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June 2, 2026
ITEM TITLE
Consultant Service s Agreements: Approve a Consultant Services Agreement with Claims Management Associates, Inc. and Carl Warren & Company to Provide Claim Administrative Support Services Report Number: 26-0130
Location: No specific geographic location
Department: City Attorney
G.C. § 84308 Regulations Apply: Yes
Environmental Notice : The proposed action is not a "Project" as defined under Section 15378 of the California Environmental Quality Act (”CEQA”) State Guidelines. Therefore, pursuant to State Guidelines Section 15060(c)(3), no environmental review is required.
Recommended Action
Adopt the following resolutions:
A) Awarding a consultant service s agreement with Claims Management Associates, Inc. to provide claims administrative support services; and
B) Awarding a consultant service s agreement with Carl Warren & Company to provide claims administrative support services.
SUMMARY
The City Attorney’s Office contracts claim administrative support services as part of the management of the City’s Liability and First Party Claims programs. The City recently solicite d bids for professional claims administrative support services. Based on the evaluation process, s taff recommend s entering into two agreements, one to Claims Management Associates, Inc. and one to Carl Warren & Company to meet the City’s needs.
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ENVIRONMENTAL REVIEW
The proposed action was reviewed for compliance with the California Environmental Quality Act (CEQA), and it was determined that the activity is not a “Project” as defined under Section 15378 of the State CEQA Guidelines because it will not result in a physical change in the environment. Therefore, pursuant to Section 15060(c)(3) of the State CEQA Guidelines, the activity is not subject to CEQA.
BOARD/COMMISSION/COMMITTEE RECOMMENDATION
Not applicable.
DISCUSSION
The City Attorney’s Office manages the City’s Liability and First Party claims programs through third party claims administrative support service providers who act as the representative of the City in the investigation, adjustment, and resolution of claims.
SELECTION PROCESS
On October 24, 2025 , the City of Chula Vista issued a Request for Proposal ( “RFP”) P18-2026 for C laim Administrative Support Services. The RFP was advertised in The Star News and published on PlanetBids.
Through PlanetBids, 1,306 potential bidders were notified with 15 prospective bidders downloading the bid documentation. Of the 15 prospective bidders the City received four responsive proposals.
A selection committee completed a comprehensive evaluation of the proposals based on criteria that included the consultants’ experience, past performance, personnel, approach to work and proposed costs.
Following the evaluation, the selection committee conducted interviews with the top two (2) ranked firms and is recommending awards to both bidders to ensure the effective delivery of the required services. A Notice of Intent to Award was issued to all firms that submitted proposals on January 28, 2026. The following consultants were selected:
Carl Warren & Company
Claims Management Associates, Inc.
Carl Warren & Company and Claims Management Associates, Inc. will provide core claims administrative support. Carl Warren & Company has a dedicated and robust First Party Loss Recovery and Subrogation program and Claims Management Associates, Inc. primarily focuses on California Government Tort Liability claims expertise. Thus, this dual award is determined to be in the City’s best interest as the City requires the full range of services offered by both consultants.
SCOPE OF WORK
Under the proposed contracts , the consultants will handle California Government Tort Liability, Property and Recovery Claims including onsite inspections and in -person contact with claimants and witnesses material to investigations. The consultants will act as the representative of the City in the investigation, adjustment, and resolution of claims.
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CONSULTANT AGREEMENTS
Staff recommend that the City enter into separate agreements with the two (2) selected Consultants. The number and scope of projects and assignments for which the consultant services are required will vary from year-to-year and will be ordered on an “as-needed” basis. Each agreement for Claims Administrative Services with the Consultants will commence on July 1, 2026, for an initial term of one (1) year, expiring June 30, 2027, and may be extended for up to four (4) one-year options to extend for a total of five (5) years expiring June 30, 2031.
The consultants will be compensated on a time and materials basis in accordance with the rates and amounts established in the agreement , with a total combined n ot-to-exceed amount of $ 500,000 per consultant over the five (5) year term.
The agreements with the two (2) consultants are attached as Attachments 1 and 2.
DECISION-MAKER CONFLICT
Staff have reviewed the decision contemplated by this action and have determined that it is not site-specific and consequently, the real property holdings of the City Council members do not create a disqualifying real property-related financial conflict of interest under the Political Reform Act (Cal. Gov't Code § 87100, et seq.).
Staff are not independently aware and have not been informed by any City Council member of any other fact that may constitute a basis for a decision-maker conflict of interest in this matter.
CURRENT-YEAR FISCAL IMPACT
There is no current year fiscal impact as these services will begin on July 1, 2026.
ONGOING FISCAL IMPACT
The costs associated with this agreement are included in the fiscal year 2026-27 budget of the Public Liability Trust Fund. The table below outlines the not-to-exceed amount for the five (5) year term per consultant.
Claims
Management
Associates,
Inc.
Initial Term
Jul 26-Jun 27
Extension 1
FY 2027-28
Extension 2
FY 2028-29
Extension 3
FY 2029-30
Extension 4
FY 2030-31 TOTAL
$100,000 $100,000 $100,000 $100,000 $100,000 $500,000 Carl Warren
& Company
Initial Term
Jul 26-Jun 27
Extension 1
FY 2027-28
Extension 2
FY 2028-29
Extension 3
FY 2029-30
Extension 4
FY 2030-31 TOTAL
$100,000
$100,000 $100,000 $100,000 $100,000 $500,000
Costs relating to services provided by Claims Management Associates, Inc. and Carl Warren & Company in subsequent fiscal years will be considered as part of the annual budget development process.
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ATTACHMENTS
1. Two-Party Agreement – Carl Warren & Company
2. Two-Party Agreement – Claims Management Associates, Inc.
Staff Contact: RoseMarie Horvath, Deputy City Attorney
David Steward, Senior Risk Management Specialist