Project Information

Bid Title

WORKERS' COMPENSATION CLAIMS ADMINISTRATION **DEADLINE EXTENDED**

Issuing Agency

City of Lynchburg

Location

Virginia

Published Date

Feb 20, 2026

Closing Date

Mar 9, 2026

Government Level

State & Local

Status

Closed

Ref. #

2026-063

Original Source

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Bid Documents

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Project Description

Bid Number:	2026-063
Bid Title:	WORKERS' COMPENSATION CLAIMS ADMINISTRATION **DEADLINE EXTENDED**
Category:	Request for Proposals
Status:	Open

Description: Proposal Submission Deadline is Extended to March 9, 2026, 4:00PM EST. You can now submit your IFB or RFP response online. Simply click the button below, fill out the form, and attach your documents. Submit Online Publication Date/Time: 2/2/2026 3:20 PM Closing Date/Time: 3/9/2026 4:00 PM Contact Person: DENAY.ADAMS@LYNCHBURGVA.GOV Related Documents: 2026-063_WORKERS COMPENSATION CLAIMS ADMINISTRATION 2026-063 WORKERS COMPENSATION CLAIMS ADMINISTRATION ADDENDUM 1 2026-063 WORKERS COMPENSATION CLAIMS ADMINISTRATION_Attachment A - 5 Year Loss Report 2026-063 WORKERS COMPENSATION CLAIMS ADMINISTRATION_Attachment B - Payment Report 2026-063 WORKERS COMPENSATION CLAIMS ADMINISTRATION_Attachment C -Signed contract with Intercare Sept 2025 2026-063 WORKERS COMPENSATION CLAIMS ADMINISTRATION_Attachment D - WC Survey to Employee EXAMPLE 2026-063 WORKERS COMPENSATION CLAIMS ADMINISTRATION_Attachment E - Open Claims Report as of 1-31-26

Attachment Preview

REQUEST FOR PROPOSALS TITLE PAGE

Include This Page as the First Page in Your Proposal Response

City of Lynchburg, Virginia

Procurement Division

Proposal Title: Workers’ Compensation Claims Administration

This is the City of Lynchburg's Request for Proposals (RFP) No. 2026-063, issued February 2, 2026. Direct inquires for

information should be directed to: DeNay Adams, phone: 434-455-4228 or by email: denay.adams@lynchburgva.gov . All

responses to this solicitation shall be in strict accordance with the requirements set forth in this RFP document and the

ensuing contract documents.

All requests for clarification of or questions regarding this Request for Proposal must be made in writing, by email to

denay.adams@lynchburgva.gov and received by 2:00 p.m., February 25, 2026. Any alteration or changes to this Request

for Proposals will be made only by written addendum issued by the City of Lynchburg, Procurement Division.

Sealed proposals will be publicly accepted prior to 4:00 p.m., March 3, 2026, however only the names of firms responding

will be available for announcement. Proposals received after the stated due date and time shall not be considered. Submit

proposals in a sealed, opaque envelope, and put the RFP number, title, due date and time on the lower left front. Offerors

are responsible for having their proposal stamped by Procurement Division staff before the deadline indicated above and

acknowledge all addenda so issued in the space provided below. All Offerors are responsible for obtaining issued addenda

from the City’s Purchasing Division website: https://www.lynchburgva.gov/Bids.aspx.

Acknowledge receipt of addenda here: No.

Date:

No.

Date:

Submit Proposals: BY MAIL, GROUND DELIVERY, OR HAND DELIVER TO:

City of Lynchburg, Procurement Division, Third Floor

900 Church Street, Lynchburg, Virginia 24504

Information the Offeror deems Proprietary is included in the proposal response in section(s):

See Section I: Submission of Proposals, Paragraph 2. for guidelines on submitting proprietary information.

In compliance with this Request for Proposals and all the conditions imposed therein, the undersigned offers and agrees to

furnish the services in accordance with the attached proposal or as mutually agreed by subsequent negotiations. By my

signature below, I certify that I am authorized to bind the Offeror in any and all negotiations and/or contractual matters

relating to this Request for Proposals. Indicate which services you are requesting pre-qualification for below. Sign in ink

and type or print requested information.

