Project Information

Bid Title

WV Higher Education Policy Commission and WV Community and Technical College System

Issuing Agency

West Virginia Higher Education Policy Commission

Location

West Virginia

Published Date

May 4, 2026

Closing Date

May 13, 2026

Government Level

State & Local

Status

Closed

Ref. #

RFP 26258 Workers Compensation Program

Original Source

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Bid Documents

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Project Description

Bid Number	Description	Bid Opening
RFP 26258 Workers Compensation Program	WV Higher Education Policy Commission and WV Community and Technical College System Request for Proposals: Workers Compensation Program Any questions should be directed to: bid.receipt@wvhepc.edu NO FORMAL QUESTIONS RECEIVED	Part One Submissions will be received by May 13, 2026, at 3:00 pm ESDT

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WEST VIRGINIA HIGHER EDUCATION POLICY COMMISSION

WEST VIRGINIA COMMUNITY & TECHNICAL COLLEGE SYSTEM

COUNCIL

REQUEST FOR PROPOSALS

WORKERS COMPENSATION PROGRAM

RFP #26258

1 INTRODUCTION...................................................................................................... 2

2 INSTRUCTIONS FOR SUBMITTING A PROPOSAL .............................................. 3

3 SCOPE OF REQUEST FOR PROPOSALS ............................................................ 6

3.1 SCOPE OF WORK......................................................................................................... 6

3.2 PART ONE - VENDOR REQUIREMENTS ..................................................................... 7

3.3 PART TWO - VENDOR REQUIREMENTS .................................................................... 9

4 PROPOSAL EVALUATION CRITERIA ................................................................... 9

4.1 PART ONE EVALUATION CRITERIA ........................................................................... 9

4.2 PART TWO EVALUATION CRITERIA..........................................................................10

5 MISCELLANEOUS INFORMATION...................................................................... 10

6 INSURANCE...................................................................................................................12

7 SUPPLEMENTAL INFORMATION........................................................................ 14

Exhibit A

Exhibit B

Exhibit C

Exhibit D

Exhibit E

Exhibit F

Email Bid Submission Instructions

Title Page

Supplemental Information

Taxpayer Identification Form W9

Purchasing Affidavit

Agreement Addendum

RFP No. 26258 – Workers Compensation

Page 1

WV HIGHER EDUCATION POLICY COMMISSION

WEST VIRGINIA COMMUNITY & TECHNICAL COLLEGE SYSTEM COUNCIL

REQUEST FOR PROPOSALS

WORKERS COMPENSATION PROGRAM

RFP #26258

1 INTRODUCTION

The West Virginia Higher Education Policy Commission/West Virginia Community and Technical

College System Council is seeking qualified insurance companies (direct writers, brokers, and

agents) to submit proposals to design and assist with the implementation of a comprehensive

Workers Compensation Program to be utilized by the West Virginia Higher Education Policy

Commission (Commission), the West Virginia Community and Technical College System Council

(Council), the West Virginia Network for Educational Telecomputing (WVNET), and various higher

education institutions. The Commission is interested in a workers compensation program that will

provide improved services to state higher education employees and provide the lowest possible

costs for workers compensation benefits.

The four-year institutions eligible to use this Workers Compensation consortium contract are as

follows:

Bluefield State University

Concord University

Fairmont State University

Glenville State University

Marshall University

Shepherd University

West Liberty University

West Virginia School of Osteopathic Medicine

West Virginia State University

West Virginia University

West Virginia University Institute of Technology

Potomac State College of West Virginia University

The two-year institutions eligible to use this Workers Compensation consortium contract are as

follows:

Blue Ridge Community and Technical College

BridgeValley Community and Technical College

Eastern Community and Technical College

Mountwest Community and Technical College

New River Community and Technical College

Pierpont Community and Technical College

Southern WV Community and Technical College

WV Northern Community College

West Virginia University at Parkersburg

RFP No. 26258– Workers Compensation Services

Page 2

The current members of the consortium are:

Four-year institutions:

Bluefield State University

Concord University

Fairmont State University

Glenville State University

Shepherd University

West Liberty University

West Virginia School of Osteopathic Medicine

West Virginia State University

Two-year institutions:

Blue Ridge Community and Technical College

BridgeValley Community and Technical College

Eastern Community and Technical College

Mountwest Community and Technical College

New River Community and Technical College

Pierpont Community and Technical College

Southern WV Community and Technical College

WV Northern Community College

2 INSTRUCTIONS FOR SUBMITTING A PROPOSAL

This Request for Proposal (RFP) is issued in two (2) parts. All Proposers shall be qualified and

reviewed as follows:

2.1.1 Part One - Proposers are required to submit the firm’s credentials, qualifications and

specific examples of current worker compensation programs in place in order to reflect the

firm’s ability to provide the scope of services covered by this RFP.

2.1.2 Part Two – Qualified Proposers selected from Part One evaluations, shall be required to

participate in a service/cost competition.

Inquiries, Information, Notice and Correspondence - Interpretation, Correction or

Changes in RFP. All inquiries, requests for information, notices, and correspondence

concerning this RFP shall be submitted in writing. Any interpretation, correction, or change

in the RFP will be made by formal addendum by the Commission. Interpretations,

corrections, or changes to the RFP made in any other manner will not be binding, and no

Proposer may rely upon any such interpretation, correction, or change.

The point of contact for all inquiries, requests for information and clarifications, notices and

correspondence concerning this Request for Proposal (RFP) is:

Kelley Smith, Director of Procurement

Email: bid.receipt@wvhepc.edu

Proposers shall make any requests for additional information or clarification in writing only to the

RFP No. 26258– Workers Compensation Services

Page 3

appropriate individual, as indicated above. No other individuals shall be contacted regarding this

RFP or any matter concerning this process. If a representative of any company or party submitting

a response violates the foregoing prohibition, such contact may result in the proposer being

disqualified.

