This page contains all open requests for vendor services.
Request for Proposals – Property Owners Association Insurance Coverage
December 4 Update: The RFP event for TFPA has been published. Submissions are due by 5:00PM CST January 5, 2024.
November 10 Update: TWIA/TFPA is announcing the upcoming RFP event for Property Owner Association Insurance Coverage for TFPA.
Texas FAIR Plan Association (TFPA) invites all qualified Respondents to submit proposals in accordance with the requirements outlined in the below-listed Request for Proposals (RFP) issued by TFPA.
The purpose of the RFP is to obtain proposals from qualified Respondents for all services related to the development and management of commercial and liability insurance policies for Property Owner Associations to be offered by TFPA. These services include, but are not limited to, the underwriting and issuance of policies, the billing and collection of premiums, and handling of claims. More information about the required services is included in the RFP.
How is Texas FAIR Plan Association different than Texas Windstorm Insurance Association?
Both Associations were created by separate legislation and operate under separate authorities. TWIA under Chapter 2210 of the Insurance Code since 1971, TFPA under Chapter 2211 since 2003. TWIA provides only wind & hail coverage to residential and commercial risks located within the 14-county designated catastrophe area (‘Tier 1’). TFPA offers basic residential property coverage (Homeowner, Dwelling Fire, Tenant and Condo Unit Owner) statewide. TFPA is managed and administered by TWIA. This new bill is requiring TFPA to provide commercial and general liability insurance coverage to property owners’/condominium associations in the geographic area designated by the Insurance Commissioner by September 1, 2024.
What is the projected geographic footprint for the project?
The geographic footprint is assumed to be limited. The bill that passed provides the Insurance Commissioner authority to designate an area of up to 10 miles from the TWIA (‘Tier1’ counties) territory into ‘Tier 2 counties’. At this time, the exact geographic area and the number of property owners’/condominium associations to be serviced are unknown factors.
If the geographic location ends up in the coastal region, is the project expected to cover Tier 1 wind and hail?
Our initial interpretation of the bill is that risks actually located in ‘Tier 1’ would not be eligible for coverage through the program. However, if they are determined to be eligible, wind and hail coverage would be excluded as TFPA does not have authority to provide coverage for those perils if the risk is located in the TWIA territory.
Is the state of Texas acting as the insurer or will the vendor need to use their own capacity for this?
TFPA (not the ‘state of Texas’) is acting as the insurer. TWIA and TFPA are last-resort insurance carriers and non-profit organizations that were created by the state legislator but are not funded by the state of Texas.
What is the fee/commission for the vendor to administer the project?
This is up for discussion. We acknowledge the fact that there are several unknown factors related to ‘pricing’ of project administration in the traditional sense and are open to suggestions. Part of the RFP allows for Respondents to submit a pricing structure based on the services required to offer property owners’ association commercial and liability insurance coverage with all systems and operations in place. The pricing proposal should also include any costs associated with having the project ready and in-place, available for use, no later than August 31, 2024 in order to adhere to the deadline for coverage set by the bill.
What is the expected policy form? Do you plan on having ISO forms or is the vendor required to use their own proprietary form?
The ISO forms are being reviewed for use, but we would also open to a review, discussion, and use of the selected Respondent’s proprietary form.
What policy limits are expected?
Maximum limits have not yet been determined. This would be an area where we might rely on the experience and expertise of a chosen Respondent for recommendations.
Is this building only; building + contents; building + contents + BI?
We anticipate having to offer the latter (building/contents/BI/=?) and general liability coverage for property owners’/condominium associations only.
Are there any excluded occupancy classes?
The program would be open to only habitational/residential Property Owners’/Condominium Associations for commercial and general liability coverage.
Are there other “habitational” risks that will be expected to be covered under this project, i.e. apartment complexes?
The legislation only states Property Owners’ Associations and Condominium Owners’ Associations.
There is a “Requests for Qualifications – Claims Service Providers” on this webpage. Is that part of this RFP?
The claims service providers RFQ is a different project and is not associated with the Property Owners’ Association Insurance Coverage RFP.
Are the ALAE (allocated loss adjustment expenses) paid for by TFPA?
The vendor will be expected to issue claims payments directly to policyholders as well as issue expense payments to vendors (i.e. to independent adjusting firms and engineering firms, if required). The source of those payments is TFPA policyholder premiums. There is some flexibility to the process by which the vendor will access TFPA funds in order to issue those payments. The RFP respondent should include a description of their preferred process as well provide cost estimates for claims handling/processing fees for handling/processing claims on behalf of TFPA.
What are the hours of operation for customer service, underwriting, and claims at TFPA?
Standard TFPA residential customer service, underwriting, and claims is 8 a.m.-5 p.m. CST. TFPA residential policyholders 24/7/365 after hours contacts for Claims as well as resources for emergency services, e.g. roof tarping, tree removal, board up, water mitigation, and utility services.
