- Title
- WORKERS' COMPENSATION CLAIMS MANAGEMENT AND NEW YORK STATE NO FAULT CLAIMS SERVICES
- Bid Type
- RFP
- Pdf Text
- 1
ERIE COUNTY
REQUEST FOR PROPOSAL (RFP)
TO PROVIDE WORKERS’ COMPENSATION
CLAIMS MANAGEMENT & NEW YORK STATE
NO FAULT CLAIMS SERVICES
RFP # 2026-056VF
November 6, 2026
JEREMY TOTH
ERIE COUNTY ATTORNEY
95 FRANKLIN STREET, SUITE 1634
BUFFALO, NEW YORK 14202
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COUNTY OF ERIE, NEW YORK
REQUEST FOR PROPOSALS (“RFP”)
RFP# 2026-056VF
TO PROVIDE WORKERS’ COMPENSATION CLAIMS MANAGEMENT AND
NEW YORK STATE NO FAULT CLAIMS SERVICES
I. INTRODUCTION
The County of Erie, New York (the “County”) is currently seeking Proposal Statements from qualified
entities interested in providing services in connection with Workers’ Compensation Claims Management
& New York State No Fault Claims – Non-County Personnel in County Vehicles Services. Proposers
interested in providing these services are invited to respond to this request.
The purpose of the first part of this Request for Proposals (“RFP”) is designed to secure workers’
compensation claims management services on behalf of the Erie County Attorney for the County. The
County provides the usual municipal services (Sheriff Department, Highway Department, Parks, etc.) and
in addition, includes all campuses of Erie Community College. A yearly summary loss report is included
at the end of this RFP.
The second part of the RFP is to secure claims management services on behalf of the Erie County
Attorney’s Office to receive and handle, to conclusion, any New York State No-Fault case involving non-
County individuals eligible for no-fault benefits as a result of injuries sustained in the use of County-
owned motor vehicles. This would include but not be limited to the investigation of the claim,
transmission of all appropriate no-fault forms to the affected individuals, review of such forms, collection
of necessary data, payment of claims per the New York State No-Fault laws, and then pursuit of any
recovery the County could be entitled to. Section III(C) contains the Proposal Requirements for Workers’
Compensation Claims Management. Section III(D) contains the Proposal Requirements for New York
State No Fault Claims Management – Non-County Employee injured in County Owned Vehicles.
The County reserves the right to amend this RFP. The County reserves the right to reject any or all of the
proposals, or any part thereof, submitted in response to this RFP, and reserves the right to waive
formalities, if such action is deemed to be in the best interest of the County. The County reserves the
right to request additional information from any proposer. The County reserves the right to award
negotiated contracts to one or more proposers, although the County strongly desires to award a contract to
a single entity for all requested services herein.
This RFP is not intended and shall not be construed to commit the County to pay any costs incurred in
connection with any proposal or to procure or contract with any firm.
The County will only contract with firms that do not discriminate against employees or applicants for
employment because of race, creed, color, national origin, sex, age, disability, marital status, sexual
orientation, citizenship status or any other status protected by New York State and Federal laws.
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II. PROPOSAL PROCEDURES
A. ANTICIPATED SCHEDULE OF PROPOSAL
The following schedule is for informational purposes only. The County reserves the right to amend
this schedule at any time.
Issue RFP: November 6, 2026
Questions Submitted by: November 16, 2026 at 12:00 PM
Answers Posted by: November 18, 2026 at 5:00 PM
Proposals Due: November 24, 2026 at 4:00 PM
Selection Made: Approximately December 4, 2026
Contract Signed: Following all necessary County approvals
B. GENERAL REQUIREMENTS
1. Each proposal shall be prepared simply and economically avoiding the use of elaborate
promotional materials beyond what is sufficient to provide a complete, accurate and reliable
presentation.
2. One (1) original and three (3) copies shall be submitted in addition to an electronic copy.
Proposals MUST be signed. Unsigned proposals will be rejected.
3. Submission of the proposals shall be directed to:
Jeremy Toth, Esq.
