General Liability Claims Adjusting and Administration Services

Location:	California
Posted:	Feb 28, 2025
Due:	Mar 24, 2025
Agency:	City of Elk Grove
Type of Government:	State & Local
Category:	R - Professional, Administrative and Management Support Services
Publication URL:	To access bid details, please log in.

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CITY OF ELK GROVE

Request for Proposals

For

General Liability Claims Adjusting and Administration Services

City Clerk’s Office

City of Elk Grove

8401 Laguna Palms Way

Elk Grove, CA 95758

Proposals Due by 2:00 p.m. on Monday, March 24, 2025

Introduction:

The City of Elk Grove (City) is accepting proposals from qualified Consultants for General Liability Claims Adjusting

and Administration Services in accordance with the included specifications, terms, and conditions shown in this

Request for Proposals (RFP). Prospective respondents are advised to read this information over carefully prior to

submitting a proposal.

If opting for written hard-copy submission, one signed original, three hard copies, and one USB Flash Drive copy of

the proposal must be submitted to and received by the Office of the City Clerk by 2:00 p.m. on Monday, March 24,

2025. Proposal shall be submitted in a sealed envelope or package clearly marked “Proposal to Provide General

Liability Claims Adjusting and Administration Services” and addressed to:

OFFICE OF THE CITY CLERK

CITY OF ELK GROVE

8401 Laguna Palms Way

Elk Grove, CA 95758

Electronic Submission:

As an alternative to written proposals, proposals may be submitted electronically in pdf form, and emailed to City

Clerk Jason Lindgren at cityclerk@elkgrovecity.org, with a copy to Jim Ramsey, Risk Program Manager, at

jramsey@elkgrovecity.org, prior to the “Proposals Due” time and date stated above. Submittals in pdf format must

be fully ADA compliant. Large files may be sent using a cloud-based system such as Dropbox. Consultants shall be

responsible for ensuring that proposals submitted electronically are received by the City Clerk prior to the deadline.

Proposals that are not received prior to the deadline shall not be considered by the City, even if the late submission

is due to a technical or other error, including, without limitation, the City's inability to open or access the electronic

file. If the proposing Consultant does not receive confirmation from the City Clerk that the proposal has been received,

Consultant should assume the transmission failed and either resubmit or arrange for another method of delivery.

Consultants are also encouraged to contact the City Clerk to confirm receipt of their proposal prior to the deadline.

Proposals shall not be accepted by fax.

Questions regarding this RFP are to be directed by e-mail to: Jim Ramsey, Risk Program Manager,

jramsey@elkgrovecity.org. Such contact shall be for clarification purposes only. The City must receive all questions

no later than 12:00 p.m. (noon) on Tuesday, March 18, 2025. Material changes, if any, to the scope of services or

proposal procedures shall only be transmitted by written addendum and posted to the City website. Addendums and

answers to submitted questions will be available via the City of Elk Grove website under “Notice” for the RFP

announcement.

Late Proposals:

Proposals arriving after the specified date and time shall not be considered, nor shall late proposals be opened. Each

Consultant assumes responsibility for timely submission of its proposal.

Withdrawal or Modifications of Proposals:

Any proposal may be withdrawn or modified by a written request signed by the Consultant and received by the City

Clerk prior to the final time and date for the receipt of proposals. Once the deadline is past, Consultants are obligated

to fulfill the terms of their proposal.

Proposal Acceptance and Rejection:

The City reserves the right to accept any proposal, to reject any and all proposals, and to call for new proposals, or

dispense with the proposal process in accordance with the Elk Grove Municipal Code.

Proposal Evaluation and Award:

Evaluation shall be made based on the criteria noted in Attachment A: Evaluation and Selection Criteria. A contract

may be awarded to the responsible Consultant who best meets the City’s needs by demonstrating the competence

and professional qualifications necessary for the satisfactory performance of the required services, and shall not

necessarily be based on the lowest priced proposal, except as otherwise provided by law, taking into consideration

adherence to the included specifications. A contract may be awarded to the next responsible Consultant if the

successful Consultant refuses or fails to execute the contract. All Consultants that were not selected by the City shall

be notified in writing. Nothing herein shall obligate the City to award a contract to any responding Consultant. Any

contract awarded will be non-exclusive, and the City reserves the right to seek services from other sources, in the

City’s sole discretion.

