Project Information

Bid Title

WORKERS COMPENSATION/CLAIMS MANAGEMENT & CONSULTING SERVICES

Issuing Agency

City of Buffalo

Location

New York

Published Date

Feb 3, 2026

Closing Date

Mar 3, 2026

Government Level

State & Local

Status

Closed

Original Source

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Bid Documents

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Project Description

Bid Title:	WORKERS COMPENSATION/CLAIMS MANAGEMENT & CONSULTING SERVICES
Category:	City of Buffalo Bids & RFPs
Status:	Open

Publication Date/Time: 2/3/2026 11:00 AM Closing Date/Time: 3/3/2026 11:00 AM Submittal Information: Submit Proposal by March 3, 2026 11:00 A.M., Local Time Contact Person: Samantha Jakubowski, Director of Personnel: [email protected] Miscellaneous: Question Submission Deadline: February 10, 2026, at 4:00 pm Answers Posted to City of Buffalo Website: February 17, 2026 Proposal Submission Deadline: March 3, 2026 at 11:00 am delivered VIA MAIL ONLY to: Samantha Jakubowski Director of Personnel Department of Human Resources 65 Niagara Square, Room 1011 Buffalo, New York 14202 Related Documents: 2026 Workers Compensation RFP

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CITY OF BUFFALO

NEW YORK

DEPARTMENT OF HUMAN RESOURCES

65 NIAGARA SQUARE, ROOM 1007 CITY HALL

BUFFALO, NY 14202

PHONE (716) 851-5537 FAX (716) 851-4968

REQUEST FOR PROPOSALS

CLAIMS MANAGEMENT and CONSULTING SERVICES for

WORKERS’COMPENSATION AND NO-FAULT CLAIMS

FOR THE CITY OF BUFFALO

Date Issued:

Question Submission Deadline:

Answers Posted to City of Buffalo Website:

Proposal Submission Deadline:

February 3, 2026

February 10, 2026, at 4:00 pm

February 17, 2026

March 3, 2026 at 11:00 am

CONTACT PERSON:

Samantha Jakubowski

CITY OF BUFFALO, DEPARTMENT OF HUMAN RESOURCES

65 NIAGARA SQUARE, ROOM 1011 CITY HALL

BUFFALO, NEW YORK 14202-3302

EMAIL ADDRESS: sjakubowski@buffalony.gov

Page 1 of 36

SECTION 1- INTRODUCTION

The City of Buffalo through its Department of Human Resources (hereinafter the “City”) has

issued this Request for Proposals (“RFP”) seeking qualified professionals to provide claims

management and consulting services relative to Workers’ Compensation and Comprehensive

Motor Vehicle Insurance Reparations (No-Fault) benefits. The City requires an expert on these

matters that will work closely with the City. The successful Offeror, in conjunction with the

physician designated by the City, will service employees with individualized medical services, and

establish ongoing working relationships with management and employees in order to effectively

assist the City’s injured on duty employees.

Current statistics exhibit that the City presently has 224 lost time workers’ compensation cases,

with an average lost time of 101.22 months, 38 medical-only cases and 16 controverted cases.

The City is self-insured with respect to Workers Compensation and No-Fault claims. The City

invites interested parties to submit proposals for Workers Compensation and No-Fault benefits,

other insurances, claims management and consulting services.

SECTION 2- INSTRUCTIONS TO OFFERORS

2.1 General Invitation

The City invites all interested parties to submit proposals for the services described herein. For

purposes of this RFP, the City’s designee shall be Samantha Jakubowski, Director of Personnel

from the Department of Human Resources for the City of Buffalo.

The Department of Human Resources will receive all proposals via mail by no later than March

3, 2026 at 11:00 am EST. All proposals shall be sealed and clearly labeled on the front of the

package with Proposal Enclosed, and delivered VIA MAIL ONLY to:

Samantha Jakubowski

Director of Personnel

Department of Human Resources

65 Niagara Square, Room 1011

Buffalo, New York 14202

The outside of each sealed envelope or package should be labeled:

Proposal Enclosed:

“PROPOSAL FOR WORKERS COMPENSATION/CLAIMS MANAGEMENT &

CONSULTING SERVICES”

Proposals Due: _ March 3, 2026 at 11:00 a.m.

Submitted by: ______________________________

Page 2 of 36

The received time of proposals will be determined by the clock at the above noted locations.

NO CONSIDERATION WILL BE GIVEN TO PROPOSALS RECEIVED AFTER THE

STATED DATE AND TIME.

Offerors must allow sufficient mail delivery time to ensure receipt of their proposal at the specified

location no later than the specified date and time. It is solely the Offeror’s responsibility to ensure

the proposal is timely delivered. Offerors are highly encouraged to mail the sealed proposals

accordingly to allow for delivery on or prior to March 3, 2026, at 11:00 AM EST. Delays in United

States mail deliveries or any other means of mail transmittal shall not excuse late proposal

submissions. Offerors are cautioned that the City cannot be responsible for the actions of your

chosen mail carrier. City of Buffalo staff are available to sign for deliveries on standard business

days Monday-Friday from 8:00 AM to 4:00 PM. No in-person deliveries by Offerors will be

accepted on any day for this solicitation.

Proposals are solicited in accordance with the terms, conditions and instructions as set forth in this

RFP. Submission of proposals via telephone, facsimile, e-mail or any other method not

specifically provided for herein is prohibited. Proposals must be completed in accordance with

the requirements of the RFP. No amendments or changes to proposals will be accepted after the

closing date and time. No proposals shall be accepted after the stated deadline. The City reserves

the right to reject any or all proposals.

