Request for Proposals — Administrative Services
Ohio Self-Insurers Association
The Ohio Self-Insurers Association (OSIA) is requesting proposals from an Ohio-based individual or firm to serve as its Director of Operations and Administration. The services to be provided will include operations functions as well as administrative and clerical duties. The individual or firm selected will serve as an independent contractor who will work with the President and Board of Managers of the OSIA and its members to assist the OSIA in meeting its organizational goals. The principal OSIA contacts for the Contractor will be the OSIA President and Officers. To the extent that the services of the Contractor may involve specific OSIA committees, coordination may also be required with committee chairpersons.
The amount of time needed to perform the duties of the position will vary. This is a part time position and will require an average of 25 hours per week, but requires the person to be available full time during peak periods such as board meetings (6 per year), the annual conference (1 week) and two educational programs (2 days each)
Section I: General Information
The OSIA was organized in 1974 as an outgrowth of concern over the trend in Federal and State legislation dealing with workers' compensation claims. Under the Ohio workers' compensation law, employers who qualify are permitted to pay compensation and benefits directly to and on behalf of employees or the defendants of deceased employees. Any employer, firm, or corporation so qualified is eligible for OSIA membership. OSIA representatives: testify before the Ohio legislature, advancing points of common interest; confer with the Industrial Commission and Bureau of Workers' Compensation Administration; review proposed administrative appointments and advance recommendations; work closely with other Ohio and national associations in advancing self-insuring goals; conduct an annual statewide conference and periodic workshops and seminars to keep self-insurers abreast of current practices; and provide its members with newsletters and news briefs to keep them informed of important issues. In summary, the mission of the OSIA is to represent Ohio's self-insuring employers before the legislative, executive, and judicial branches of government and to promote the highest standards of self-insured administration.
Section II: Services to be Provided
Director will assist with the administrative work and operation of the OSIA including, but not limited to:
1. OSIA voicemail – Director will maintain and monitor the OSIA voicemail box and report messages by e-mail to the appropriate OSIA Board members. The frequency of reporting will be determined by Director, but will be at least twice weekly;
2. E-mail communications – Director will maintain and monitor the OSIA e-mail mailbox and report messages to the appropriate OSIA Board members. The frequency of reporting will be determined by Director, but will be at least twice weekly;
3. E-mail addresses – Director will maintain and update the OSIA e-mail address database strictly for the use of the OSIA;
4. Mail service –Administrative services may also include executing mailings from the OSIA as needed; and
5. Collection of funds – Director will assist the Treasurer or relevant committee members with the collection and recording of funds for sponsored events and membership fees.
Director will provide services in connection with the maintenance of membership records and membership campaigns including database management, coordination of mailings for renewal and solicitation, processing of applications, and mailings of welcome letters. Director will provide services and support for sending information to the membership in the form of e-blasts, special notices and alerts, and a newsletter. Director agrees that all communications with the OSIA membership will only be made with prior approval from a member of the OSIA Board of Managers.
Conference and Education Services
1. Director will provide services and support for the annual conference. Some examples of the support include organizing speaker contact information, presentations, also various records for planning purposes. Finally, Director will provide services and support in connection with the production of nametags and other conference related materials;
2. Director will also provide services and support for education programs such as Education Day and Nuts and Bolts. Examples of such services and support include, but are not limited to, announcements for education services and dissemination of information and registration material, organizing speaker contact information and presentations, and such other tasks necessary to ensure a timely receipt of presentation materials.
Director will maintain, update and manage the OSIA website, databases, and information page. Director will assist the Communications Committee Chair to provide web page information concerning both the annual conference and educational programs.
Section III: Relationship and Compensation
1. The Contractor will not be an employee of OSIA and will function as an independent contractor, providing services in a generally accepted professional manner. The Contractor will determine the means of accomplishing the administrative/clerical services.
2. Compensation will be a negotiated amount paid monthly to the Contractor. Certain costs, including travel, incurred in performing the administrative/clerical services will be directly repaid upon the filing of a request with receipts. Applicants should include their expectation of their remuneration for the performance of the administrative/clerical services.
3. The Contractor will be solely responsible for the payment of any workers' compensation premium, social security tax, federal income tax, state or local income tax, or any other governmental reporting withholding, benefit or other obligation that may arise out of the performance of the administrative/clerical services.
4. The workspace, equipment, tools necessary to provide services will be the responsibility of the Contractor. In the event there is an unanticipated need regarding the purchase or renting of a piece of equipment, Contractor and OSIA will negotiate an alternative provision.
5. In the event that an individual is hired as the Contractor, the individual shall not hire or secure personnel to assist in providing the administrative/clerical services.
Section IV: Evaluation and Selection Criteria
To be considered, the applicant must be an individual or firm with expertise in providing administrative/clerical services. The applicant must be able to demonstrate an ability to provide the services set forth above. In addition to be successful in the position the person or persons should be adaptable/flexible, self-motivated, outgoing with strong people skills, responsive, organized and timely.
Selection criteria include:
Section V: General Information Regarding Proposals and Contract Administration
1. OSIA reserves the right to reject any and all proposals received in response to this RFP. A contract for the accepted proposal will be based upon factors described in this RFP.
2. Electronic submission of proposal is requested and one hard copy of the proposal is required.
3. All costs incurred in the preparation of a proposal or in attending presentations/interviews will be the responsibility of the applicant and will not be reimbursed by the OSIA.
4. No proposals will be returned to the applicants.
5. The individual or firm selected will function as an independent contractor and not as agents or employees of the OSIA.
6. Any contract awarded may be terminated for cause, without payment, at any time when there is reasonable belief that the Contractor is not performing satisfactorily or has not satisfactorily performed obligations under the contract.
7. The OSIA will provide written notification of the contract award or rejection to all applicants.
8. All responses to this RFP must be received no later than 5:00 p.m., Eastern Daylight Time, January 15, 2020. Proposals received after that time will be discarded.
9. By virtue of submitting a proposal, the applicant agrees to adhere to all terms and conditions outlined in this RFP.
10. The Contractor will agree to indemnify, defend, and hold harmless the OSIA, its officers, agents and associations from any claim of any person, firm, or corporation furnishing or supplying work, services, materials, or supplies in connection with the performance of the contract.
Inquiries regarding this Request for Proposals should be directed to Loyd Hudson via e mail at: LAHudson@aep.com
Electronic proposals should be directed to Mr. Hudson as above. The requisite hard copy should be mailed to:
Loyd A Hudson
1 Riverside Plaza, Floor 15
Columbus, Ohio 43215
Deadline for submissions is 1/20/2020.