Full Legal Name of Offeror:

Fed ID:

Address:

Signature:

Date:

Phone: ( )

Email:

Typed or Printed Name, Title

City Procurement Signature: _____________________________________________________________

TABLE OF CONTENTS

I. SUBMISSION OF PROPOSALS ................................................................................................................. 2

II. PURPOSE .................................................................................................................................................... 3

III. BACKGROUND .......................................................................................................................................... 3

IV. SCOPE OF SERVICES ................................................................................................................................ 4

V. REPORTING.............................................................................................................................................. 16

VI. PROPOSAL PREPARATION ................................................................................................................... 20

VII. EVALUATION CRITERIA....................................................................................................................... 21

VIII. METHOD OF AWARD ............................................................................................................................ 21

IX. CONTRACT TERM................................................................................................................................... 22

X. GENERAL TERMS AND CONDITIONS ................................................................................................ 22

ATTACHMENT A: QUESTIONNAIRE ............................................................................................................. 30

I. SUBMISSION OF PROPOSALS

1. An original (1), so marked, and five (5) copies, so marked, for a total of four (6) of your proposal

documents are required. In addition, one (1) copy of proposal in an electronic format, either on a USB

drive OR send an electronic file via e-mail to: denay.adams@lynchburgva.gov within 24 hours after the

proposal due date; DO NOT SEND THE FILE BEFORE THE ADVERTISED DATE. The City will not

assume responsibility for reproduction where an insufficient number of copies have been supplied. In any

such case, the City will notify the Offeror of the deficiency and request that the appropriate number of

copies be delivered within 24 hours. Failure to comply with this or other requirements of this Request for

Proposal shall be grounds for the City to reject such proposals. Telegraphic or facsimile submission of

proposals is not acceptable and any such proposals will not be considered. Nothing herein is intended to

exclude any responsible Offeror or in any way restrain or restrict competition. All responsible Offerors

are encouraged to submit proposals.

2. Submission of Proprietary Information: Trade secrets or proprietary information submitted by an Offeror

in connection with this procurement transaction shall not be subject to public disclosure under the Virginia

Freedom of Information Act; however the Offeror must invoke the protection of this section prior to or

upon submission of the data or the materials, and must identify the data or other materials to be protected

and state the reason why protection is necessary (Section 2.2-4342F of the Code of Virginia). Offerors

shall submit, in a separate section of the proposal, any information considered proprietary and any

copyrighted material and clearly identify the information as proprietary and/or copyrighted information.

Offerors may not declare their entire proposal proprietary nor may they declare proposed pricing to be

proprietary.

References may be made within the body of the proposal to proprietary information; however, all

information contained within the body of the proposal not in the separate section labeled proprietary shall

be considered Public Information.

3. Proposals having any erasures or corrections must be initialed by the Offeror in ink (no color preference).

4. The City reserves the right to accept or reject any or all proposals, to waive informalities, and to reissue

any request for proposals and to award contracts to multiple Offerors. Any contract resulting from this

Request for Proposal shall not be exclusive to the Successful Offeror. The City reserves the right to

contract with firms not party to the resultant contract for similar work if it determines this to be in their

best interest.

5. By submitting a proposal response, the Offeror agrees that the proposal response will not be withdrawn

for a period of 90 days following the due date for proposal responses.

6. By submitting a proposal response, the Offeror certifies that it has not combined, conspired or agreed to

intentionally rig, alter or otherwise manipulate, or to cause to be rigged, altered or otherwise manipulated

its proposal response for the purpose of allocating purchases or sales to or among persons, raising or

otherwise fixing the prices of the goods or services, or excluding other persons from dealing with the City.

City of Lynchburg Request for Proposal, Workers’ Compensation Claim Administration

Page 2 of 33

7. By submitting a proposal response, the Offeror certifies that its proposal is made without collusion or

fraud and that it has not offered or received any kickbacks or inducements from any other Offeror,

supplier, manufacturer or subcontracting firm in connection with its proposal; and that it has not conferred

on any public employee having official responsibility for this procurement transaction any payment, loan,

subscription, advance, deposit of money, services or anything of more than nominal value, present or

promised.

