i. Program Administration The selected TPA shall: 1. Consult with the City and provide professional and technical staff to assist in developing the necessary procedures and practices to implement and administer the City's self-insured program, including administering all open and closed indemnity, subrogation, and restitution claims. 2. Convert the data from the data system of the present administrator to selected TPA’s data system as the City wishes to maintain and integrate all claims into its current statistical base. Please indicate if there is a charge to convert loss data for all incurred claims, both open and closed files and the amount of that charge. 3. Follow the Records Retention Policy established and approved by the City. All files, records, transcripts including loss run data base files and other materials related to the management and administration of City's General Liability Program are the exclusive property of the City of Stockton and must be relinquished in good order and condition upon termination of the Agreement with the selected TPA. Selected TPA shall make files available for review by the City anytime during regular business hours. Selected TPA shall provide copies of file correspondence and documentation as requested by the City. 4. Maintain a master file of claims administration policies, practices and guidelines, and any other material needed to properly administer claims in accordance with applicable state law and City instructions. 5. Provide City's General Liability Analyst and City Attorney’s Office with user connections (and software if applicable) on City's existing personal computer, to allow database inquiry access and e-mail capability to TPA's claim processing system. System should allow diary to be set by City’s Analyst to follow up on pending issues as needed. 6. Conduct or assist in onsite or offsite training as needed for City personnel involved directly or indirectly in the processing of general liability, subrogation or restitution cases. Inform the City of changes or proposed changes in statutes, rules, regulations, and case law affecting its general liability claims program. 7. Periodically update all form letters used in connection with claim processing. The City of Stockton reserves the right to approve and disapprove all forms and form letters. 8. Represent City in all matters related to the set-up, investigation, adjustment, processing, negotiation, and resolution of liability claims against City. 9. Provide accurate, appropriate claims handling in a timely manner, according to agreed upon performance standards and state requirements. 10. Provide the City with written information on changes or proposed changes in statutes, rules and regulations affecting the City's responsibility under a legally self-insured General Liability Program. 11. Inform the City of problem areas or trends, both potential and perceived, and provide recommendations and/or solutions to address problem areas or trends. Matters of significance must be called to the City's attention at the earliest appropriate time (i.e., disgruntled employees, system problems, large overpayments, large reserve changes, etc.). 12. Attend client meetings as requested by the City of Stockton. TPA's travel expenses in connection with client meetings or other matters relating to claims processing shall be paid by the TPA. 13. Attend appointments, including but not limited to meetings, conferences, court appearances, and scene investigations at the request of the City. 14. Install and/or utilize any necessary automated claims administration systems. TPA shall have ability to integrate with external/third party system, including imports of claims financial data, transaction details, and adjusters’ notes from TPA and carriers, as well as exports of financial transaction data and imports to capture payment details from City’s Enterprise Resource Planning System (ERP) and/or Accounts Payable systems (e.g., Central Square HTE, Tyler, Klear.ai, etc.), among other data feeds. 15. Transfer records and systems to the succeeding Administrator at the termination of the contract with no additional cost or fee required. 16. Administrative fees should cover the cost of TPA’s staff; all office space; storage space for closed files; supplies; forms/posters/pamphlets; standard management reports; telephone expenses; postage; checks (if utilizing TPA’s own checking account); computer hardware/software; transcription services; and other equipment/supplies necessary for claims handling.