Unless Consultant is a sole proprietorship, Consultant must be registered and in good standing with the California

Secretary of State within 14 days following notification of the City’s intent to award a contract to Consultant and prior

to execution of a final contract. Failure to timely register with the Secretary of State may result in the City awarding

the contract to another Consultant. Additional information regarding the registration process may be found on the

Secretary of State’s website at: https://bizfileonline.sos.ca.gov.

Disclosure of Submitted Materials:

After selection and execution of the contract(s), (or prior thereto if required by law) all information and materials

provided in each submittal received is subject to disclosure through a public records request pursuant to the California

Public Records Act, or otherwise as may be required by law. The City, in its sole discretion, may release any

submitted materials, regardless of whether such materials are marked by respondents as confidential or otherwise

as protected.

Waiver of Irregularities:

The City retains the right, in its sole discretion, to waive any irregularities in proposals that do not comply with the

strict requirements of this RFP, and the City reserves the right to award a contract to a Consultant submitting any

such non-compliant proposal, all in the City’s sole discretion.

Local Vendor Preference:

A bid or proposal from a local vendor for commodities, equipment, and general services will be tabulated as if it were

five (5%) percent below the figure actually set forth in the bid or proposal, up to a maximum preference of Fifty

Thousand and no/100th ($50,000.00) Dollars per bid or proposal, to account for the financial advantages accruing to

the City by the award of a bid to a local vendor. Bids or proposals submitted in response to this RFP will be evaluated

on the basis of a local preference of five (5%) percent of the bid or proposal price.

"Local vendor" means a person or legal entity which has a place of business (other than a post office box) within the

City and has a valid, current business license issued by the City. To qualify as a local vendor for the purposes of

Section 3.42.230 of this Code, the vendor shall submit with its bid or proposal a completed City-provided affidavit that

documents the following: 1) the business has a facility with a City of Elk Grove address, 2) the business has, during

at least one (1) year immediately preceding the submission of the bid or proposal, attributed sales tax to the City of

Elk Grove, and 3) the business has had a City of Elk Grove business license for at least one (1) year prior to the

submission of the bid or proposal. The affidavit can be obtained by accessing the Request for Proposal and Bids

section of the City website, https://www.elkgrovecity.org/purchasing/local-vendor-preference.

Validity of Pricing:

Consultants are required to provide a fee structure including the hourly rate of the principals to be assigned to the

matter, and proposed cost (line item descriptions and pricing), and expense reimbursements levels, and total costs.

No cost increases shall be passed onto the City after the proposal has been submitted. No attempt shall be made to

tie any item or items contained in this RFP with any other business with the City; each proposal must stand on its

own.

No Guarantee of Usage:

Any quantities listed in this RFP are estimated or projected and are provided for tabulation and information purposes

only. No guarantee of quantities is given or implied by the City. Consultant must furnish the City’s needs as they

arise.

Demonstrations:

When required, the City may request full demonstrations prior to award. When such demonstrations are requested,

the Consultant shall respond promptly and arrange a demonstration at a convenient location. Failure to provide a

demonstration as specified by the City may result in rejection of a proposal.

Use of Other Governmental Contracts:

The City reserves the right to reject any part or all of any proposals received and utilize other available governmental

contracts.

Qualification/Inspection:

Proposals will only be considered from Consultants normally engaged in providing the types of services specified

herein. By responding to this RFP, the Consultant consents to the City’s right to inspect the Consultant’s facilities,

personnel, and organization at any time, or to take any other action necessary to determine Consultant’s ability to

perform. The City reserves the right to reject proposals where evidence or evaluation is determined to indicate

inability to perform. The City reserves the right to interview any or all responding Consultants and/or to award a

contract without conducting interviews.

Payment Terms:

Payment shall be made as set forth in the contract attached hereto as Attachment C. In submitting proposals under

these specifications, Consultants should take into account all discounts, both trade and time, allowed in accordance

with the payment terms.

Performance:

It is the intention of the City to acquire services as specified herein from a Consultant that will give prompt and

convenient service.

Term of Contract:

The term of the contract will be for a specific period of time, commencing upon execution. The City anticipates the

contract to be for a term of three years with three one-year extensions, at the option of the City. The City reserves

the right to set the term for a period deemed to be in the best interest of the City, and terminate the contract as set

forth therein.