Any material misrepresentation made by an Offeror may void their proposal and eliminate their

proposal from further consideration. Any proposal that is based upon violation of federal, state or

local law, or deemed to be non-responsive will be eliminated from consideration.

The City shall not be responsible for any expenses or charges incurred by an Offeror in preparing

or submitting a proposal, or in their providing any additional information considered necessary by

the City in the evaluation of their proposal.

2.2 Schedule

Listed below is the anticipated schedule for all actions related to this RFP. In the event that there

is any change or deviation from this schedule, such change will be posted on the City’s website

at www.buffalony.gov/BIDS .

EVENT

Issuance of RFP

Written Questions from Offerors due

Responses to Questions posted on City website

Proposals Due

Target Award Date:

DATE

February 3, 2026

February 10, 2026 at 4:00 PM

February 17, 2026

March 3, 2026 at 11:00 AM

TBD

Page 3 of 36

2.3 RFP Review, Additional Information and Questions

Each Offeror is responsible for carefully examining all RFP documents and thoroughly

familiarizing themselves with each of the City’s requirements prior to their submission of a

proposal to ensure that their responses are in compliance with the RFP.

Each Offeror is responsible for conducting its own investigations and any examinations necessary

to ascertain conditions and requirements affecting the requirements of this RFP. Failure to perform

such investigations and examinations shall not relieve the Offeror from its obligation to comply,

in every detail, with all of the provisions and requirements contained in the RFP.

Questions regarding the RFP shall be directed to the City’s designee only. Any impermissible

contact with any other City officer or employee regarding the RFP during the procurement period

shall result in the rejection of any such Offeror’s proposal. Offerors shall communicate in writing

only. No other communications with the City’s designee regarding the RFP are permitted during

the procurement period.

All questions, requests for clarification or additional information must be sent by email to

sjakubowski@buffalony.gov in writing, and must be received no later than February 10, 2026

at 4:00 PM. Offerors shall not communicate with the City’s designee via any other method or

outside of the time period set forth herein.

Questions received from all Offerors will be answered and shared with all Offerors via the City’s

website at www.buffalony.gov/BIDS. No other representatives of the City are to be contacted

regarding this RFP. The City accepts no responsibility for, and the Offeror agrees not to rely upon,

any verbal or written statements or representations from any other person, whether or not

employed by the City.

The City may, in its sole discretion, also elect to provide both the question(s) and the written

answer(s) to all known Offerors via e-mail. Offerors are solely responsible for ensuring that the

City has accurate contact information, including e-mail address for the receipt of such

correspondence. The City does not assume any responsibility for undelivered e-mails or for the

receipt of any communication sent to any Offeror.

2.4 Addendums and Modifications

The City reserves the right, in its sole discretion, to amend this RFP at any time prior to the deadline

for submission of the proposals. In the event that it becomes necessary to revise or expand upon

any part of this RFP, all addendums, amendments, and interpretations to this RFP will be made in

writing and posted on the City’s website at www.buffalony.gov/BIDS. The City may also

endeavor to notify all Offerors to whom the RFP has been issued.

Page 4 of 36

All addendums shall be incorporated as part of the RFP documents as though they were

originally set forth. The City does not assume any responsibility for the receipt of any addendum

sent to any Offeror.

Any information supplied by the City relative to this RFP must be considered in preparing

proposals. All other contacts that an Offeror may have had before or after receipt of this RFP with

any individuals, employees, subcontractors, consultants or representatives of the City and any

information that may have been read in any news media or seen or heard in any communication

regarding this RFP should be disregarded in preparing responses.

2.5 Proposal Format

Offerors are advised to adhere to the submittal requirements of the RFP. Failure to comply with

the instructions of the RFP may cause their proposal to be rejected. Submission of a proposal in

response to this RFP constitutes acceptance of all requirements outlined in the RFP.

Three (3) copies of the proposal, one (1) original and two (2) copy, along with one (1) digital copy

(Flash Drive/USB) must be provided. Proposals must be prepared on 8” x 11” letter sized paper

using a font no smaller than 12-point with one-inch margins, printed double-sided, and bound on

the long side. Each page of the submission must be numbered in a manner so that it can be uniquely

identified. Legibility, clarity and completeness are required. The narrative response portion of the

proposal is limited to ten (10) double-sided, double-spaced pages.

The proposal must be signed by each individual Offeror or their authorized representative who

shall have the authority to legally bind the Offeror(s). The proposal shall also contain a statement

that the proposal, including all proposed prices, contained therein shall remain firm and irrevocable

for a period of ninety (90) days following the City’s receipt of such proposal and the award of the

contract.

In the event that an Offeror cannot comply with any term, condition, or requirement of this RFP,

such non-compliance must be clearly noted on the Offeror’s letterhead and submitted with the

proposal. Offerors are cautioned that such non-compliance may result in disqualification of their

proposal, at the sole discretion of the City. No allowance will be made for un-noted noncompliance

of any kind by the Offeror.

SECTION 3 - REQUIRED CONTENT

Each Offeror’s proposal must address the following sections. To enable the City to compare the

proposals received we ask that your proposal include the information specified below, the sequence

listed, with each section of your proposal numbered to correspond to the numbers sequenced

below:

Page 5 of 36

Commodity Codes

• NAICS 541611Administrative Management and General Management Consulting Services
• NAICS 541618Other Management Consulting Services

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