Erie County Attorney
95 Franklin Street, Suite 1634
Buffalo, New York 14202
All proposals must be delivered to the above office on or before November 24, 2026 at 4:00
P.M. Proposals received after the above date and time will not be considered. The County
is under no obligation to return proposals.
4. Requests for clarification of this RFP must be written and submitted to Jeremy Toth, Esq., Erie
County Attorney, 95 Franklin Street, Suite 1634, Buffalo, New York 14202, no later than 12:00
noon on November 16, 2026. Formal written responses will be distributed by the County on or
before November 18, 2026. NO COMMUNICATIONS OF ANY KIND WILL BE BINDING
AGAINST THE COUNTY, EXCEPT FOR THE FORMAL WRITTEN RESPONSES TO ANY
REQUEST FOR CLARIFICATION.
5. Proposal finalists may be required to give an oral presentation to the County to clarify or
elaborate on the written proposal. Those proposers will be notified to arrange specific times.
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6. No proposal will be accepted from nor any agreement awarded to any proposer that is in arrears
upon any debt or in default of any obligation owed to the County. Additionally, no agreement
will be awarded to any proposer that has failed to satisfactorily perform pursuant to any prior
agreement with the County.
All proposers submitting proposals must include a fee proposal disclosing all fees
associated with their services utilizing the attached TPA Quote Sheet. It should be
clearly labeled with the proposer’s name, due date of proposal and proposal name
(“Workers’ Compensation Claims Management & New York State No Fault
Claims, RFP # 2026-056VF”).
7. No proposal will be accepted from nor any agreement awarded to any Proposer that is in
arrears upon any debt or in default of any obligation owed to the County. Additionally,
no agreement will be awarded to any Proposer that has failed to satisfactorily perform
pursuant to any prior agreement with the County.
8. All potential contract-holders with Erie County shall agree to comply with Executive
Order 13 (2014), and the Agency shall make such records available, upon request, to the
County’s Division of Equal Employment Opportunity for review. All contract holders
will be required to sign the Erie County Equal Pay Certification (attached). The County
shall have the right, upon reasonable notice and at reasonable times, to inspect the books
and records of the Agency, its offices and facilities, for the purpose of verifying
information supplied in the Erie County Equal Pay Certification and for any other
purpose reasonably related to confirming the Agency’s compliance with Erie County
Executive Order No. 13 (2014). Violation of the provisions of Executive Order 13
(2014), which is attached hereto and made a part hereto and made a part hereof, can
constitute grounds for the immediate termination of a contract, and may constitute
grounds for determining that a bidder is not qualified to participate in future county
contracts.
9. Certified Minority Business Enterprise/ Women’s Business Enterprise (MBE/WBE)
proposers should include the Erie County MBE/WBE Certification letter with their
proposal.
10. Proposers who operate a Veteran-Owned Business should include the letter indicating
their company is 51% or more veteran-owned with their proposal.
11. All proposers must disclose the name, title, and department of any employee or officer
who was an employee or officer of Erie County within twelve months immediately prior
to the proposal.
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III. SCOPE OF PROFESSIONAL SERVICES REQUIRED
A. QUESTIONS
Responses to this RFP should address the following questions:
1. Experience.
Please describe the firm’s history and experience with administering and managing
workers’ compensation claims.
2. Personnel.
Please provide an organizational chart by position of personnel who would be assigned to
providing workers’ compensation claims management and legal services, including
information about their relevant experience and abilities. Please indicate the number of
personnel assigned to the County and expected case load per claim person.
3. References.
Identify three (3) active clients that the County can contact as references. For each
reference, include the name, title, address and phone number of the appropriate business
contact.
4. Conflicts.
Please identify any actual or potential conflicts of interest which may present themselves
in the event that your firm is selected. Further, please advise how such conflicts would
be resolved.
B. SPECIFICATIONS
The successful proposer to whom the contract is awarded shall enter into a contract with the
County to perform the services described herein. These specifications shall be incorporated in and
become a part of the final contract. These proposal specifications detail the minimum requirements for
services sought. Any modifications, additions or enhancements to the program outlined should be clearly
indicated and accompanied by a statement of explanation.
