Request for Qualifications for Field Adjusting Services

TWIA/TFPA invites all qualified Applicants to submit responses in accordance with the requirements outlined in its Request for Qualifications (RFQ) for Field Adjusting Services.

For more information on the requirements for responses to be submitted by interested Applicants, please download and read the full document, and complete Appendix A, and Appendix B, as necessary.

Important deadlines pertaining to this RFQ are as follows:

November 23, 2016 - Submission of Written Questions

November 29, 2016 - Responses to Written Questions Provided by TWIA/TFPA

December 9, 2016 - Deadline for Submission of Responses

December 2016 - TWIA/TFPA evaluation, followed by anticipated contract award

For more information, or for questions regarding submission of responses, please contact ClaimsVendorServices@twia.org.

All deadlines are subject to change at our discretion.

 

Responses to Submitted Written Questions

Potential Respondent 1 

Is it possible to obtain a sample copy of the contract with the relevant contract term? We can provide a sample copy of the previously awarded contract for the period from 2013 to 2016.

Is it possible to provide a copy of the fee schedule that applies? We can provide a sample copy of the previous applicable fee schedule in effect for the period from 2013 to 2016.

When is the contract expected to go live for services? 1st quarter of 2017.

Considering that responses will be sent in one PDF via email, is there a size limitation on the email submission? 30 megabytes, but clearly labeled follow-up emails (i.e. part 1, part 2, etc) will be accepted.

Will there be a confirmation email to confirm receipt of the response? Submitter can request a read receipt if they so desire.

 

Potential Respondent 2 

Page 13 - Section 5 - Terms & Conditions, "Additional Terms and Conditions"
Can this section be interpreted in such a manner that we are allowed to provide suggested edits / redlines to the TWIA/TFPA Terms and Conditions in our response?
You are welcome to submit comments, suggestions, or redlines at this stage if you so desire. It is not TWIA/TFPA’s intention or desire to negotiate individual contracts with each firm. All firms considered for contracts through this RFQ, if any, will be offered the same contract.

Page 12 - Section 5 - Terms & Conditions, "Liquidated Damages"
Is it TWIA's intent to activate IA firms for catastrophe response with a reasonable measure of parity?  In other words, how will TWIA decide which firms to activate and in what sequence? We understand that there can be no guarantees of claim volumes assigned to firms.
TWIA has a vendor management program in place consisting of monitoring cycle time, on-site physical reinspection of claims, customer surveys, and other quality control measures. Firms are ranked against their peers to monitor performance. If firms are meeting expectations those firms will receive work on an automatic rotation basis with exception for special situations and/or assignments. Our preference is to first reward the highest performing firms who typically receive work on a regular basis via an automatic rotation with the exception for special situations and/or assignments.  Incoming new claim volume will always determine the number of firms needed at any given point in time.  The higher the new claim volume the likelihood more firms will be needed and activated.  When compared with their peers, it’s possible the lowest performing firms may not get any work no matter the new claim volume.

 

Potential Respondent 3 

What is the typical claim volume for TWIA and TFPA? TWIA received 2,858 claims and TFPA received 5,577 claims in 2014. In 2015 those numbers were 18,312 claims for TWIA and 9,111 claims for TFPA. In the event of a hurricane TWIA could receive well over 150,000 claims. This level of volatility should be expected.

How will that volume be spread through the IA firms? TWIA has a vendor management program in place consisting of monitoring cycle time, on-site physical reinspection of claims, customer surveys, and other quality control measures. Firms are ranked against their peers to monitor performance. If firms are meeting expectations those firms will receive work on an automatic rotation basis with exception for special situations and/or assignments. Our preference is to first reward the highest performing firms who typically receive work on a regular basis via an automatic rotation with the exception for special situations and/or assignments.  Incoming new claim volume will always determine the number of firms needed at any given point in time.  The higher the new claim volume the likelihood more firms will be needed.  When compared with their peers, it’s possible the lowest performing firms may not get any work no matter the new claim volume.

