Third Party Administrator Services

The City of East Orange, through its Department of Business Administration, Division of Procurement, is soliciting proposals for comprehensive Third Party Administrator (TPA) Services. This competitive contract seeks qualified firms to manage claims and litigation against the City, its officers, and employees. The extensive scope of work encompasses handling claims related to the Tort Claims Act, Conscientious Employee Protection Act (CEPA), Laws Against Discrimination (LAD), 42 U.S.C. sec. 1983 actions, general contract matters, challenges to governmental actions, and all Workers’ Compensation claims (N.J.S.A. 34:15-1 et seq.). Additionally, the successful TPA will be responsible for Safety and Risk Management activities, including client education, timely and thorough investigation, and management of medical, legal, professional, and general liability issues. Key deliverables include reviewing claims experience, providing reports and presentations to City representatives, and introducing proven programs to aggressively manage healthcare costs in relation to workers' compensation. The TPA will also work in close collaboration with City Officials, employees, agents, and any engaged insurance companies or excess liability carriers. The contract term is for three (3) years, with an option for two (2) one-year extensions. Prospective contractors must demonstrate proven expertise and continuous capability in providing full-service TPA services, specifically highlighting experience representing municipal entities. Required qualifications include providing references from at least three municipalities similar in size and complexity to East Orange. Respondents must confirm appropriate federal and state licenses, disclose any professional malpractice judgments within the last three years, and any bankruptcy or reorganization proceedings in the past ten years. A highly recommended Pre-Proposal Conference is scheduled for Monday, August 19, 2024, at 11:00 AM, in the Municipal Council Chamber at 44 City Hall Plaza, East Orange, NJ 07018. Mandatory insurance requirements include Workers’ Compensation, Employer’s Liability with limits of $1,000,000 per occurrence/$1,000,000 aggregate, and Professional Liability coverage of not less than $1,000,000 per occurrence and $3,000,000 aggregate. Contractors must also comply with New Jersey's Affirmative Action, Contract Compliance, Equal Employment Opportunities, and Stockholder Disclosure statutes. Sealed RFP responses must be delivered to the Purchasing Agent by Thursday, August 29, 2024, at 11:00 AM. Submissions will be publicly opened and read aloud in the Municipal Council Chamber, Municipal Building, 44 City Hall Plaza, East Orange, NJ 07018. Each submission must include one (1) original, two (2) copies, and an additional copy provided on a USB drive, enclosed in a sealed envelope clearly marked “THIRD PARTY ADMINISTRATOR SERVICES” and addressed to the Purchasing Agent. A non-refundable fee of $25.00 is required for physical RFP packets obtained on-site. Proposals must remain firm for a period of sixty (60) days after the submission date. Required documentation includes a Non-Collusion Affidavit, Stockholder Disclosure, Insurance Requirement Acknowledgement Form, EEO/Affirmative Action Compliance Notice, Americans With Disabilities Act compliance, a Certificate of Employee Information Report, a New Jersey Business Registration Certificate, and a Qualification Affidavit, among others. All questions regarding the RFP should be directed to Racquel Ferguson, Q.P.A., Purchasing Agent, at (973) 266-5162.