The following conditions apply to the contract as a whole:
1. The contract term shall be for a term commencing January 1, 2027 and expiring December 31,
2030 with the option of two (2) one (1) year extensions at the discretion of the County.
2. Payment for services shall be made monthly in arrears upon submission of a monthly invoice at a
rate of 8.33% of the annual contract price. The contract will include a 90 day opt-out with or
without cause at the County’s discretion. In addition, the contract may be cancelled by either
party at the end of any contract year provided that written notice of such cancellation is received
by the other party no later than ninety (90) days prior to the end of such year.
3. The County requests a statement of annual fees for each of the three (3) years and subsequent
extension years that follow.
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C. PROPOSAL REQUIREMENTS:
WORKERS’ COMPENSATION CLAIM MANAGEMENT
1. The contractor shall perform all obligations of the County of Erie for claims management and
administration under the Workers’ Compensation Laws, applicable case law and administrative
regulations, and in addition shall provide the reports and perform the related work described
herein.
2. The contractor must assign dedicated adjusters with expertise equal to or exceeding the level
needed on any given claim and a case load at or below 150 active indemnity claims.
3. Supervisory review of all files on a stated periodic basis with evidence of such action in the
claim files. In addition, there will be evidence of a supervisory review of all files being
transferred to legal counsel for hearings.
4. The contractor must allow the County the ability to independently select vendors of choice for
IMEs, Medical Case Management, Diagnostics, Surveillance and other claims related services.
5. The contractor must have and maintain a computerized database with online access available to
the County Attorney’s Office, capabilities and the ability to generate the reports as requested
below, or as requested by the County Attorney during the contract term.
6. If successful, the contractor shall take over all open cases from the preceding Workers’
Compensation Claims Adjusting Contractor, FCS Administrators, and integrate them with the
database system which will be utilized for administering and managing Erie County’s workers’
compensation matters and generating the reports requested below. The successful contractor
shall also enter into this computerized database system ALL individual expenditures to date
which will become available from the quarterly and final reports issued by FCS Administrators.
In addition, it is expected that all data in the existing computer database will be transferred to any
new potential database. The cost of this takeover shall be included in the contractor’s price.
This takeover shall be a part of the work to be performed under the contract.
7. The successful contractor shall be available for consultation upon reasonable notice for claims
meetings to identify and analyze all Workers’ Compensation claims, make recommendations for
corrective action, implement the corrective action, and monitor the results as agreed in the
monthly claims meeting.
8. The contractor shall receive and process all forms including, but not limited to, Incident Reports,
C-2, C-2F, C-11 and C-240 forms submitted by the County and will generate the appropriate
FROI, SROI and/or other electronic forms required by the Workers’ Compensation Board in
accordance with EDI.
9. The contractor shall determine for each reported injury those benefits, if any, that should be paid
or rendered under the applicable Workers’ Compensation Law.
10. The contractor shall prepare a per-person file of all C-2, C-2F, FROI, SROI, C-11, C-240 forms
and related compensation information and maintain the same. These files will be made available
to the County upon request and will be turned over to the County or a successor representative in
an orderly manner.
11. The contractor shall investigate claims submitted.
12. The contractor shall establish and maintain realistic reserves based on the merits of the claim
while utilizing the Medical Treatment Guidelines, Permanency/Impairment guidelines and TPA
best practices to mitigate and/or close claims in accordance with NYS WCB regulations. Claim
costs shall be recorded in the categories of “Medical”, “Indemnity” and “Expense”.
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13. The contractor shall schedule independent medical examinations (IME) and other services in
accordance with the special handling instructions that will be set by the County. The contractor
will provide the Independent Medical Examiner with direction regarding the body parts, specific
issues to examine and address and will provide all pertinent medical records from prior and
treating physicians. The contractor will provide clear and concise direction to defense counsel to
ensure success in the management of litigated cases.
14. The contractor shall arrange for the attendance at Workers’ Compensation Board hearings, make
all required findings, issue benefit checks for claimants, verify and issue checks for services
related to claimants, and obtain appropriate reimbursement for the County.
