprehensive reports which will allow the County to

make a proper analysis of each exposure and exposure category.

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Bid# 25PPA-003

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Bid# 25PPA-003

Insurance Claims Processing

New Castle County

Purchasing Division

87 Reads Way

New Castle, DE 19720

(302) 395-5250

3. Maintain a tickler/reminder system which the Risk Management Office has access to of dates

when reports and actions are due. Notify Risk Management when each report has been filed

and scan such report into the electronic system described herein.

4. Assure that all phone calls to adjusters are returned within twenty-four (24) hours.

5. Meet with the County with the assigned adjusters and supervisor as needed, but routinely

on a quarterly basis to discuss strategies for loss and cost control and specific policy or claim

matters.

6. Thoroughly investigate and adjust all claims made against NCCo to determine severity and

details of the incident, subject to handling instructions of shared responsibility with the

County.

7. Advise as to appropriate and correct payments of claims.

8. Recommend surveillance and/or activity checks as deemed appropriate and arrange them

upon prior approval of NCCo.

9. Provide a statement identifying cost containment services to be used on an individual file

basis and overall.

10. Prepare litigation files for submission to NCCo’s internal defense attorneys upon request.

11. Attend status meetings on claims administration with NCCo, trials, mediations, and/or

settlement conferences as requested.

12. Develop and maintain an investigative file on each claim in accordance with an approved

format by NCCo. Files are to be readily available for NCCo or its designee’s review and shall

be well documented and up to date.

13. Notify insurance carriers of claims and or occurrences at predetermined levels required by

those insurance carriers. Provide information and status of claims as requested by the

insurance carriers.

14. Develop and maintain an on-line system to be used in the administration of claims, including

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Bid# 25PPA-003

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Bid# 25PPA-003

Insurance Claims Processing

New Castle County

Purchasing Division

87 Reads Way

New Castle, DE 19720

(302) 395-5250

documents providing a description of incident and injury, medical records, correspondence

and other documents, payment register, claim notes, litigation status and notes, etc.

15. Generate monthly reports and graphs to NCCo and its designee in a bound form that reflect:

a. Open Claims Report; and

b. Expense Report for Month

16. Convert all existing data fields and claim notes on all open and closed files set up with dates

of incident after the date of implementation of a contract with NCCo. This on-line system is

to include pending files.

17. Provide Risk Management and/or its designee full on-line electronic access to the system

described in #23, including, but not limited to, access to claims, payments, medical records,

correspondence, claim notes, status, and messaging capabilities, and financial data.

18. Within 15 days following the end of each quarter, provide NCCo and its designee with a

report of account for individual claims and aggregate loss experience analysis (loss run

reporting). This report shall show the status of each open claim.

19. Identify and investigate all subrogation possibilities for potential recovery including

investigation, evaluation, and negotiation of subrogation cases. Maintain financial records

of all recoveries on the claim file.

20. Participate in meetings with NCCo upon request.

21. Prepare administrative reports required by the State of Delaware and Federal government.

22. Prepare and/or assist NCCo staff or its designee with all appropriate responses to audits and

inquiries of all regulatory agencies.

23. Provide the reporting requirements outlined in this RFP. Have an effective and efficient data

retention and data backup and recovery plan for all NCCo records.

24. Provide bi-annual loss summaries.

25. Prepare annual data and provide to actuary within fifteen (15) business days of close of the

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Bid# 25PPA-003

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This is the opportunity summary page. You are currently viewing an overview of this opportunity and a preview of the attached documentation. For more information, please visit the Publication URL Web page.

Bid Title:	25PPA-003 -Insurance Claims Processing
Category:	Professional Services (RFPs)
Status:	Open

25PPA-003 -Insurance Claims Processing

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