What the buyer needs
AI summaryThe City of Huntington Beach seeks qualified third-party administrators to provide general liability claims administration services for its self-insurance program, which carries a $1,000,000 self-insured retention. The selected vendor will provide professional and technical staff to investigate, adjust, process, negotiate, and resolve third-party liability claims, offer 24-hour on-call service, and meet accessibility requirements for individuals with disabilities. Eligibility is restricted to onshore organizations based in the United States, and the work will be performed offsite under a three-year contract. Vendors must submit all questions no later than November 19, 2026, and the City will pay a fixed fee through monthly progress payments. The City requires the selected contractor to maintain approved insurance coverage, including Errors and Omissions coverage, from a California-admitted carrier.
Scope of work
- Provide at least one dedicated principal claims examiner and three designated claims examiners
- Investigate, adjust, process, negotiate, and resolve liability claims against the City
- Provide 24-hour on-call service for incident scenes and investigations
- Prepare Monthly Status Reports on all claims within 20 days of month close
- Prepare necessary reports of claims filed for primary and excess carriers
- Maintain an electronic database capable of producing specialized ad hoc reports
- Conduct risk management seminars for department heads and City staff upon request
- Assist with subrogation, litigation liaison, and settlement negotiations
How proposals are evaluated
| Criterion | Weight / scoring |
|---|---|
| Compliance with RFP requirements | Not specified |
| Recent experience in conducting similar scope, complexity, and magnitude for other public entities | Not specified |
| Educational background, work experience, and directly related consulting experiences | Not specified |
| Price | Not specified |
Minimum qualifications
- Licensed adjusting firm in the State of California
- Minimum of five (5) years experience administering claims for a public entity
- Public entity experience must include population of at least 50,000 with Police and Fire services
- Electronic database capable of producing specialized ad hoc reports
- Ability to manage transition from current TPA
- City of Huntington Beach Business License required upon award
- At least five local references that received similar services
Documents to include with your response
- Appendix A: Vendor Application Form
- Cover Letter (maximum three pages)
- Methodology Section
- Project Team list and resumes
- List of at least five local references
- Fee Proposal
- Sample reports generated from Claim Processing System
- Certificate of Insurance (within 10 consecutive calendar days of award)
How to submit
- Method
- Electronic via Planetbids.com
- Instructions
- Submit one (1) PDF file format copy, maximum 20 typed pages using 12-point font. Faxed or e-mailed proposals will not be accepted.