15. Subject to procedures approved by the County Attorney, the contractor agrees to establish a
checking account on behalf of Erie County Workers’ Compensation Fund for which it will have
signature authority. The contractor shall deliver, prepare and mail to payee all Workers’
Compensation checks to ensure compliance with the Workers’ Compensation Law. The benefit
check shall clearly indicate the check number, the claimant’s name, the payee’s name, if different
from the claimant, department code, date of accident and the numerical amount of the check.
The checks must contain no white-outs, strike-outs or space between numerical amounts other
than a decimal point. There must be complete and accurate stub dates. The contractor shall also
send a copy of each check mailed to payees to the Erie County Department of Law, 95 Franklin
Street, Suite 1634 Buffalo, New York 14202 no later than 2:00 P.M. each Friday. Weekly check
abstracts are deliverable at the same time as the check copies set forth above, which shall
individually list each check-by-check number, check amount by category (compensation or
medical only), and claimant’s name. A weekly transmittal memo will document the check data
indicating the check numbers used, total number of checks used, and the total payment values.
This transmittal memo will be signed by an officer of the contractor. This will be followed by an
abstract or an Excel spreadsheet sent electronically.
16. The contractor, on a monthly basis, will provide an electronic reconciliation to the Erie County
Comptroller’s Office who will, in turn, review, evaluate, and recommend changes to the reports
and procedures to ensure timely and accurate reporting.
17. The contractor shall agree that all bank statements, cancelled checks and bank advice will be
mailed directly to the Erie County Comptroller’s Office, 95 Franklin Street, 11th Floor, Buffalo,
New York 14202 for reconciliation purposes. All voided or stale dated checks will be forwarded
to the Erie County Comptroller’s Office promptly.
18. The contractor shall be responsible for placing stop payments on checks previously issued which
appear to have been lost.
19. The contractor shall provide guidance in the completion of the GA-4, Municipal Self-Insurers
Remittance Forms and prepare checks for payment of assessments by the imposed quarterly
deadlines.
20. The contractor shall review outstanding Workers’ Compensation claims from previous
contractors, including FCS Administrators, and make recommendations where appropriate
regarding future disposition of them. The contractor shall make all subsequent payments and
represent the County at all Workers’ Compensation Board hearings for these claims.
21. The contractor may not make Section 32 settlements of open cases without the concurring verbal
prior approval of the County Attorney for amounts up to $5,000.00 followed along with written
confirmation from the contractor to the Erie County Attorney. Amounts over $5,000.00 must
have prior written approval from the County Attorney.
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22. The contractor shall be responsible for pursuing and securing subrogation or contribution from
other parties. Contractor will not be entitled to a percentage of savings or a fee for recoveries of
any nature. This effort shall include, but not be limited to, such activities as:
a) Checking for pre-existing medical conditions.
b) Pursuit of recovery from the Second Injury Fund (Section 15(8)) of the New York
State Workers’ Compensation Law.
c) Pursuit of recovery from the Reopened Case Fund under Section 25-a of the New
York State Workers’ Compensation Law.
d) Pursuit of recovery of funds for Concurrent Employment under Section 14-6 of the
New York State Workers’ Compensation Law.
e) Issuance of notice of liens under Section 29(1) of the New York State Workers’
Compensation Law on third party lawsuits.
f) Advising the County Attorney of potential subrogated actions under Section 29(2) of
the New York State Workers’ Compensation Law.
g) Application for Inter-Company loss transfer pursuant to Section 5105 of the New
York State Insurance Law; and
h) Identify claims that are covered under a County excess workers’ compensation
policy.
23. The contractor shall assist in the negotiation and settlement of litigated cases.
24. The contractor shall maintain detailed information regarding payments made to each physician,
physicians’ corporation or other supplier or provider of medical/health care services.
25. To facilitate the preparation of information returns (1099’s) or other documents for the purpose
of reporting such payments to individual recipients and the Federal and State governments, the
contractor shall provide an ASCII file on CD-ROM or 3-1/2” diskette to the County following
the applicable IRS magnetic media specifications or electronic data transfer. The completed file
must be furnished to the Erie County Law Department not later than January 20th of each year
and shall contain pertinent information for all recipients, regardless of the amount which they
were paid during the preceding year.
