Professional Automobile Liability, Medical-Malpractice and Property Claims Administration Services

The County of San Mateo is soliciting Request for Proposals (RFPs) from qualified firms to provide professional third-party administration services for automobile liability, medical-malpractice, and property claims. The County seeks a contractor to assume adjusting responsibilities for approximately 30 open automobile liability claims, 40 open medical-malpractice claims, and 5 future property claims, along with comprehensive claims management, investigation, reserve adjustments, and reporting services. Minimum qualifications require proposers to demonstrate four years of experience providing similar services within the last seven years and an account manager with three years of experience in account services within the last five years. The evaluation criteria assigns 26 percent of total points to the fee proposal, which will be scored on a combination of lowest cost and best value for the full five-year contract period. The RFP was released on April 20, 2026, with a question deadline of May 1, 2026, at 5:00 p.m., and proposals are due by May 29, 2026, at 5:00 p.m. Interviews are tentatively scheduled for June 11, 2026, with an anticipated contract award date of June 26, 2026. No pre-proposal conference or site visit is scheduled.

The County has adopted a Procurement Preference for Local Businesses and Local Non-Profits Ordinance, offering preferences of 5 percent to 10 percent of total evaluation points depending on the proposer's local business designation and size classification. Pricing for the contract shall be submitted as an annual flat fee covering all basic services, with additional costs itemized separately for services such as one-time data conversion and field investigations. The awarded contractor will enter into a three-year agreement with two optional one-year extension periods exercisable at the County's sole discretion, with notice required at least 30 days before the agreement's term expiration. The current agreement expires December 31, 2026, and the County is seeking a minimum one-year term agreement, not to exceed five years. The contract must comply with comprehensive requirements including insurance obligations (general liability of $1,000,000, motor vehicle liability of $1,000,000, and professional liability of $1,000,000), compliance with federal and state laws including HIPAA, Section 504 of the Rehabilitation Act, and the Americans with Disabilities Act. All proposals must be submitted electronically via the eProcurement portal, with registration required in advance.