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

SUMMARY:

The County of San Mateo is requesting proposals for third-party administration services to supervise and administer automobile liability, medical-malpractice, and property claims under an RFP with proposals due June 18, 2026 at 5:00 PM. This procurement carries a local-vendor preference: the County applies a five percent evaluation-points preference to local businesses or local non-profits, eight percent for small or micro businesses, and ten percent for micro businesses or non-profits under its local preference ordinance.

The scope covers administration of approximately 30 open automobile-liability claims, 40 open medical-malpractice claims, and 5 future property claims. The County will transfer approximately 75 open claims to the selected vendor. Services include managing claims in litigation, handling insurance communications, participating in settlements and mediation, and adjusting claims to total value rather than self-insured retention. The TPA must manage both open and closed claims and new claims submissions. Medical-malpractice claims originate from jail facility activities and County hospital/medical facilities. The County operates on a paperless system with no paper files requiring scanning or destruction.

Minimum qualifications require four years of similar services experience within the last seven years and an account manager with three years of relevant experience within the last five years. The County requires proposers to register with SAM.gov and submit proposals electronically through its eProcurement portal.

The contract term is three years with two optional one-year extension periods at the County's discretion, contingent on written notice at least 30 days before expiration. The current agreement expires December 31, 2026. The incumbent is Keith A. Hillegass Company. Evaluation criteria are project approach (23 points), firm qualifications (22 points), team qualifications (22 points), fee proposal scored on lowest cost and best value for the full five-year contract period (27 points), and preferential points (10 points). Questions were due June 9, 2026. Interviews are tentatively scheduled for June 25, 2026, with anticipated award on July 9, 2026.