26. The contractor shall comply with all Federal, New York State and Local laws, rules and
regulations including, but not limited to, those concerning the confidentiality of medical and
health information, as applicable.
27. Calculation, filing forms and payment of surcharges monthly per the Health Care Reform Act
(HCRA) of 1996 and 2000 as may be amended.
28. Contractor must have the capability to query and report on a quarterly basis claims to the Center
for Medicare Services. The use of a third-party vendor must be disclosed.
29. Contractor will conduct timely review of medical and hospital bills and process timely payment
of such medical bills pursuant to the New York State Medical Fee Schedule. Any penalties or
late assessments caused by the contractor delay will become the responsibility of the contractor.
The use of a third-party vendor must be clearly disclosed.
30. Contractor will prepare any forms and/or retrieve any data required by the State of New York,
the State of New York Workers’ Compensation Board, and/or the United States Federal
Government on behalf of the County of Erie.
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31. Contractor will review all Workers’ Compensation Board Decisions for appeal or timely
payment. Failure on the part of the contractor to timely pay an award or issue an indemnity
check which results in a penalty or assessment will become the responsibility of the contractor.
32. It is expressly understood between the County of Erie and the contractor that the Workers’
Compensation files, along with all computer data associated with them, are the property of the
County of Erie. As such, in the event of termination of services between the contractor and the
County of Erie, the contractor will perform an orderly and complete transfer of all paper and
computer data to the satisfaction of the County.
33. The contractor shall provide the following records and periodic reports covering the calendar
period January 1 to December 31:
a) Weekly check abstracts as outlined in Requirement #12.
b) Monthly reconciliation reports of the weekly check abstracts with a comparable
monthly loss report submitted with last week’s checks and check registers. This will
reconcile the total check amounts by category of payment and account for differences
in the combined abstract totals with the amounts shown on the loss report.
c) Monthly reports in duplicate showing all open claims by payment activity on a year-
to-date basis for the calendar year January 1 through December 31, organized by
County department, division, section and unit designations for each accident year.
The claimant’s name, date of accident, claim number, cause of accident, specific
location of accident, body part affected, and the nature of injury designations will
conform with New York State Workers’ Compensation Board nomenclature.
Reserve amounts, paid to date (current month and year-to-date), current payments
and unpaid reserve balances will be shown for each claim, subtotaled by month and
year-to-date for each department and grand totaled by month and year-to-date for the
entire County. This report will reflect all open cases for the current calendar period.
Cases closed in the current calendar period will be designated as closed. Contractor
shall be responsible for distribution of copies of this report to each County
department.’
34. Where an excess workers’ compensation policy period has been identified, the contractor will
file a timely report to the carrier pursuant to the filing requirements of the individual policy.
35. The contractor will furnish, at his own cost and expense, all forms and stationery, including the
necessary checks. All forms, stationery and checks must be reviewed and approved by the
County Attorney.
36. The contractor will agree to provide for a certified Nurse Case Manager to arrange for the
rehabilitation and return to work programs for Workers’ Compensation claimants, monitor on an
individual basis treatment and rehabilitation of injured employees including, but not limited to,
patient consumption of potentially addictive drugs with follow-up contract if indicated.
37. The contractor will travel to Erie County Office Building at least bi-annually to conduct claim
reviews with County Risk Manager and appropriate Dept. Heads/County personnel.
38. Coordinate and present a bi-annual Workers’ Compensation seminar to Erie County Department
Heads and other Erie County employees responsible for handling workers’ compensation
matters.
39. Assist and cooperate with loss prevention and safety personnel to reduce frequency and severity
of injuries. Make recommendations for and assist with the promotion of employee health and a
safe place to work.
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40. Make recommendations for and assist with the prevention of workers’ compensation fraud.
Arrange for surveillance and make recommendations regarding surveillance for the prevention of
fraud and abuse. Implement and monitor a program for monitoring fraud and abuse of workers’
compensation claims including, but not limited to, fraud questionnaires.
41. Contact employees who are disabled for more than two weeks to open lines of communication
between employee and contractor.