What are the policy counts and exposures for TWIA? As of October 31, 2016, TWIA’s policy count is 258,031 with an exposure of $74,656,700,676.

What are the policy counts and exposures for TFPA? As of October 31, 2016 TFPA’s policy count is 124,256 with an exposure of $20,406,138,639.

What are the claim count expectations for an adjuster? In a catastrophe event, TWIA.TFPA models 5 claims per day per field adjuster.

Please provide a copy of the latest fee schedule and will this be used in 2017? There will be clarifications on rates for the new fee schedule, particularly concerning time and expense. There are not expected to be any changes to the fee schedule rates.

Please provide a copy of the claims handling guidelines used for TWIA/TFPA: TWIA/TFPA Damage Evaluation Guidelines

To ensure compliance with the consanguinity and affinity requirement of the contract is there a website listing employees and board members to ensure compliance with this requirement? TWIA/TFPA does not make its employee list available online. A current list of TWIA Board members is available at https://www.twia.org/about-us/2015-board-of-directors/, and a list of TFPA Governing Committee members is available at https://www.texasfairplan.org/about/governing-committee/. TWIA/TFPA requires the respondent to disclose any actual or perceived conflict known to the respondent at the time of submitting an RFQ response as well as whenever they first become aware of the actual or potential conflict of interest. If the respondent has a specific question or relationship at issue, they can directly inquire about it by addressing an email to our Legal & Compliance department and sending it to ClaimsVendorServices@twia.org.

 

Potential Respondent 4

In Appendix A, Part C where you ask about adjuster commitments are you asking about National commitments or just Texas? This refers to adjusters committed to TWIA/TFPA. All TWIA/TFPA policies are within Texas.

Is it allowable to respond in a word document or other format rather than use the fillable PDF forms as long as the questions are written out exactly the same? A brief summary of the answer to each question should be included in the fillable PDF. That answer can refer to additional documentation outside the fillable PDF that the respondent can submit alongside the appendices.

 

Potential Respondent 5

In the RFQ Page 4, Section 2- Field Adjusting Services, Scope of Work under Items 2 and 3 reference is made to following reporting thresholds and guidelines to meet contract requirements. Is it possible to obtain these or any specific TWIA/TFPA performance criteria for field claims handling? TWIA/TFPA Damage Evaluation Guidelines

If an applicant was contracted to perform work for TWIA/TFPA during the time period February 24th, 2014, until the date of this application to provide desk examiner services and not field adjusting services, is this applicant required to complete and submit Appendix B? No. If the respondent did not perform field adjusting services during the specified period for TWIA/TFPA they will need to complete Appendix B and submit it with the remainder of their response.

 

Potential Respondent 6

In the RFQ announcement for Field Services, the TWIA web site lists a link to the Full RFQ document, Appendix A, and Appendix B, but no link to Appendix C. Should we refer to the Appendix C embedded within the Full Document for submission? Yes

Are any associated or referenced documents we include with our RFQ response to be bundled into one single PDF together with Attachment A, Attachment V, and Attachment C? Yes, unless the email proves too large for the 30 megabyte submission limit. In such a case multiple emails can be sent, but must be clearly labeled as consisting of 1 single submission (i.e. Part 1, Part 2, etc).

In Appendix B, question 5, the first bullet point states to list a break-down of “staging fees” for major storms. Is TWIA referring to “staging fees” as expected costs to deploy and stage personnel and support equipment for major CAT events? If you could kindly elaborate on this it would be greatly appreciated. "Staging fees" refers to expected costs for deploying personnel and their supporting equipment nearest the areas for expected deployment post storm.  Typical expected costs would be for travel, lodging, meals, and time spent in briefings and training meetings in preparation for physical deployment.  The likely duration for staging fees would be in the 1-5 day range.