Project Information

Bid Title

RFP-2026-01-4610 City of Baton Rouge Third Party Claims Administrator

Issuing Agency

State Government of Louisiana

Location

Louisiana

Published Date

May 15, 2026

Closing Date

Jun 22, 2026

Government Level

State & Local

Status

Closed

Ref. #

20008-RFP-2026-01-4610

Original Source

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Bid Documents

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Project Description

Bid Number	Description	Date Issued	Bid Open Date/Time
20008-RFP-2026-01-4610	RFP-2026-01-4610 City of Baton Rouge Third Party Claims Administrator Original: 20008-RFP-2026-01-4610	05/15/2026	06/22/2026 2:00:00 PM CT

Contact Information for Bid # 20008-RFP-2026-01-4610

Department	Non State - East Baton Rouge City Parish Purchasing
Section	Purchasing
Dept Code	20008
Contact	Paul Narcisse
Address	222 St Louis St 8th Floor; Room 826 Baton Rouge, LA 70802
Phone	225-389-3259, Ext. 3265
Fax	225-389-4841
Email	pgore@brla.gov

Attachment Preview

REQUEST FOR PROPOSAL

City-Parish Third Party Claims Administrator

Solicitation No: 2026-01-4610

Proposal Opening Date: June 22, 2026

Proposal Opening Time: 2:00 pm CST

NOTE TO PROPOSERS:

1) Submit the separate set of Proposal Forms with all required

information as your Proposal.

2) Retain the complete set of Specifications and Contract Documents for

your file.