42. On selected serious injury cases and cases involving pension and long-term disability claimants,
contractor will use a system of health and activity checks done on a twice-yearly basis.
43. To enable the County to efficiently implement transitional duty, refer cases to the County Risk
Manager when the claimant has progressed from totally disabled to partially disabled and in the
evaluating and reviewing claimant’s ability to return to work, with or without restrictions.
44. Cooperate in any endeavor not only with County personnel but also with any designated
representative duly appointed by the County.
45. The contractor shall designate a senior employee or officer as an advisor regarding employee
safety and health and shall be available to meet and consult with County representatives during
the year.
46. The contractor shall obligate himself to provide information necessary for continuous claims
handing after the expiration of this contract to a subsequently successful contractor.
47. Any claims information which will be furnished by the County to prospective contractors for
purposes of evaluating this request for proposal and arriving at prices shall be kept in strict
confidence and shall not be disclosed under any circumstances by any claims adjusting company
which has access to this information.
48. Contractor shall defend, hold harmless, and indemnify the County of Erie against any and all
liability, claims or damages resulting from any acts, negligence or malpractice of any person or
persons who are officials, professionals, employees or persons affiliated with the contractor
arising out of or from any services relating to this contract.
49. The contractor shall procure insurance no later than fourteen (14) days after notice of award and
maintain same, without interruption, for the duration of the contract, in the kinds and amounts
specified at the time of award. Certificates of Insurance shall be furnished by the successful
contractor, naming the “County of Erie” as an additional insured, and shall be subject to approval
by the County Attorney’s Office.
50. The following executory clause shall be a part of any agreement entered into pursuant to this
response:
1. It is understood by the parties that this agreement shall be executory only to the
extent of the monies available to the County of Erie and appropriated thereof, and
no liability on account thereof shall be incurred by the County beyond the monies
available and appropriated for the purpose thereof. It is understood that neither
this contract nor any representation by any public employee or officer creates any
legal or moral obligation to request, appropriate or make available monies for the
purpose of the contract.
51. No assignment of any agreement pursuant to this response shall be made without prior approval
in writing by the County Attorney.
52. In executing this response, the respondent affirms that all of the requirements of the
specifications are understood and accepted by the respondent, and that the prices quoted include
all required materials and services. The respondent has checked all of the response figures, and
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understands that the County will not be responsible for any errors or omissions on the part of the
undersigned in preparing this response. Mistakes or errors in the estimates, calculations or
preparation of the response shall not be grounds for the withdrawal or correction of the response.
53. All Proposals shall include sample loss runs and a sample letter to claimants used to evaluate
current condition and activity. Such a letter is commonly referred to as a benefits or activity
checklist.
D. PROPOSAL REQUIREMENTS:
NEW YORK STATE NO FAULT CLAIMS – NON-COUNTY PERSONNEL
IN COUNTY VEHICLES
1. The contractor shall perform all the obligations of the County of Erie for claims management and
administration under the Workers’ Compensation Laws, applicable case law and administrative
regulations, and in addition shall provide the reports and perform the related work described
herein.
2. The contractor must have and maintain a computerized database with access capabilities
sufficient to generate the reports as requested below, or as requested by the County Attorney
during the contract term.
3. If successful, the contractor shall take over all open cases from the preceding No Fault Claims
Adjusting Contractor, FCS Administrators, and integrate them with the database system which
will be utilized for administering and managing the County’s No Fault matters and generating the
reports requested below. The successful contractor shall also enter into this computerized
database system ALL individual expenditures to date which will become available from quarterly
and final reports issued by FSC Administrators. In addition, it is expected that all data in the
existing computer database will be transferred to any new potential database. The cost of this
takeover shall be included in the contractor’s price. This takeover shall be a part of the work to
be performed under the contract.
4. The successful contractor shall be available for consultation upon reasonable notice.
5. The contractor shall receive and possess all motor vehicle accident report forms submitted by the
County.
6. The contractor shall determine for each reported injury those benefits, if any, that should be paid
or rendered under the applicable New York State No Fault Law.
