Special Notice / Hearing: None__
Vote Required: Majority
To: Honorable Board of Supervisors
From: Michelle Kuka, Human Resources Director
Zhanna Abuel, Deputy Director, Human Resources
Subject: Agreement with Claim Retention Services Inc. for General Liability Claims Administration
RECOMMENDATION:
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Adopt a resolution authorizing an agreement with Claim Retention Services Inc. to provide Third Party Administrative services for the County’s general liability claims for the term of January 01, 2027 through December 31, 2031, in an amount not to exceed $680,000.
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BACKGROUND:
Claim Retention Services Inc. is a third-party liability claims administration company that has exclusively adjusted claims for public entities in California for the past 20 years and has served as the County’s Third-Party Administrator (TPA) for general liability claims since 2018. Because of its long-standing relationship with the County, Claim Retention Services Inc. is very familiar with County history, protocols and personnel, which familiarity has allowed it to provide a comprehensive approach to claims investigation and handling.
DISCUSSION:
On May 11, 2026, Risk Management issued a Request for Proposals (RFP) to ensure the County continues to receive best value from its general liability third-party claims administrator. Eight proposals were received and evaluated by a selection committee made up of County Risk Management and County Attorney’s Office employees. Claim Retention Services Inc. was identified as the preferred choice both for its years of experience and for its competitive pricing. The committee recommended that the County select Claim Retention Services Inc. as the vendor of choice for general liability claims administration services.
As a public entity-focused claims administrator, Claim Retention Services Inc. is familiar with government claims, the Government Code, and the administration of claims. Over the past six years, it has also gained a strong understanding of the County’s systems, departments, asset disposal processes, and claims management system. Since 2018, Claim Retention Services Inc. has provided outstanding service to the County, with high marks from all who have come into contact with it. Claim Retention Services Inc. has protected County assets by fairly adjudicating general liability claims from members of the public and their insurance companies.
As documented in the RFP process, Claim Retention Services Inc.’s rates also remain competitive. When combined with its public sector expertise and past quality of work, Claim Retention Services Inc. provides the best value to the County. Therefore, the Human Resources Department believes that it is in the County’s best interest to enter into a contract with Claim Retention Services Inc. for general liability claim administration services. The proposed agreement is for the term of January 1, 2027 through December 31, 2031 in an amount not to exceed $680,000.
The resolution contains the County’s standard provisions allowing amendments of the County’s fiscal obligations by a maximum of $25,000 (in aggregate).
The resolution and agreement have been reviewed and approved by the County Attorney’s Office as to form.
PERFORMANCE MEASURE:
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Measure |
Metric |
|
Prompt claim acknowledgement and investigation initiation. |
Within 3 business days of new claim notification email. |
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Responsiveness to County inquiries. |
Within 1 business day. |
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Reserves set. |
Within 5 business days of new claim setup. |
COMMUNITY IMPACT:
Continuing services with Claim Retention Services Inc. ensures uninterrupted, cost-effective claims administration that is well-informed and aligned with County values. Retaining an administrator experienced in public entity liability and familiar with County systems, personnel, and processes preserves continuity and quality of services for County departments and claimants.
FISCAL IMPACT:
There is no impact to Net County Cost. All costs associated with this contract are fully covered by the General Liability Trust Fund. The annual contract fee will increase by $5,000 in years 3 and 5 during the five-year contract period with San Mateo County.