Revised 05.08.26

1

TABLE OF CONTENTS

PART I ADMINISTRATIVE AND GENERAL

INFORMATION

1.1 Background ……….…………………………………………………….. 5

1.1.1 Purpose …………….………………………………………….………... 5

1.1.2 Goals and Objectives …….………………………………….………. 5

1.2 Definitions ……………………….………………………………………. 5

1.3 Schedule of Events ……………………………….……………………. 6

1.4 Proposal Submittal ……………………….…………………………….. 6

1.5 Proposal Response Format ………………………….………………... 7

1.5.1 Number of Response Copies ……………………………………….. 10

1.5.2 Legibility/Clarity ……….……………………………………………… 10

1.6 Confidential Information, Trade Secrets, Proprietary Information .... 10

1.7 Proposal Clarifications Prior to Submittal ……………………………. 12

1.7.1 Proposal Inquiry Period ……………………………………………… 12

1.8 Errors and Omissions in Proposal ……………………………………. 13

1.9 RESERVED……………………………………………………………... 13

1.10 RESERVED…….………………….…………………………………... 13

1.11 Changes, Addenda, Withdrawals …………………………………… 13

1.12 Withdrawal of Proposal ………………………………………………. 13

1.13 Material in the RFP …………………………………………………… 13

1.14 Waiver of Administrative Informalities ………………………………. 14

1.15 Proposal Rejection ……………………………………………………. 14

1.16 Ownership of Proposal ………………………………...……………... 14

1.17 Cost of Offer Preparation …………………………………………….. 14

1.18 Nonnegotiable Contract Terms ……………………………………… 14

1.19 Taxes …………………………………………………………………… 14

1.20 Proposal Validity …………………………………………………….. 15

1.21 Prime Contractor Responsibilities …………………………………… 15

1.21.1 Corporation Requirements.………………………………………… 15

1.22 Use of Subcontractors ……………………………..…………………. 15

1.23 Written or Oral Discussions/Presentations …………………………. 16

1.24 Acceptance of Proposal Content ……………………………………. 16

1.25 Evaluation and Selections ……………………………………………. 16

1.26 Contract Negotiations ………………………………………………… 16

1.27 Contract Award and Negotiation …………………………………….. 16

1.28 Notice of Intent to Award ……………………………………………... 17

1.29 RESERVED ……………………………………………………………. 17

1.30 Debriefings …………………………………………………………….. 17

1.31 Insurance Requirements ……………………………………………... 17

1.32 Subcontractor Insurance ……………………………………………... 17

1.33 Contractor Provisions ………………………………………………… 18

Revised 05.08.26

2

PART I ADMINISTRATIVE AND GENERAL

INFORMATION

1.33.1 Indemnification ..……………………………………………………….……….. 18

1.33.2 Payment for Services……..……………………………...…………..................... 18

1.33.3 Termination of This Agreement for Cause …………………………………... 18

1.33.4 Termination of This Agreement for Convenience …………………………... 19

1.33.5 Termination of This Agreement for Lack of Appropriated Funds………….. 19

1.33.6 Assignment …………………………….………...………………………….….. 20

1.33.7 No Guarantee of Quantities……………………………………….................... 20

1.33.8 Audit of Records ………………………………………………………………... 20

1.33.9 Civil Rights Compliance …….…………………………………………………. 20

1.33.10 Record Retention ……………………………………………………………... 21

1.33.11 Record Ownership ……………………………..……………….…………….. 21

1.33.12 Content of Contract/Order of Preference ….………………….……………. 21

1.33.13 Contract Changes………………………….……………………………….. 21

1.33.14 End of Contract Transition...………………………………………………… 21

1.33.15 Substitution of Personnel ….…………………………………….................... 22

1.34 Governing Law ………....…………………………………………..................... 22

1.35 Claims or Controversies………… ………………………………………………. 22

PART II SCOPE OF SERVICES

2.1 Scope of Work / Services..…………………………………..…….………………. 24

2.2 Period of Agreement ……………………...……………………………………….. 24

2.3 Price Schedule …….…………………………………………………………..…... 24

2.4 Deliverables ……………………………………………...…………………..…….. 25

2.5 Location ……………………………………………………………………………... 25

2.6 Proposal Elements …………………….………………..…………………………. 25

Revised 05.08.26

3

PART III EVALUATION

3.1 Financial ………………………….………………………………………………..… 28

3.2 Technical ………………………………………………………………………….. 28

3.3. Scoring………………………..……………………...…….………………………... 29

ATTACHMENTS

ATTACHMENT A – SCOPE OF SERVICES …………………………………….…. 31

ATTACHMENT B – PROPOSAL FORM ……………………………………………. 36

ATTACHMENT B-1 – PRICING SCHEDULE.......................................................... 38

ATTACHMENT C – INSURANCE REQUIREMENTS ……………...…................... 39

ATTACHMENT D – SAMPLE CONTRACT …………………………..................... 40

ATTACHMENT E – STANDARD FEDERAL AWARD

CONTRACTOR TERMS AND CONDITIONS ....……………. 45

ATTACHMENT F – COMPLIANCE WITH THE

CODE OF FEDERAL REGULATIONS ………………....…..... 52

Revised 05.08.26

4

REQUEST FOR PROPOSAL

for

City-Parish Third Party Claims Administrator

PART I. ADMINISTRATIVE AND GENERAL INFORMATION

1.1 Background

The City of Baton Rouge is committed to fostering a workplace where employees feel

supported, valued, and able to thrive, we are seeking proposals from qualified third-party

medical claims administrators who share our dedication to employee well-being. At the same

time, we recognize our responsibility to steward public resources wisely, and therefore place

equal importance on cost-effective plan management, transparent reporting, and innovative

strategies that help contain rising healthcare expenses. Our goal is to partner with an

administrator who can deliver a seamless, compassionate experience for our workforce while

helping us maintain long-term financial sustainability for the community we serve.

1.1.1 Purpose

The purpose of this RFP is to identify a qualified third-party medical claims administrator

capable of delivering high-quality, employee-centered service while supporting the

municipality’s commitment to responsible financial management.

1.1.2 Goals and Objectives

The City-Parish desires to obtain project management, grant management and

administrative related services.

1.2 Definitions

Shall - The term “shall” denotes mandatory requirements.

Must - The terms “must” denotes mandatory requirements.

May - The term “may” denotes an advisory or permissible action.

Should - The term “should” denote desirable.

Contractor - Any person having a contract with a governmental body.

Agency - Any department, commission, council, board, office, bureau, committee,

institution, agency, government, corporation, or another establishment of the City-

Parish authorized to participate in any contract resulting from this solicitation.

State - The State of Louisiana.

Department – Mayor’s Office of Homeland Security and Emergency Preparedness

(MOHSEP).

Director - Director of Purchasing.

City-Parish - City of Baton Rouge-Parish of East Baton Rouge.

Discussions - For the purposes of this RFP presentation, a formal, structured means

of conducting written or oral communications/presentations with responsible

proposers who submit proposals in response to this RFP.

Revised 05.08.26

5

Commodity Codes

• NAICS 541611Administrative Management and General Management Consulting Services

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