7. The contractor shall prepare a per accident claim file for all appropriate no fault forms and
related information and maintain same. These files will be made available to the County upon
request and will be turned over to the County or a successful representative in a timely manner.
8. The contractor shall investigate claims submitted when necessary or otherwise required by the
County Attorney.
9. The contractor shall maintain an estimate or reserve of total costs of all reasonably foreseeable
benefits and related expenses on each case. Claim costs shall be recorded in the categories of
“Medical”, “Wages” and “Expenses”.
10. The contractor shall schedule independent medical examinations and other services, and
otherwise provide case development and other assistance as is reasonably necessary in the
management of litigated cases.
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11. The contractor shall attend, if necessary, arbitration hearings, make all required findings, issue
benefit checks for claimants, verify and issue checks for services related to claimants, and obtain
appropriate reimbursement for the County.
12. Subject to procedures approved by the County Attorney, the contractor shall pay no fault claims
out of the Erie County Workers’ Compensation Fund checking account discussed in Paragraph
12 of Section A above. The contractor shall deliver, prepare and mail to payee all No Fault
checks to ensure compliance with No Fault. The benefit check shall clearly indicate the check
number, the claimant’s name, and the payee’s name, if different from the claimant, department
code, date of accident and the numerical amount of the check. The checks must contain no
white-outs, strike-outs or space between numerical amounts other than a decimal point. There
must be complete and accurate stub dates. The contractor shall also send a copy of each check
mailed to payees to the Erie County Department of Law, 95 Franklin Street, Suite 1634, Buffalo,
New York 14202 no later than 2:00 P.M. each Friday. Weekly check abstracts are deliverable at
the same time as the check copies set forth above, which shall individually list each check by
check number, check amount by category (compensation, OT, medical only), and claimant’s
name. A monthly transmittal memo will be signed by an officer of the contractor. Efforts are
encouraged between contractor and the County to provide data transfer through magnetic-tape or
other means to avoid manual intervention.
13. The contractor, on a quarterly basis if activity is generated, will provide reconciliation to the Erie
County Comptroller’s Office who will, in turn, review, evaluate and recommend changes to the
reports and procedures to ensure timely and accurate reporting. If no activity is generated,
contractor shall notify the County.
14. The contractor shall agree that all bank statements, cancelled checks and bank advice will be
mailed directly to the Erie County Comptroller’s Office, 95 Franklin Street, 11th Floor, Buffalo,
New York 14202 for reconciliation purposes. All voided or stale dated checks will be forwarded
to the Erie County Comptroller’s Office promptly.
15. The contractor shall be responsible for placing stop payments on checks previously issued which
appear to have been lost.
16. The contractor shall review outstanding No Fault claims from previous contractors, including
First Niagara Risk Management, and make recommendations where appropriate regarding future
disposition of them. The contractor shall make all subsequent payments and represent the
County at arbitration hearings for these claims if necessary.
17. The contractor shall assist in the settlement of litigated cases should this be necessary. This will
include such matters as:
a) Assist in the selection of counsel.
b) Provide information and investigation service in support of counsel.
c) Participate and negotiate settlements to the extent requested; and
d) Provide continued follow-up of litigated cases.
18. The contractor shall maintain detailed information regarding payments made to each physician,
physicians’ corporation or other supplier or provider of medical/health care services.
19. To facilitate the preparation of information returns (1099’s) or other documents for the purpose
of reporting such payments to individual recipients and the Federal and State governments, the
contractor shall provide an ASCII file on CD-Rom or on 3-1/2” diskette to the County following
the applicable IRS magnetic media specifications or electronic data transfer. The completed file
must be furnished to the Law Department not later than January 20th of each year, and shall
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contain pertinent information for all recipients, regardless of the amount which they were paid
during the preceding year.
20. The contractor shall comply with all Federal, New York State and Local laws, rules and
regulations including, but not limited to, those concerning the confidentiality of medical and
health information, as applicable.
21. Timely review of medical bills for assessments per the Health Care Reform Act (HCRA) of 1996
and 2000, (as may be amended) if appropriate.
22. Payment of assessments and filing of appropriate reports on behalf of client per the Health Care
Reform Act (HCRA) of 1996 and 2000, (as may be amended) if appropriate.