Written questions regarding this RFP shall be due no later than 3:00 PM, EST on May 1, 2026.

Telephone and verbal questions will not be accepted.

Answers to questions, requests for information and clarifications regarding this RFP will be issued

in writing by Addendum and posted at the following webpage on May 5, 2026. It is the vendor’s

responsibility to check this webpage for addenda and additional information concerning this RFP.

Vendors shall acknowledge receipt of addenda in the proposal.

https://www.wvhepc.edu/resources/purchasing-and-finance/

Responses to Part One and other required documents must be emailed to:

bid.receipt@wvhepc.edu on or before the date required below to be considered. Proposals

received after this date and time will not be considered. Please see Exhibit A for email

submission guidelines.

RFP Schedule of Dates:

Release of RFP

Written Questions Due from Vendors

Answers to Questions Posted

Proposals Due

April 21, 2026

May 1, 2026 @ 3:00PM, ESDT

May 5, 2026

May 13, 2026@ 3:00 PM, ESDT,

The typical RFP process may consist of any of the following steps, at the Commission’s discretion:

• An advertised invitation for vendors to express their interest in providing a solution

• Receipt of vendor credentials and qualifications

• Preliminary evaluation of proposals, credentials, and qualifications

• Presentations, discussions, fact-finding, solution demonstrations, and interviews of

selected vendors.

• Secondary evaluation of selected vendors only

• Best and Final cost/revenue proposals from selected vendors only

• Final evaluation and vendor selection

• Contract Negotiations

• Implementation

No timeframe or promise of engagement or contract is either expressed or implied by the

publication of this RFP, and the Commission/Council reserve the right, in their sole opinion, to

accept or reject any or all responses and/or to terminate this process at any time with or without

notice. The Commission/Council may or may not employ any or all of the steps listed in Section

2.8 to select a qualified vendor. The Commission/Council, in its sole discretion, may award a

contract to any respondent at any time in the process.

The purpose of the response to Part One is to demonstrate the qualifications, competence, and

capacity of the firms seeking to undertake this project for the Commission/Council in conformity

with the requirements of this RFP. As such, the substance of a response will carry more weight

than its form or manner of presentation. The response shall demonstrate the qualifications of the

firm and of the particular staff to be assigned to this engagement. It shall also specify an approach

that will meet the RFP requirements.

RFP No. 26258– Workers Compensation Services

Page 4

RESPOND ONLY TO PART ONE REQUIREMENTS AT THIS TIME. The time and date

for responses to Part Two of this RFP shall be determined based on the evaluation of

Part One responses and shall be published by addendum to this RFP at the appropriate

time.

Vendors are expected to examine the entire RFP, including all specifications, standard provisions,

and instructions. Failure to do so will be at the Vendor’s risk. Each Vendor shall furnish the

information required by the RFP. Time periods, stated in number of days, in the RFP, or in the

Vendor’s response, shall be in consecutive calendar days.

By submitting a proposal, the Vendor warrants that: (a) the vendor has read and understands the

RFP documents, instructions, and terms and conditions; (b) that the proposal is made in

accordance therewith; and (c) the proposal is based upon the services specified.

Costs Incurred. Any and all costs incurred by the vendor in preparation of a response to this

request or for presentation of credentials are the responsibility of the vendor and will not be

reimbursed. All responses and documentation submitted by the vendor become the property of

the Commission/Council at the time the documents are opened.

Life of Proposal. All proposals shall remain in effect for a minimum period of one hundred twenty

(120) consecutive calendar days from the proposal opening date. Proposals may not be canceled,

altered, or withdrawn, except as otherwise provided herein.

Proposal Response Certification. Exhibit B Title page, included herein, shall be attached to

the front of the proposal, and should contain the Vendor’s certification of the submission.

Proposals must be signed by an individual or individuals who have full authority to execute a

binding contract on behalf of the company, firm, or individual. Vendors shall acknowledge receipt

of any addenda or amendments to the RFP. If a Title page is not included, the bid must be

otherwise signed by an individual with full authority to bind the company.

2.16 Proposal Confidentiality. Ownership of all data, materials, and documentation

originated and prepared for the Commission/Council pursuant to the RFP shall belong

exclusively to the Commission/Council and be subject to public inspection in accordance

with the West Virginia Freedom of Information Act. Trade secrets or proprietary

information submitted by a Proposer shall not be subject to public disclosure under the

West Virginia Freedom of Information Act; however, the Proposer must invoke the

protections of Article 1, Chapter 29B of the Code of West Virginia in writing, either before

or at the time the data or material is submitted. The proprietary or trade secret material

submitted must be identified by some distinct method such as highlighting or underlining

and must indicate only the specific words, figures, or paragraphs that constitute trade

secrets or proprietary information.

2.16 Modification or Withdrawal of Proposals. Proposers may modify or withdraw their

proposal before the time and date as specified for receipt of the proposals as directed in Exhibit

A. Notice shall be received before the designated date and time for receipt of proposals.

Modifications must be worded so as not to reveal the amount of the original proposal.

The Commission/Council reserve the right to waive technicalities or irregularities to any process

or proposal during this solicitation.

RFP No. 26258– Workers Compensation Services

Page 5

Commodity Codes

• NAICS 541611Administrative Management and General Management Consulting Services
• NAICS 541990All Other Professional, Scientific, and Technical Services
• NAICS 611430Professional and Management Development Training
• NAICS 611710Educational Support Services

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