Request for Proposal for Workers' Compensation Claims Administration
| Location: | California |
|---|---|
| Posted: | Feb 20, 2026 |
| Due: | Mar 18, 2026 |
| Agency: | City of San Leandro |
| Type of Government: | State & Local |
| Category: |
|
| Solicitation No: | 64281 |
| Publication URL: | To access bid details, please log in. |
| Bid Number: |
64281
|
| Bid Title: |
Request for Proposal for Workers' Compensation Claims Administration
|
| Category: | All Open RFPs |
| Status: | Open |
|
Attachment Preview
REQUEST FOR PROPOSALS FOR
WORKERS’ COMPENSATION CLAIMS ADMINISTRATION SERVICES
FOR THE CITY OF SAN LEANDRO
RFP NO. 64281
RFP Issue Date:
February 19, 2026
Proposal Submittal Due Date:
5:00pm, Wednesday, March 18, 2026
Purchasing Office, San Leandro City Hall,
835 E. 14th Street, San Leandro, CA 94577
Proposals via Email
sperez@sanleandro.org
TABLE OF CONTENTS
I. OBJECTIVES ...................................................................................................3
II. BACKGROUND ...............................................................................................3
III. SCOPE OF WORK ...........................................................................................4
IV. INSURANCE REQUIREMENTS..........................................................................4
V. ESTIMATED TIMETABLE...................................................................................5
VI. SELECTION CRITERIA .....................................................................................5
VII. INSTRUCTIONS FOR PREPARING WRITTEN PROPOSAL ....................................6
VIII. SUBMISSION INFORMATION......................................................................... 10
IX. CONDITIONS ............................................................................................... 11
Exhibit A – Scope of Services ........................................................................ 12
Exhibit B – Draft Consulting Services Agreement ........................................... 15
Exhibit C – LAWCX Performance Standards for Claims Administrators ........... 33
Exhibit D – Living Wage Guidelines and Frequently Asked Questions (FAQs).... 53
Exhibit E – Living Wage Self-Verification Form................................................ 59
RFP 64281 Workers' Compensation Claims Administration
Page 2 of 60
REQUEST FOR PROPOSAL
WORKERS’ COMPENSATION CLAIMS ADMINISTRATION SERVICES
FOR THE CITY OF SAN LEANDRO
I.
OBJECTIVES
The City of San Leandro (“CITY”) is soliciting proposals from qualified Third-Party
Administrators (“TPA”) for administration of the City’s self-insured worker’s compensation
program. The CITY will consider proposals with a minimum three-year contract and options
for multi-year extensions of the contract. The CITY requires a vendor who demonstrates an
innovative and effective claims management process that is streamlined and user-friendly,
has a strong customer service focus, robust reporting features paired with reliable
technology infrastructure, proactive and consistent management of employee/claimant
occupational absences, competitive rates and fees, and the ability and willingness to
comply with the CITY’s performance standards.
II. BACKGROUND
The CITY is a charter city incorporated in 1872 with a Mayor/Council-Manager form of
government. The CITY is located in the San Francisco Bay Area and has a city population of
over 90,000. The CITY maintains a biennial budget, and the total adopted budget for FY 2025-
26 is $272.9 million, comprised of all General Funds, special revenue funds, enterprise
funds, and other agency funds.
The CITY is a full-service city, which includes the departments of the City Manager,
Community Development, Finance, Human Resources, Human Services, Information
Technology, Police, Library, Public Works, Recreation & Parks. Fire protection services are
contracted with the Alameda County Fire Department. The CITY employs approximately 359
full-time employees and 150-200 part-time employees. Additional information about the
CITY can be obtained at https://www.sanleandro.org.
The CITY maintains a self-insured workers’ compensation program and is a member of the
Local Agency Workers’ Compensation Excess Joint Powers Authority (“LAWCX”). The City’s
Workers’ Compensation Program is currently administered by Intercare Holdings Insurance
Services, Inc., which serves as the CITY’s third-party administrator (TPA). San Leandro’s
current loss run reflects 80 open claims, of which 26 are future medical, 53 are indemnity,
and 1 is medical-only.
RFP 64281 Workers' Compensation Claims Administration
Page 3 of 60
III. SCOPE OF WORK
The CITY is interested in a TPA who will be able to most favorably respond to the Scope of
Services and performance standards as outlined in Exhibit A. Proposals should clearly
indicate where they differ from the attached scope of services and performance standards.
In addition, quarterly file review meetings are required by the CITY. TPA shall present a
written summary report on all open claim files identified by the CITY, and review status to
date and action plan. File review meetings shall take place within approximately 30 days
following the close of the quarter (July – September, October – December, January – March,
April – June).
Another important area of focus for the CITY is customer service, responsiveness,
timeliness, and proactive claim handling. The CITY desires to contract with a firm that has a
standard of returning calls and emails promptly (within one (1) business day) and that
provides proactive claim handling information and recommendations to the client in a
timely manner. Consistent staff assigned to the CITY is also a critical item. A firm that is
familiar with the medical providers in the CITY’s geographic area is also needed.
Lastly, the CITY desires to implement best practices for workers’ compensation
administration to achieve efficiency and reduce costs. The CITY desires to partner with a TPA
firm that will actively engage and assist with the implementation of best practices.
Seasoned experience managing public safety workers compensation claims is required,
specifically for police/law enforcement claims.
IV. INSURANCE REQUIREMENTS
The proposal must include the name of TPA’s insurance carrier(s), the policy coverage and
limits, and expiration dates.
The TPA must agree to indemnify, hold the CITY harmless, and defend the CITY from all
claims and legal action for damages arising from its performance under an agreement
specified in Section 4 of the attached draft agreement (Exhibit B). Please confirm in RFP
response whether or not the firm will be able to meet the minimum insurance requirements.
RFP 64281 Workers' Compensation Claims Administration
Page 4 of 60
V. ESTIMATED TIMETABLE
The CITY anticipates the following timetable:
Issuance of the Request for Proposals (RFP):
Deadline to Submit Written Questions:
Deadline to Submit Proposals:
Review of Responses and Select Interviewees:
TPA Interviews:
Date of Contract Award:
Contract to Begin:
February 19, 2026
February 27, 2026, 5:00 p.m.
March 18, 2026, 5:00 p.m.
March 27, 2026
TBD
Prior to July 1, 2026
July 1, 2026
The CITY reserves the right to cancel and/or modify the above dates at any time.
VI. SELECTION CRITERIA
Proposals will be evaluated based on the following criteria, including but not limited to the
following:
A. Proposals will be evaluated by Purchasing for completeness and compliance with
the RFP requirements.
▪ Proposals must fully comply with the submission instructions and requirements
outlined in the RFP. Only complete and properly formatted proposals will be
considered for evaluation; proposals missing the required documents will be
deemed non-responsive and will not be considered.
B. Scored Evaluation Criteria (100 Points Total)
Criteria
Technical Approach &
Understanding of Scope
Experience, Staffing &
Qualifications
Account Management,
Customer Service & Program
Management
Compliance, Quality Assurance
& Program Management
Description
Demonstrated understanding of the CITY’s
workers’ compensation program and proposed
methodology to deliver required services.
Points
20
Experience with public agencies and self-insured 15
programs; staffing model, caseloads,
qualifications, and continuity planning.
Responsiveness, communication standards,
15
governance structure, escalation procedures, and
ongoing program oversight.
Compliance with applicable laws, LAWCX 15
standards, MMSEA reporting, internal audits, and
corrective action processes.
RFP 64281 Workers' Compensation Claims Administration
Page 5 of 60
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