Will the vendor need to use any of TFPA’s systems? If so, what are they and what will they be used for?
Underwriting: There are not any UW/Policy systems the vendor will need/be required to use, however, there may be other vendor/third-party services TFPA has contracted for that the selected MGA may need to service the policy. Examples – MSB, ISO (survey’s/inspections, construction class, PPC, maybe A-PLUS Commercial), Eagleview (aerial imagery).
Claims: While not expected to use TFPA systems, TFPA requires any estimates to be written using Xactimate unless there is a better method, e.g. competitive bids.
What training, resources, and support will TFPA provide during the implementation and on-going engagement of this project?
Underwriting: TFPA will provide UW training and support on risk eligibility guidelines/requirements, underwriting/risk acceptability guidelines (when developed), and customer service requirements, but not any technical underwriting/product training. Additional UW consultative support will be provided by TFPA management.
Claims: Claims will provide claim processing guidelines to ensure compliance with external regulatory and internal claim processing requirements. In addition, reserving and payment authority will be determined and enforced via agreed-upon guidelines. Lastly, regular quality assurance reviews will take place and those requirements will also be shared.
Is there a specific agreement term that TFPA prefers?
There is no preference for an agreement term, but this decision could be influenced by anticipated volume, difference in cost to administer (i.e. 1-yr cost vs 3-yr cost to TFOA), and when TFPA can begin to develop its own systems and personnel capabilities.
Are there any Spanish language requirements?
Almost 50% of our current residential policyholders are in Spanish-speaking households. Some level of interpreter services is expected to be provided in the normal course of business. TFPA currently uses GLOBO so the vendor may select to utilize this translation service.
The submissions will be reviewed by an evaluation committee. The evaluators will consider how well the vendor’s proposed services meet TFPA’s needs as described in the RFP. It is important that all proposals be clear and complete so that the evaluators can adequately understand all aspects of the response. The evaluation process may or may not lead to a contract award.
Rights and Obligations
TFPA accepts no obligation for any costs incurred in responding to the RFP and reserves the right to accept or reject any or all submissions. TFPA is under no obligation to award a contract on the basis of the RFP. TFPA reserves the right to modify this RFP and/or to issue alternate or additional RFPs at its discretion.
Important deadlines pertaining to the RFP are as follows:
|RFP Issuance Date
|Proposal Due Date
|Provisional RFP Award Date
|POA Insurance Coverage
|December 4, 2023
|January 5, 2024
|January 26, 2024
For more information on the requirements for proposals to be submitted by interested Respondents, please contact the Vendor and Contract Manager at email@example.com.
Requests for Qualifications – Claims Service Providers
Texas Windstorm Insurance Association & Texas Fair Plan Association, hereinafter referred to as TWIA/TFPA, conducts a Request for Qualifications every five years to obtain responses from qualified Claims Service Providers who are interested in providing services to TWIA/TFPA. Our next RFQ will begin in the 4th quarter of 2024. Please check back at that time for detailed instructions on how to submit your qualifications.
TFPA provides coverage to the entire state of Texas.
TWIA provides coverage in the 14 coastal counties and parts of Harris County.
Qualifications & Requirements
In selecting Applicants under any RFQ, TWIA/TFPA may take the following into consideration: the ability to assist TWIA/TFPA in scaling up for large catastrophic events; the geographical location of the Applicant’s company to be consistent with TWIA/TFPA’s area of coverage; the experience level of the Applicant; the available resources of the Applicant, including qualified quality assurance personnel; and other factors identified by TWIA/TFPA.
- Comply with all applicable legal requirements, administrative regulations, and provisions of the Texas Insurance Code and the Texas Administrative Code;
- Be able to service the entire location of work for TWIA and TFPA;
- Follow reporting thresholds and guidelines set forth by TWIA/TFPA;
- Maintain a Business Continuity/Disaster Recovery plan;
- Maintain an Information Security plan/policy;
- Maintain an Ethics Policy; and
- Comply with all other terms of the contract.
TWIA/TFPA has a need for a wide variety of claim services, each with varying requirements and requiring different qualifications. Applicants are not required to apply for all requested adjusting-related services and selected vendors are not required to qualify for all services involved in the claims handling process (applied for or otherwise). Applicants for each service will be selected until TWIA/TFPA’s projected needs for each service have been fulfilled. Please note that this is the likely list of services but is subject to change at the time of the RFQ.
- Daily Residential Field Adjusting Services
- Daily Commercial Field Adjusting Services
- Catastrophe Residential Field Adjusting Services
- Catastrophe Commercial Field Adjusting Services
- Content Field Adjusting Services
- In-Location Desk Adjusting
- Satellite Desk Adjusting
- Customer Care
- Field Quality Assurance
- Inside Quality Assurance