Project Information

Bid Title

Student Athlete Insurance Addendum 2 Q&A

Issuing Agency

West Virginia Higher Education Policy Commission

Location

West Virginia

Published Date

Jul 7, 2026

Closing Date

Jul 10, 2026

Government Level

State & Local

Status

Closed

Ref. #

RFB CU2603

Original Source

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Bid Documents

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Project Description

Bid Number	Description	Bid Opening
RFB CU2603 Student Athlete Insurance RFB CU2603 Addendum 1 RFB CO2603 Addendum 2 Q&A	Concord University Request for Bids Student Athlete Insurance Any vendor questions should be submitted via email to: procurement@concord.edu	Bids will be received until July 10, 2026, at 2 PM EST

Attachment Preview

Section 1

Section 2

Section 3

Section 4

Section 5

Exhibits:

Exhibit A

Exhibit B

Exhibit C

Exhibit D

Exhibit E

REQUEST FOR BIDS #CU2603 STUDENT

ATHLETE INSURANCE

Table of Contents

General Information and Instructions to Bidders………..……………...Page 2

Background Information………………………………………….……..Page 3

Scope of Services……………………………………………….……….Page 3

Vendor Information and Qualifications………………………..………..Page 4

Bidder Responses and Evaluation Criteria…………………….………..Page 4

Instructions to Bidders

General Terms and Conditions

Emailing Requirements

Signature/Certification

Addendum Acknowledgement

Questions will be received until June 22, 2026, at 4 PM

Bids will be received until July 10, 2026, at 2 PM

Page 1 of 5

REQUEST FOR BIDS

RFB # CU2603 Student Athlete Insurance

SECTION 1: GENERAL INFORMATION

1.1 Purpose: The purpose of this Request for Bid (RFB) is to obtain competitive bids from

qualified insurance carriers and/or brokers to provide comprehensive student-athlete

insurance coverage for the University's intercollegiate athletics program. The selected

provider will furnish insurance products and related services that protect eligible student-

athletes from covered injuries, illnesses, accidents, and other risks associated with

participation in University-sponsored athletic activities. The University seeks a cost-

effective insurance program that delivers high-quality coverage, efficient claims

administration, regulatory compliance, and responsive customer service while supporting

the health, safety, and well-being of its student-athletes.

1.2 Instructions to bidders: See Exhibit A for bidder instructions.

1.3 General terms and conditions: See Exhibit B.

1.4 Schedule of Events:

Release of RFB: June 15, 2026

Question Deadline: June 22, 2026

Addendum/Response to Questions: June 26, 2026

Bid Due Date: July 10, 2026

Target Award Date: July 17, 2026

1.5 Posting of Information: This RFB and any addenda, including answers to questions, will

be posted on the Concord University RFB webpage: https://www.concord.edu/About/Important-

Offices-Centers/Business-Office/Accounts-Payable-Procurement/RFBs.aspx

1.6 Bids shall remain in effect ninety (90) days from the submission date.

1.7 Expenses: The state will not be held liable for any expenses incurred by any bidder

responding to this RFB including expenses to prepare or deliver the bid or attend any oral

presentation.

1.8 Interviews: Discussions and/or interviews may be held with the bidders under final

consideration prior to making a selection for award; however, the RFB may be awarded without

such discussions or interviews.

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1.9 Award: It is anticipated that a single contract will be awarded for all services. However,

the state reserves the right to configure the contract in whatever manner is in its’ best interests.

SECTION 2: BACKGROUND INFORMATION

2.1 Founded in 1872, Concord University is a four-year public liberal arts university and part

of the West Virginia Higher Education System.

2.2 There are currently approximately 1,800 students enrolled and approximately 250 faculty

and staff.

2.3 Concord University currently sponsors the following sports: Baseball, Men’s Basketball,

Women’s Basketball, Cheerleading with Mascot, Men’s Cross Country, Women’s Cross

Country, Fall and Spring Football, Men’s Gold, Women’s Golf, Men’s Soccer, Women’s Soccer,

Softball, Indoor Track and Field, Outdoor Track and Field, Women’s Volleyball, Women’s

Wrestling, and Triathlon.

SECTION 3: SCOPE OF SERVICES

3.1 This RFB may contain mandatory provisions identified by the use of the words

“must, will and shall”. Failure to comply with a mandatory term in the RFB will result in bid

disqualification.

3.2 Concord University is in search of a vendor that shall provide insurance for our

student athletes, including cheerleaders, student managers, student athletic trainers and

student coaches for injury incurred during or as a result of a NCAA collegiate athletic

practice, game, off-season conditioning and related travel that is either set, approved, or

conducted by an official representative of the University (Coaches).

3.3 The insurance plan would be a basic accident medical excess plan. All student

athletes at Concord University are required to have primary insurance plans in place in order

to participate in Concord University athletics.

3.4 The proposed effective date for this coverage is August 1, 2026 with payments being

able to be made at least 104 weeks after accident as long as there is timely claim filing

which can be defined in the bid.

3.5 Coverage must be comprehensive in nature with cardiovascular benefits, primary

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insurance denial coverage, and overuse and reinjury coverage. Deductible amounts of $0,

$500, $5,000, may be presented, but all bids must include a $1,000, $1,500, and $2,500

deductible option. Accident maximums must be at least $90,000.

3.6 Bidders are required to show proof of their ability to negotiate discounts with local

providers directly in addition to utilizing discount networks.

3.7 TPA must show proof they can process and pay claims within a 2-week average.

3.8 Bidders must have a HIPPA compliant claims system complete with online reports

and electronic (FTP) claims filing capabilities.

3.9 Bidders must be able to offer affordable options that student athletes may purchase

for primary insurance coverage if they are uninsured. Options for international students’

insurance, accident only plans, and short-term medical plans are acceptable options as long

as they cover injuries that occur while participating in intercollegiate athletics.

SECTION 4: VENDOR INFORMATION AND QUALIFICATIONS

Provide a statement/response to each of the following:

4.1 Describe any related experience.

4.2 Provide the names, telephone numbers and mailing addresses of at least three higher

education clients and the contact person from whom references may be obtained for both the firm

and the key personnel assigned to the engagement. References should be from clients

comparable to the type and scope of services solicited in this RFB.

SECTION 5: BIDDER RESPONSE AND EVALUATION CRITERIA

5.1 Economy of Preparation: Bids should be prepared simply and economically, providing a

straightforward, concise description of the bidder’s ability to satisfy the requirements of the RFB.

Emphasis should be placed on completeness and clarity of content.

NOTE: ALL PRICES ARE TO BE PROVIDED IN A SEPARATE EMAIL OR

SEALED ENVELOPE LABELED AS PRICING INFORMATION.

5.2 Bids should be limited to 50 pages. Additional material may be presented as exhibits to

the main bid.

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5.3 A Title Page (Exhibit C) Should be provided. The Title Page is the preferred method of

providing the bidder’s information. If the bidder does not utilize the Title Page, the bid must

provide a cover letter with, at a minimum, the signature of an individual authorized to obligate

the company and a date.

5.4 Award will be made to the lowest qualified bidder.

5.5 In the event that mutually acceptable terms cannot be reached within a reasonable period

of time, with the highest ranked bidder, the state reserves the right to undertake negotiations with

the next highest ranked bidder and so on until mutually acceptable terms can be reached.

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