Project Information

Bid Title

Request for Proposal for Workers' Compensation Claims Administration

Issuing Agency

City of San Leandro

Location

California

Published Date

Feb 20, 2026

Closing Date

Mar 18, 2026

Government Level

State & Local

Status

Closed

Ref. #

64281

Original Source

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Bid Documents

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Project Description

Bid Number:	64281
Bid Title:	Request for Proposal for Workers' Compensation Claims Administration
Category:	All Open RFPs
Status:	Open

Description: 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. Request for Proposals #64281 - Workers' Compensation Claims Administration Publication Date/Time: 2/19/2026 4:00 PM Closing Date/Time: 3/18/2026 5:00 PM Submittal Information: Electronically to: [email protected] (please read RFP for further instructions) Bid Opening Information: Please Review RFP Addendum Date/Time: Contact Person: Questions shall be submitted to Yana Taran, Sr. Human Resources Analyst, at [email protected] , with an email copy (cc) to the City’s Purchasing Technician, Sally M. Perez, at [email protected] . Download Available: Yes Fee: No Fee to Download Business Hours: 8:30am - 5:00pm Plan Holders List: Interested parties are encouraged to advise both Yana Taran, Sr. Human Resources Analyst, at [email protected] and Sally Perez, Purchasing Technician at [email protected] , to be placed on the project plan holder's list to receive courtesy notifications of the Questions & Answers, as well as any addenda and other project information. Project Addenda, if any, will also be posted on the website. A bidder who fails to address all project addenda in its proposal may be deemed non-responsive. Related Documents: Request for Proposal #64281 Workers' Compensation Claims Administration

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

Commodity Codes

• NAICS 541611Administrative Management and General Management Consulting Services

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