Amendments:

If, in the course of the performance of the contract, Consultant or the City proposes changes to the services provided,

and informal consultation with the other party indicates that a change in the terms and conditions of the contract may

be warranted, Consultant or the City may request a change in the contract. The parties to the contract will meet to

discuss and negotiate the required documents. Upon completion of those negotiations, the negotiated documents

will be submitted to the City for approval. Upon approval by the City, an amendment to the contract will be approved

by all parties for the change to be implemented. An amendment shall not render ineffective or invalidate any

unaffected portions of the Contract. Nothing in this section obligates the City to agree to any change order or other

amendment, and the City may withhold such agreement in its sole discretion.

Service and support:

Consultants shall explain how all on-going service and support shall be handled by the Consultant and the City of Elk

Grove.

Records:

The Consultant shall maintain complete and accurate records with respect to labor costs, material expenses, and

other such information required by City that relates to the performance of services under the contract. The Consultant

shall maintain adequate records of services provided in sufficient detail to permit an evaluation of the services. All

such records shall be maintained in accordance with generally accepted accounting principles and shall be clearly

identified and readily accessible and in a form acceptable to the City, which the City may specify and change from

time to time. The Consultant shall provide free access to the representatives of City or its designees, at reasonable

times, to such books and records, shall give City the right to examine and audit said books and records, shall permit

City to make transcripts there from as necessary, and shall allow inspection of all work, data, documents,

proceedings, and activities related to the contract. Such records, together with supporting documents, shall be

maintained for City’s inspection for a period of at least three (3) years after receipt of final payment.

(See next page for Guidelines for Proposal)

Guidelines for Proposal

The following guidelines are provided for standardizing the preparation and submission of proposals. The intent is

to assist respondents in the preparation of their submissions and to assist the City by simplifying the review process

providing standards for comparison of submissions.

Statements submitted in response to this RFP shall include a complete response to the requirements in this section

in the order presented. Statements should be a straightforward delineation of the respondent’s capability to satisfy

the intent and requirements of this RFP, and should not contain redundancies and conflicting statements.

Follow proposal submission requirements and deadlines on Page 2 of this RFP as well as the following requirements.

Printed proposals shall be printed double sided, submitted on 8-1/2” x 11” recycled paper, with easy-to-read font size

and style. Pages shall be numbered, tabbed, and bound (spiral / comb / three ring binder). Tabbed dividers should

separate and identify the response items described below.

Electronically submitted proposals shall be in pdf format and fully ADA compliant, with easy-to-read font size and

style, and bookmarked for each section, identifying the response items described below.

Proposals shall contain the following information in the order listed:

1. Introductory letter

The introductory letter should be addressed to:

Jim Ramsey,

Risk Program Manager / ADA Coordinator

City of Elk Grove

8401 Laguna Palms Way

Elk Grove, CA 95758

The letter shall include the Consultant’s name submitting the proposal, their mailing address, telephone

number, and contact name. The letter shall address the Consultant’s understanding of the project based on

this RFP and any other information the Consultant has gathered. Include a statement discussing the

Consultant’s interest and qualifications for this type of work. A principal of the firm authorized to legally bind

the firm shall sign the letter.

2. Table of Contents

The Consultant shall insert a comprehensive table of contents denoting sections three through ten of the

proposal as indicated below.

3. Qualifications and Experience

Describe the Consultant’s capability for undertaking and performing the work, including any professional

licenses and certificates held by the Consultant. List types and locations of similar work performed by the

Consultant in the last five (5) years that best characterizes the quality and past performance. Include names

and current phone numbers for contact on work quality and performance. References may be contacted as

part of the selection process. Include qualifications of each key team member. Describe claims adjuster(s)

and senior personnel’s experience, including experience with public entity clients with sworn peace officers

and public property exposure, including accessibility/disability issues. Please note who, if known, is planned

to be assigned as the City’s claim adjuster. Describe what third party audits are in place to ensure the security

of sensitive information. Describe your current presence in the greater Sacramento and Northern California

region. If an assigned claims adjuster is not based within reasonable driving distance of Elk Grove, please

include details on claim response times and costs.

4. Work Plan

The work plan must state the Consultant’s ability to meet each specification as outlined in this document.

The work plan should address the items of work described in this RFP. The plan should be simple, easy to

This is the opportunity summary page. It provides an overview of this opportunity and a preview of the attached documentation.

type	name(s)	due date	notice	details	posted
RFP	General Liability Claims Adjusting and Administration Services	Prior to 2:00 p.m. on 3/24/2025		View	2/28/2025

General Liability Claims Adjusting and Administration Services

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