Project Information

Bid Title

Third-Party Administrator for Workers' Compensation Program

Issuing Agency

City of Pasadena

Location

California

Published Date

Mar 16, 2026

Closing Date

Apr 15, 2026

Government Level

State & Local

Status

Closed

Ref. #

2026-RFP-0125

Original Source

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Bid Documents

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Project Description

Project ID: 2026-RFP-0125

Title: Third-Party Administrator for Workers' Compensation Program

Addenda: 0

Release Date: 3/16/2026

Due Date: 4/15/2026

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Third-Party Administrator for Workers' Compensation Program

Request for Proposals

City Managers Office

524291 , 524292 , 54

Project ID: 2026-RFP-0125

Release Date: Monday, March 16, 2026

· Due Date: Wednesday, April 15, 2026 2:00pm

Posted Monday, March 16, 2026 4:12pm

All dates & times in Pacific Time

Draft Response No Bid

Time Remaining: 29 days, 19 hours, 23 minutes

Post Information

Posted At:Mon, Mar 16, 2026 4:12 PM
Sealed Bid Process:Yes (Bids Sealed / Pricing Sealed)
Private Bid:No

Overview

Summary

The City is seeking the services of a Third-Party Administrative firm to manage and provide claims administration services to further the City’s Workers’ Compensation program. Services will include new and existing claims. The City of Pasadena’s claims are currently self-insured and administered by a Third-Party Administrator. Non Safety claims with dates of injury 7/1/2012 and continuing are handled by an outside Third-Party Administrator. Police and Fire Department claim are also handled by an outside Third-Party Administrator (TPA). The in-house Workers’ Compensation Section operates under, and reports to, the City Manager's Office. This section is currently responsible for administration of approximately 13 open claims. The TPA is currently administering approximately 601 open claims across all City of Pasadena departments. The TPA reports directly to the Workers’ Compensation Supervisor. The City also has a full Carve-Out program for the Police Department and Fire Department. The City is moving toward a carve out program for all City employees.

The City of Pasadena’s organizational structure for the Workers’ Compensation Section includes a Claims Supervisor, two Claims Examiners and one Senior Office Assistant. The Senior Office Assistant provides clerical support for the City’s claims department. The files are assigned based upon an alphabetical split, with one examiner assigned to last names beginning A-K, and the other assigned to L-Z. The Examiner’s caseloads include maintenance claims.

The City is requesting that the responders include in their proposal, system access for the City staff for the claims administered by the City of Pasadena. The City of Pasadena will be looking at the possibility of contracting for their own claims management system during this contract. Proposals should include pricing variability should the City procure a claims management system during this contract for both the City and the Third-Party Administered claims.

The City currently operates an approved Alternative Dispute Resolution (ADR) program for a portion of its California Workers’ Compensation claims. As part of its ongoing risk‑management strategy to reduce litigation exposure, streamline claim resolution, and improve outcomes for injured employees, the City intends to expand ADR coverage to all Workers’ Compensation claims. To support this initiative, the City is seeking a vendor with demonstrated expertise in California Workers’ Compensation ADR programs and a proven track record of collaborative, compliant, and solution‑oriented partnership.

The City uses Ventiv which is managed through the current TPA’s workers’ compensation system. The City also uses a third party for bill review, Utilization Review and Nurse Case Management.

The City requests that proposals p rovide Workers’ Compensation administration for all City departments with all dates of injury (approximately 601 claims).

Timeline

Release Project Date:

March 16, 2026

Question Submission Deadline:

April 1, 2026, 2:00pm

Proposal Submission Deadline:

April 15, 2026, 2:00pm

Commodity Codes

• NAICS 524292Third Party Administration of Insurance and Pension Funds
• NAICS 541611Administrative Management and General Management Consulting Services

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