Project Information

Bid Title

RFP 26-805 Workers' Compensation Claims Administration Services

Issuing Agency

City of Shreveport

Location

Louisiana

Published Date

Apr 29, 2026

Closing Date

Jun 4, 2026

Government Level

State & Local

Status

Closed

Original Source

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Bid Documents

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Project Description

RFP 26-805 Workers' Compensation Claims Administration Services

Proposal Documents

1. RFP 26-805 Workers Compensation Claims Administration Services

It shall be the responder's responsibility to make inquiry as to the amendments issued.

Attachment Preview

City of Shreveport

REQUEST FOR PROPOSALS

RFP 26-805

WORKERS’ COMPENSATION CLAIMS ADMINISTRATION SERVICES

Proposal Invitation

INDEX

Page

Numbers

2

General Information - Part I

3-4

Introduction - Part II

5-6

Scope of Work - Part III

7-15

Evaluation Criteria - Part IV

16

Submission Requirements - Part V

NOTE: All items listed in Part V must be submitted with your proposal

17-19

Index of reference items not included herein that is incorporated by reference with the same force and effect as if set forth

in full text. Should any of these be in conflict with those listed herein, the more stringent will apply.

The General Contract Clauses (Section 20), the Standard Instructions/Conditions for Request for Proposals (Section 30)

will no longer be incorporated in solicitations but will be incorporated by reference in the City of Shreveport (hereinafter the

City) book of Standard Solicitation Instructions / Provisions and General Contract Clauses; which are available at

www.shreveportla.gov (click on Business, then on Bids & RFPs). If you do not have a computer, you can use one of the

public use computers that are available at the Shreve Memorial Library or at most library branches.

EXHIBITS

NARRATIVE ON THE APPROACH TO THE SCOPE OF WORK

SCHEDULE OF EVENTS

OFFERORS EXPERIENCE

PERSONNEL STAFFING

*COST PROPOSAL

UNDERWRITER INFORMATION

FORMAT FOR THE RETURN ENVELOPE

*Required for all RFPs

APPENDIX

#1- FAIR SHARE FORMS (Forms 1-4 should be furnished with your proposal)

A-20

B-21

C-22

D-23

E-24-26

F-27

G-28

29-40

#2- ADJUDICATED OR LIEN PROPERTY AFFIDAVIT (do not furnish with your proposal)

41

#3- FELONY CONVICTION / E-VERIFY AFFIDAVIT (must be furnished with your proposal)

42

#4 – RESOLUTION OF BOARD OF DIRECTORS

43

#5- INSURANCE

44-48

The Felony Conviction/E-Verify (Appendix 3) must be submitted with your proposal. Revised 12-05-17

Page 1 of 48

CITY OF SHREVEPORT-PURCHASING DIVISION

P.O. BOX 31109 SHREVEPORT, LOUISIANA 71130-1109  Suite 610, 505 TRAVIS SHREVEPORT, LA 71101-3042

Phone 318/673-5450 web site: www.shreveportla.gov Fax 318/673-5408

April 29, 2026

RFP 26-805

MUST BE RECEIVED NOT LATER THAN 3:00 P.M. (CST) ON: June 4, 2026

PROPOSAL TITLE: WORKERS’ COMPENSATION CLAIMS ADMINISTRATOR SERVICES

You are invited to submit proposals in accordance with the requirements of this solicitation which are contained herein.

In order for your proposal to be considered, it must be received in the Purchasing office not later than the date and time

as listed above. Solicitation documents are posted on BidNetDirect. To view the general RFP information and receive

notices by email, register with BidNetDirect. Registration is free. Solicitation documents are also available at

www.shreveportla.gov/Solicitations. BidNetDirect shall be the official source of solicitation documents.

It shall be the responder’s responsibility to make inquiry as to the addenda issued. All inquiries pertaining to this RFP shall

reference RFP number as shown above. Paper proposals received by the Purchasing Office after the time specified will be

documented and then returned to the Offeror unopened. Due to the possibility of negotiation with all Offerors, the identity

of any Offeror or the contents of any proposal will not be public information until after the contract award is made. Paper

proposals and modifications received in response to this Request for Proposals shall be time stamped upon receipt and

secured in the Purchasing Division until the established due date. Attendance by the submitter on the established due date

is unnecessary, because submittals will be opened at a later time in the presence of a procurement employee or selection

committee member.

The proposals must be signed in ink by an official authorized to bind the Offeror, and it shall contain a statement to the

effect that the proposal is firm for a period of at least 120 days from the closing date for submission of proposals. Paper

proposals must be submitted using the envelope format as provided in this solicitation document in a sealed

opaque envelope/container showing the above proposal title, number, opening date, time of opening and

appropriate license number(s) on the outside of the envelope or if a sealed container is used, then all this

information shall be shown on the top of the container. The City does not accept faxed or emailed responses for

formal solicitations.

