RFP - Workers Compensation, Final 3-12-25REQUEST FOR PROPOSALS (RFPs)
FOR
Workers’ Compensation Insurance Coverage, Claims Processing and Risk Management
Services
INFORMATION AND INSTRUCTIONS TO SUBMITTERS
1 GENERAL INFORMATION
1.1 Pursuant to the authority granted to it under MCA Title 7, Chapter 5, Part 43, the City of
Kalispell is soliciting proposals for workers’ compensation insurance coverage, claims
processing, and risk management services for the City of Kalispell.
1.2 The Proposal must be received by the City Clerk at 201 First Avenue East, Kalispell,
Montana, (mailing address PO Box 1997, Kalispell, MT 59903 by 2:00PM local time, April 10,
2025.
1.3 To obtain further information required for the proposal and for general questions pertaining
to the project, questions should be directed to Denise Michel, Human Resources Director, at 406-
758-7757 or dmichel@kalispell.com.
1.4 The City of Kalispell shall not be held responsible for any oral instructions. Any changes to
this Request for Proposals (RFP) will be in the form of an addendum, which will be furnished to
all registered RFP holders.
1.5 The City of Kalispell reserves the right to reject any or all Proposals, to waive any
informality or irregularity in any Proposal received, and to be the sole judge of the merits of the
respective Proposals received.
2 ‐ ANTICIPATED SCOPE OF WORK
After being selected, the successful Vendor will execute an agreement with the City to provide
services and/or materials to fulfill the following scope of work:
The City of Kalispell is seeking proposals from qualified, professional companies who will
provide workers’ compensation coverage, claim processing and risk management services, in
coordination with the City Human Resources Department. The requested services include
providing coverage for active employees in all classification codes related to municipal
government and authorized volunteers of the City. This includes prompt and accurate processing
and payments for claims, timely communications to injured workers and the City Human
Resources department, accurate and up-to-date information provided to the City regarding the
status and capacity of injured workers for Early Return to Work (ERW) efforts, appropriate
efforts to settle claims when determined to be in the best interest of the City, hold regular claims
status meetings which provide details by department, identify trends/concerns and suggestions
for next steps when necessary, provide risk management tools for the City to help with limiting
risk in workplace injuries and assist the City in meeting requirements under the Montana Safety
Culture Act. The vendor must also provide financial quotes based on payroll information
provided from the HR department. Please reach out to Denise Michel at 406-758-7757 or
dmichel@kalispell.com for this information.
3 ‐ PROPOSAL SELECTION CRITERIA
3.1 The Proposal will be selected through the following selection process. Firms interested in
providing the above-described scope of services to the City of Kalispell must submit a Proposal
that addresses the following evaluation criteria. Applicants are encouraged to organize their
submissions in such a way as to follow the general evaluation criteria listed below. Information
included within the RFP may be used to evaluate your firm as part of any criteria regardless of
where that information is found within the RFP. Information obtained from the RFP and from
any other relevant source may be used in the evaluation and selection process.
3.2 Cover Letter (1‐page) containing at a minimum: Company name, contact name, address, fax
number, email address, and website address.
3.3 Qualifications Criteria
3.3.1 General Information
Description of company
Legal company organization; organization chart with names
List of applicable Montana licenses
3.3.2 Relevant Company Experience
a. Applicant’s overall reputation, service capabilities and quality as it relates to this
Proposal.
b. Referrals and references from other municipalities or local governments.
c. In the last five years, list and describe any litigation; arbitration; claims filed by your
firm against any other jurisdiction as a result of a contract dispute; any contract or
negligence claims filed against your company; premature termination from a services
agreement.
d. Applicant’s capacity and intent to start coverage beginning July 1, 2025.
3.3.3 Company Qualifications
a. Describe the company’s history in the industry.
b. Briefly describe certifications and licensure held by the company in the state of
Montana.
3.3.4 Financial Quote
Estimated financial cost from payroll information as compared with other quotes.
3.3.5 Contract Understanding and Approach
a. Describe your understanding of the scope of work and the particular expertise your
company has in this area of work.
b. Identify and discuss any potential difficult issues your company may face in providing
services within Flathead County.
c. Identify and discuss methods to mitigate these difficulties.
d. Explain the following items:
• Claims capped for experience modification factor,
• Look back period for setting modification factor,
• Minimum reserve for claims submitted,
• Any multiple rate tiers,
• Claims settlement handling,
• How a claims examiner or team will be assigned to the City.
• Provide an example of the reporting and invoicing between the company and the
City.
3.3.6 Approach to Contract Management
a. Describe your company’s approach in initiating and establishing the service that meet
the needs and requirements of the City.
b. Describe the firm’s experience in maintaining training and certifications of personnel.
3.3.7 Proposal for Project
a. Provide a full schedule of proposed work methods that meet the scope criteria.
3.3.8 Other Factors
a. Willingness to abide by the City’s needs and requirements with few or no objections or
changes.
b. Relevant factors impacting the quality and value of service.
4 ‐ SUBMITTAL REQUIREMENTS
4.1 The Proposal shall include a one‐page cover letter plus a maximum of fifteen (15) pages to
address the RFP criteria specified in Section 3 (excluding resumes). Table of Contents and
section divider pages do not count towards the total page count.
4.2 The Proposal must be submitted to the City Clerk at 201 First Avenue East, Kalispell,
Montana, 59901 (mailing address PO Box 1997, Kalispell, MT 59903) by 2:00PM local time,
April 10, 2025.
4.3 Failure to comply with the following criteria may be grounds for disqualification:
Receipt of submittal by the specific cut‐off date and time.
Adherence to maximum page requirements.
4.4 Adherence to the maximum page criteria is critical; each page side (maximum 8 1/2” x 11”)
with criteria information will be counted. Pages that have photos, charts and graphs will be
counted towards the maximum number of pages.
5 ‐ SELECTION PROCESS AND SCHEDULE
5.1 A Project Evaluation Committee will evaluate each Proposal according to the above criteria
and may select finalists that will be Short Listed for the contract. If interviews are determined to
be desirable, the Short List firms will meet with the Project Evaluation Committee for
interviews. The purpose of the interview will be to expand on the information provided in the
Proposal. Those firms selected for the Short List will be provided additional instruction by the
City. Those firms not selected for further consideration will be notified.
Consideration will be given to both the written Proposals and any oral presentations or
interviews. No other factors or criteria will be used in the qualification ranking.
5.4 The highest ranked firm will be recommended to the City Manager and City Council for
contract award.
5.5 Requests for debriefings or selection decisions shall be made in writing to the City. All
information submitted by firms and related Project Evaluation Committee evaluations and
rankings shall be considered confidential until after contract execution and award by the City
Council.
5.6 The City will enter a contract upon selection of the firm for the project to be submitted to the
City Council for approval. A template of the proposed contract with the City will be provided to
the Proposers upon request. If the selected firm determines not to enter into a contract with the
City, the City may then contact the second or third highest ranked team until a contract is
executed or may decide to terminate the selection process.
Publish: March 16, and March 30, 2025