2212-121521: Third Party Administration of Workers’ Compensation Benefits

Introduction:

The City of Hayward is soliciting proposals from qualified Third Party Administrators (TPA) for the administration of the City’s self-insured workers’ compensation program. The term is expected to be for three (3) years with two (2) one-year options to renew. This RFP is open to all. All competing vendors will have the opportunity to share written questions before the submission due date. Answers to all questions will be shared with all vendors to ensure a fair and equitable submission process. Respondents will absorb all costs incurred in the preparation and presentation of their proposal.

Please confirm your intent to bid via email to Vanessa.Lopez@hayward-ca.gov and copy to Rita.Perez@hayward-ca.gov.

Due Dates:

Responses to this RFP must be received no later than 3:30pm PST on January 26, 2022. Due to COVID-19, proposals are preferred via email in PDF format; email correspondence should clearly identify the RFP title and number in the subject line (ex: RFP #2212-121521, TPA of Worker’s Compensation Benefits). The proposal cover page shall also clearly identify the RFP title and number, firm name and due date. Emailed proposals should be directed to the Purchasing Department at rita.perez@haywardca.gov on or before January 26, 2022 at 3:30 pm.

Proposals may also be submitted by mail or dropped off at the Guard Station located on the first (1st) floor of Hayward City Hall, located at 777 B Street, Hayward, California, Attention: Rita Perez, Purchasing Department. Each submission must be marked on the outside with the firm’s name and the name of the project. Postmarks are NOT acceptable. In addition to the hard copy (mailed or dropped off), please submit two (2) electronic copies of your proposal on a thumb drive type device in PDF format. 

Contacts:

Questions relating to the City of Hayward Workers’ Compensation programs may be directed in writing to: Vanessa Lopez, Senior Human Resources Analyst; Vanessa.Lopez@hayward-ca.gov.

Administrative questions regarding the bidding procedures should be directed in writing to Rita Perez, Purchasing Manager via email at Rita.Perez@hayward-ca.gov and copy to Vanessa.Lopez@hayward-ca.gov.

Communication Regarding This RFP:

All communication from prospective proposers regarding this RFP must be in writing by email to the contact(s) above. Communication by telephone or in person will not be accepted. Attempts by or on behalf of a prospective or existing vendor to contact or to influence any member of the selection committee, any member of the City Council, or any employee of the City of Hayward with regard to the acceptance of a proposal may lead to elimination of that vendor from further consideration.

Last Day for Questions:

The last day to submit questions to the Department is January 5, 2022 at 11:00 am. This will allow sufficient time for any addenda to be issued by the City to all bidders. All questions must be submitted in writing via email to Vanessa.Lopez@hayward-ca.gov and copy to Rita.Perez@hayward-ca.gov.

Project Schedule:

It is the City’s desire to finalize an Agreement and issue a Notice to Proceed as quickly as possible, and to this end, the following accelerated schedule has been prepared:

*Dates subject to change as determined appropriate by the City of Hayward.

Download the full RFP

Additional Documents: 

• Exhibit E
• Addendum 1