All submittals (see Part V, Submission Requirements) received in response to this Request for Proposals will be rated by

the City’s Selection Committee, based upon the Evaluation Criteria as listed in Part IV. If the best Offeror is clearly identified

from the point summary, there will not be a need for oral presentations. If not, then an oral presentation from a minimum of

two (the highest rated) firms shall be required. This solicitation does not commit the City to award a contract, to pay any

costs incurred in the preparation of a proposal, or to procure or contract for the articles of goods or services. The City

reserves the right to accept or reject any or all proposals received as a result of this request, to waive informalities, to

negotiate with all qualified Offerors, or to cancel in part or in its entirety this proposal, if it is in the best interest of the City to

do so.

City of Shreveport

Renee Anderson, MBA, CPPO, CPPB, NIGP-CPP

Purchasing Agent

Important- If you consider the specifications as restrictive or have a problem with this document please contact the Purchasing Agent at least

five days before the proposal opening at (318) 673-5450.

Page 2 of 48

PART I

GENERAL INFORMATION

1.0

Proposals will be considered as specified herein or attached hereto under the terms and conditions of this

proposal.

2.0

Proposals must be made in the official name of the firm or individual under which business is conducted (showing

an official business address) and must be signed in ink by a person duly authorized to legally bind the person,

partnership, company, or corporation submitting the proposal.

3.0

Offerors are to include all applicable requested information and are encouraged to include any additional

information they wish to be considered.

4.0

It is up to you to make sure that all the information requested is returned to us by using the envelope format shown

in this package.

5.0

Each Proposer shall submit one (1) signed original response. Five (5) additional copies of the proposal.

5.1

Proposals should be sent to:

5.1.1

5.1.2

5.1.3

5.1.4

5.1.5

City of Shreveport

Office of The Purchasing Agent

Government Plaza-Suite 610

505 Travis Street

Shreveport, LA 71101-3042

6.0

QUESTIONS

6.1

Offerors requiring additional information may email or fax their questions so that they will be received at least five

(5) working days prior to proposal opening to:

6.2

Email angela.mcnicoll@shreveportla.gov or fax Angela McNicoll at 318-673-5408.

6.3

Answers to questions received that should change and/or clarify this solicitation will be provided in writing to all

Offerors via an amendment.

7.0

PROPOSAL WITHDRAWAL

7.1

Any proposal may be withdrawn until the date and time set above for the submission of the proposals. Any

proposal not so withdrawn shall constitute an irrevocable offer, to sell to the City the services set forth in these

specifications until one or more of these proposals have been awarded.

7.2

Withdrawals may be directed to the buyer, Angela McNicoll at angela.mcnicoll@shreveportla.gov.

8.0

EXPENDITURE

8.1

Estimated Expenditure: $250,000.

9.0

CONFIDENTIAL INFORMATION, TRADE SECRETS, AND PROPRIETARY INFORMATION

9.1

The designation of certain information as trade secrets and/or privileged or confidential proprietary information

shall only apply to the technical portion of the proposal. The financial proposal will not be considered

confidential under any circumstance. Any proposal copyrighted or marked as confidential or proprietary in its

entirety may be rejected without further consideration or recourse.

9.2

For the purposes of this procurement, the provisions of the Louisiana Public Records Act (La. R.S. 44.1 et. seq.)

shall be in effect. Pursuant to this Act, all proceedings, records, contracts, and other public documents relating to

this procurement shall be open to public inspection. Proposers are reminded that while trade secrets and other

proprietary information they submit in conjunction with this procurement may not be subject to public disclosure,

protections must be claimed by the Proposer at the time of submission of its Technical Proposal. Proposers

should refer to the Louisiana Public Records Act for further clarification.

9.3

The Proposer shall clearly designate the part of the proposal that contains a trade secret and/or privileged or

confidential proprietary information as “confidential” in order to claim protection, if any, from disclosure. The

Proposer shall mark the cover sheet of the proposal with the following legend, specifying the specific section(s)

of the proposal sought to be restricted in accordance with the conditions of the legend:

9.4

“The data contained in pages _____ of the proposal have been submitted in confidence and contain trade secrets

and/or privileged or confidential information and such data shall only be disclosed for evaluation purposes,

Page 3 of 48

provided that if a contract is awarded to this Proposer as a result of or in connection with the submission of this

proposal, the City of Shreveport shall have the right to use or disclose the data therein to the extent provided in

the contract. This restriction does not limit the City of Shreveport’s right to use or disclose data obtained from any

source, including the Proposer, without restrictions.”

9.5

Further, to protect such data, each page containing such data shall be specifically identified and marked

“CONFIDENTIAL”.