23. Contractor may conduct timely review of medical bills and process timely payment of such
medical bills per the New York State Medical Fee Schedule. Any penalties or late assessments
caused by contractor delay will become the responsibility of the contractor.
24. Contractor will prepare any forms and/or retrieve any data required by the State of New York
and/or the United States Federal Government on behalf of the County of Erie.
25. Contractor will review all arbitration for timely payment. Failure on the part of the contractor to
timely pay an award or issue a check which results in a penalty or assessment will become the
responsibility of the contractor.
26. It is expressly understood between the County of Erie and the contractor that the No Fault files,
along with all computer data associated with them, are the property of the County. As such, in
the event of termination of services between the contractor and the County, the contractor will
perform an orderly and complete transfer of all paper and computer data to the satisfaction of the
County.
27. The contractor shall provide the following records and periodic reports covering the calendar
period January 1 to December 31:
a) Monthly check abstracts shall individually list each check-by-check number, check
amount by category (compensation or medical only), claimant’s name, the payee’s
name, the check date, and the claim number, if activity is generated. If no activity is
generated, contractor shall notify the County. A monthly transmittal memo will
document the check data – the check numbers used, total number of checks used, and
the total payment values signed by an officer of the firm, if activity is generated. If
no activity is generated, contractor shall notify the County.
b) Quarterly reconciliation reports of the monthly check abstracts with a comparable
monthly loss report submitted with last week’s checks and check registers, if activity
is generated. If no activity is generated, contractor shall notify the County. This will
reconcile the total check amounts by category of payment and account for
differences in the combined abstract totals with the amounts shown on the loss
report.
c) Quarterly reports in duplicate showing all open claims by payment activity on a
year-to-date basis for the calendar year January 1 through December 31. The
claimant’s name, date of accident, claim number, reserve amounts, paid to date
(current month and year-to-date), current payments and unpaid reserve balances will
be shown for each claim, subtotaled by month and year-to-date for each department
and grand totaled by month and year-to-date for the entire County. This report will
reflect all open cases for the current calendar period. Cases closed in the current
calendar period will be designated as closed. Contractor shall be responsible for
distribution of copies of this report to each County department.
14
d) These specifications contemplate reporting periods the last day of which will be the
last day of the calendar month and year end December 31. If the contractor is
offering to furnish these reports based on a reporting period ending on a day other
than the last day of the calendar month or is offering a reporting system which varies
from that which is set forth above, please attach a description of said reporting
system. In the event that the contractor recommends alternative information on the
check, check abstract, check transmittal letter and the related record keeping and
reporting systems from the specification set forth above, the differences must be
described in detail. If necessary, additional sheets are to be inserted and attached to
this RFP including how the contractor proposes to format and present this
information. It is recommended that each contractor should submit samples of each
type of record and report for both financial and claims activities it will create and
maintain for the duration of the County contract. An explanation of each report,
including a scheduled transmittal date, interpretation of the format and content shall
accompany the samples provided.
28. The contractor will furnish, at his own cost and expense, all forms and stationery, including the
necessary checks. All forms, stationery and checks must be reviewed and approved by the
County Attorney.
29. The contractor will agree to provide these services:
a) Audit medical and hospital bills for conformity with fee arrangements and schedules.
b) Monitor on an individual basis treatment and rehabilitation of injured parties
including, but not limited to, patient consumption of potentially addictive drugs with
follow-up contact if indicated.
c) Obtaining and forwarding all medical and hospital records, including pre-accident
and post-accident records, to medical consultants who perform indepen
- Page Type
- rfps
- Bid Number
- RFP-purchasing-sites-www3.erie.gov.purchasing-files-2026-11-workers-comp-rfp-2026-056vf
- Cat Review
- At
- Nov 10, 2026
- Method
- openrouter
- Taxonomy
- construction
- Department
- LAW
- Opening Date
- Tuesday, November 24, 2026
- Pdf Enriched
- Yes
- Categorized By
- llm
County of ErieIssuing agency·Buffalo, NY·via the Erie County NY Purchasing Department