Intercare Holdings Insurance Services, Inc 5/8/2026

City of Everett RFP #2026-001 for Third Party Claims Administrator (TPA) Services FEE SECTION TERMS One Time Startup Fee – The process of onboarding a new client covers many areas, from establishing expectations, policies, and procedures, to designing the infrastructure (process, people, and systems) to meet the needs of risk management, council, and department heads. It also involves time and effort in establishing the Trust Account or check writing, W-9, and all federal and state reporting requirements. Most importantly, this process involves the establishment of effective claims triage. Note that this is not time spent on actual data conversion. Annual Administration Fee – Intercare has determined it takes a company-wide effort to ensure we exceed the expectations of our clients. As such, we feel it transparent to separately identify and charge for those critical functions that are not directly tied to claims handling. We include an annual administration fee, which covers the following activities: Claims Management Information System (CMIS) services and reports Access to CMIS and training Monthly listing of open claims, showing expense categories, reserves, and total incurred Monthly claim summary reports Monthly hours and claims data detail for billing Providing loss run data and required reports Access to Client Portal Providing annual reports to outside agencies Filing of regulatory reports, such as 1099s, W-9s, etc. Trust Account, if the City wants to establish one If desired, establishment and maintenance of a trust account to pay indemnity and expenses that may be due on claims; the amount to be maintained in the trust account shall be determined by the City. If the trust account is set up with the preferred bank then Intercare covers the cost of Positive Pay and Payee Match. o If the City prefers an alternate bank, there may be an additional setup fee, as other banks’ processes can be extraordinarily time consuming. New bank account setup, including signature cards, test checks, online access, and setup of bank in CXP Discussion and agreement on the approval process Preparation of W-9s Processing of checks weekly Submission of positive pay (if applicable) and monitoring of positive pay (review of daily emails from bank for exceptions) Maintenance of a copy of all checks drawn by Intercare to pay claims and claims-related expenses Monitoring of account balance, preparation of replenishment requests as needed (custom requests for each client’s needs) Monthly bank reconciliation (prepared and sent to the City) Payment of invoices that are pass-throughs, such as invoices for medical record copies, ExamWorks, etc. Certificates of insurance as required by the Contract 7