9.6

If the Proposer’s response contains confidential information, the Proposer should also submit a redacted copy of

their proposal along with their original proposal. When submitting the redacted copy, the Proposer should clearly

mark the cover as such - “REDACTED COPY” - to avoid having this copy reviewed by an evaluation committee

member. The redacted copy should also state which sections or information has been removed. The proposer

should also submit one (1) electronic redacted copy of its proposal on a USB flash drive. The redacted copy of

the proposal will be the copy produced by the City if a competing proposer or other person seeks review or copies

of the Proposer’s confidential data.

9.7

If the Proposer does not submit the redacted copy, it will be assumed that any claim to keep information

confidential is waived.

9.8

Proposers must be prepared to defend the reasons why the material should be held confidential. By submitting a

proposal with data, information, or material designated as containing trade secrets and/or privileged or

confidential proprietary information, or otherwise designated as “confidential”, the Proposer agrees to indemnify

and defend (including attorney’s fees) the City and hold the City harmless against all actions or court proceedings

that may ensue which seek to order the City to disclose the information.

9.9

The City reserves the right to make any proposal, including proprietary information contained therein, available

to other agencies or organizations for the sole purpose of assisting the City in its evaluation of the proposal. The

City shall require said individuals to protect the confidentiality of any specifically identified proprietary information

or privileged business information obtained as a result of their participation in these evaluations.

10.0 Additionally, any proposal that fails to follow this section and/or La. R.S. 44:3.2.(D)(1) shall have failed to

properly assert the designation of trade secrets and/or privileged or confidential proprietary information and the

information may be considered public records.

Page 4 of 48

Part II

INTRODUCTION

1.0

PROJECT BACKGROUND

1.1

The City of Shreveport is the third-most populous city in Louisiana with approximately 2,500 municipal

employees.

1.2

The City of Shreveport is self-insured for workers’ compensation and liability coverage within our retention.

1.2.1

The City utilizes the services of a third-party claim administer to assist in the delivery of services for this program

and to ensure that it complies with all applicable state statues.

1.3

The City’s Risk Manager oversees the self-insured workers’ compensation/liability program and TPA.

2.0

INTENT

2.1

The City of Shreveport (hereinafter referred to as “City”) is soliciting proposals for Workers’ Compensation

Claims Administration Services and Complex Liability claims processing (hereinafter referred to as “TPA”).

2.2

The City is seeking a quality claims service provider who is technically proficient, automated, flexible and

effective with competitive pricing.

3.0

MINIMUM QUALIFICATIONS

3.1

Offerors for Workers’ Compensation Claims Administration/Liability Services must:

3.1.1

Be authorized as an administrator in the State of Louisiana with required adjuster licensing;

3.1.2

Demonstrate experience administering a Workers’ Compensation/Liability program since 2019 for two

Louisiana public entity clients in Louisiana; and

3.1.3

4.0

Demonstrate experience administering a Workers’ Compensation/Liability program since 2019 for one

Louisiana public entity client with more than 2,000 employees.

TERM OF CONTRACT

4.1

The term of any contract resulting from this solicitation shall be for three years from the date of award, unless

terminated or extended in accordance with the provisions listed herein. The City of Shreveport reserves the

right to renew any resultant contract(s), if mutually agreeable with the consultant, for two additional years in

one-year increments with price changes limited to Price Changes paragraph below, unless prices are requested

for a longer period in this RFP.

5.0

PRICE CHANGES

5.1

Prices will be firm for the contract term as specified in paragraph 2 above. After the term of the contract, the

TPA may request price increases that are limited to the increase in the TPA’s actual documented cost of doing

business or the appropriate CPI or PPI, whichever is lower. Written requests for price increases must be sent

by Certified Mail-Return Receipt Requested. The City reserves the right to accept or reject the price increase

within fifteen days after receipt of the request. Should the City reject the price increase, the City reserves the

right to cancel the contract and award to the next best Offeror or to solicit new proposals. No increase will be

effective until approved in writing by the Purchasing Agent. Any decrease in the cost of the contract items shall

be forwarded to the Purchasing Office with immediate inception into the contract. Any decrease in pricing shall

not be less than the appropriate CPI or PPI.

6.0

AWARDS

6.1

An award resulting from this request shall be awarded to the responsive and responsible Offeror whose

proposal is determined to be most advantageous to the City, taking into consideration price and the evaluation

factors set forth in the RFP; however, the right is reserved to reject any and all proposals received, to waive

any informalities, and in all cases the City will be the sole judge as to whether an Offerors proposal has or has

not satisfactorily met the requirements of this RFP.

7.0

EVALUATION OF PROPOSALS FOR MULTIPLE AWARDS

7.1

In addition to other factors, proposals will be evaluated on the basis of advantages to the City that might result

from making more than one award (multiple awards). For the purpose of making this evaluation, administrative

costs to the City for issuing and administering each contract awarded under this invitation will

Page 5 of 48

Commodity Codes

• NAICS 524292Third Party Administration of Insurance and Pension Funds
• NAICS 524298All Other Insurance Related Activities
• NAICS 541611Administrative Management and General Management Consulting Services

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