8. The City will not be responsible for any expense incurred by any Offeror in preparing and submitting a

proposal response. All proposals submitted will become the property of the City.

9. It is the policy of the City to maximize participation by minority and women owned business enterprises

in all aspects of City contracting opportunities. The City does not discriminate against faith-based

organizations.

10. By submitting a proposal, the Offeror certifies it is not currently debarred from submitting proposals on

contracts by the City or any agency of the Commonwealth of Virginia nor is it an agent of any person or

entity that is currently debarred from submitting proposals on contracts by any agency of the

Commonwealth of Virginia. A copy of the City debarment procedure in accordance with Section 18.1-10

of the City’s Procurement Ordinance is available upon request.

II. PURPOSE

The purpose of this Request for Proposal (RFP) is to solicit sealed proposals from qualified Offerors to

provide comprehensive Workers’ Compensation Claims Administration services for the City of Lynchburg,

Virginia. The selected Contractor will be responsible for managing all aspects of workers’ compensation claims

in compliance with the Virginia Workers’ Compensation Act and industry best practices. Proposals should

demonstrate the ability to deliver efficient, cost-effective, and high-quality claims administration services that

meet or exceed the requirements outlined in this RFP. Any deviations from these requirements must be clearly

identified and explained. As of the 1/22/2026 payroll, the City has 1,493 employees.

III. BACKGROUND

The City of Lynchburg is committed to ensuring the health, safety, and well-being of its employees by

providing timely and effective management of workers’ compensation claims. As part of this commitment, the

City seeks to partner with a qualified contractor to administer all aspects of workers’ compensation claims in

accordance with the Virginia Workers’ Compensation Act. The City currently manages claims for a diverse

workforce across multiple departments, including Fire, Police, Public Works, Water Resources, Human Services

and other support departments. We require a solution that emphasizes accuracy, compliance, and cost control

while delivering exceptional customer service to injured employees and the City of Lynchburg.

City of Lynchburg Request for Proposal, Workers’ Compensation Claim Administration

Page 3 of 33

Claim DOI in

Fiscal Year

2020/2021

2021/2022

2022/2023

2023/2024

2024/2025

Grand Total

LOSS RUNS HISTORY: FY2020-FY2025

Medical Only

106

79

90

83

147

505

Lost Time

Total # of Claims

Total Paid as of 12-31-2025

19

125

$1,083,914.45

18

97

$387,463.14

10

102

$391,782.96

17

100

$524,370.82

14

161

$869,637.61

78

585

$3,257,168.98

Claims Submitted For Reporting Purposes Only

Year

2024

2025

Grand Total

Medical Only

73

69

142

IV. SCOPE OF SERVICES

All proposals must be made on the basis of, and either meet or exceed, the requirements contained herein. All

offerors must be able to provide:

A. Staffing

WORKERS’ COMPENSATION CLAIMS ADMINISTRATION

1. Account Manager

Contractor shall assign a designated Account Manager to the City account with responsibility and

authority to take all necessary steps to ensure that City expectations are met, and to solve all Contract disputes,

professional performance, invoicing, and other conflicts that may arise. Account Manager should have a minimum

of ten (10) years of relevant experience, including a minimum of six (6) years of workers’ compensation claims

supervisory experience.

2. Claims Supervisor

Contractor shall assign a dedicated Claims Supervisor to the City account. Supervisor should have a

minimum of six (6) years of workers’ compensation claims adjudication experience including a minimum of four

(4) years of workers’ compensation claims supervisory experience. Caseloads shall be consistent with industry

standards. Maximum caseloads will be agreed upon by the Contractor and City prior to inception of the Contract.

3. Adjusters

City of Lynchburg Request for Proposal, Workers’ Compensation Claim Administration

Page 4 of 33

Commodity Codes

• NAICS 541611Administrative Management and General Management Consulting Services

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