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Third Party Administration of Workers' Compensation Benefits

Open
27-014State & Local

Contract Overview

Solicitation details, issuing organization, response deadlines, documents, and interested companies for this government contract opportunity.

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The City of Hayward is seeking a licensed Third Party Administrator (TPA) to manage its self-insured workers' compensation program. The contract is expected to span three years, with two optional one-year extensions based on performance. The selected TPA will be responsible for professional claims administration, maintaining an electronic database for state-required and ad hoc reporting, and ensuring the transition of all claims and payment data from the existing system within 30 days of the award. The TPA must designate a full-time Claims Supervisor as the primary point of contact and adhere to strict data security and confidentiality protocols in accordance with state and federal regulations. The selection process utilizes a points-based evaluation focusing on responsiveness, qualifications, and price, with high-scoring firms invited to oral interviews. Proposals must include a bid summary, statement of experience, non-collusion declaration, and a fee proposal on a not-to-exceed basis. The City requires the contractor to maintain a valid business license and comply with nondiscriminatory employment practices, including the designation of an Equal Employment Opportunity Officer. Financial administration involves an imprest account for medical and legal expenses, with the TPA providing check registers to the City's accounting office and receiving reimbursements within ten days of request.

General Info

City of Hayward seeks a TPA to manage self-insured workers' compensation claims.

Agency

California → HR

NAICS

524292 - Pharmacy Benefit Management and Other Third Party Administration of Insurance and Pension Funds

Place of Performance

CA, USA

Set-Aside

NONE

Documents

8
PDF, High priority: read this first4 pages · contract-document
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PDF, High priority: read this first4 pages · general-provisions
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PDF, High priority: read this firstrfp
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PDF, High priority: read this firstspecifications
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PDF, Low priority1 page · affirmation
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PDF, Low prioritycontract-document
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PDF, Low priority1 page · other
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PDF, Low priority3 pages · other
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Timeline

PhaseSolicitation
Posted

Solicitation

Response Deadline

Submission deadline

Response Deadline

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Organization & Contact Information

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AgencyCalifornia → HR
Contacts2 people available
OfficeHayward, CA, 94541, USA
Organization / AgencyCalifornia → HR
Office AddressHayward, CA, 94541, USA
Contacts
July ColeHuman Resources Manager
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Rita PerezPurchasing Manager
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Full Description

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The City is governed by a City Council / City Manager form of government. The City Council is made up of six members plus a mayor that serves as the head of the City Council. The City Council appoints a City Manager to oversee the City's twelve departments. Hayward is known as the "Heart of the Bay" because of its central and convenient location in Alameda County – 25 miles southeast of San Francisco, 14 miles south of Oakland, 26 miles north of San Jose and 10 miles west of the valley communities surrounding Pleasanton. Serviced by an extensive network of freeways and bus lines, Hayward has two BART stations (Hayward and South Hayward), an Amtrak station, and the Hayward Executive Airport, with easy access to San Francisco, Oakland, and San Jose airports. Background Summary Population: 162,954 Number of Employees: 844 Annual City Operating Budget (including General Fund) FY 2027: $504,291 M Annual General Fund Budget: $123,524 M Annual City Capital Budget: $106 M Fiscal Year: July 1 – June 30 Number of Departments:14 Governance Structure: City Council / City Manager Utility Customers: 34,000 MOUs: 7 Housing Units: 48,000 The City is a "full service city" and provides a wide range of services. These services include: police and fire protection; animal control; wastewater treatment; building safety regulation and inspection; land use planning and zoning; maintenance and improvement of streets and related structures; traffic safety maintenance and improvement. The City employs 844 employees. The City's worker's compensation program is self-insured for $500,000 per occurrence with a total budget of $6.6 million. The City's claims history, as shown in its annual reports submitted to the Department of Industrial Relations is as follows: CITY OF HAYWARD FY 25-26 FY 24-25 FY 23-24 FY 22-23 Number of Medical-Only Cases Reported in FY 55 49 58 50 Number of Indemnity Cases Reported in FY 44 36 50 55 Total Number of Indemnity Cases From All Years Open In FY 211 195 209 216 Number of Cases in Which Notices of Legal Representation Received in FY 17 18 16 22 Additional information regarding the City of Hayward may be obtained at: http://www.hayward-ca.gov

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