Human Resources
www.santa-ana.org/hr
Item # 22
City of Santa Ana
20 Civic Center Plaza, Santa Ana, CA 92701
Staff Report
December 2, 2025
TOPIC: General Liability and Workers’ Compensation Claims Administration Services
AGENDA TITLE
Agreements with AdminSure, Inc. for Third Party General Liability and Workers’ Compensation Claims Administration Services (Specification No. 25-138) (Non-General Fund)
RECOMMENDED ACTION
1. Authorize the City Manager to execute an agreement with AdminSure, Inc. to provide third party general liability claims administration services, in an amount not to exceed $1,537,296, for a term beginning December 2, 2025 and expiring June 30, 2029. (Agreement No. A-2025-XXX).
2. Authorize the City Manager to execute an agreement with AdminSure, Inc. to provide third party workers’ compensation claims administration services, in an amount not to exceed $2,877,212, for a term beginning December 2, 2025 and expiring June 30, 2029. (Agreement No. A-2025-XXX).
GOVERNMENT CODE §84308 APPLIES: Yes
DISCUSSION
The City utilizes AdminSure, Inc. to provide the City’s self-insured third-party administration services for general liability and workers’ compensation claims management. AdminSure, Inc. assists the City with services such as, but not limited to, investigations, correspondence with claimants, assisting with litigation management as needed, and continuing as our payor agent to issue settlement payments from our City’s escrow banking accounts. AdminSure processes approximately 800 claims per year and approximately 38,000 payments each year. The City’s agreements with AdminSure, Inc. expired August 31, 2025. Prior to expiration of the AdminSure contracts, staff had been advised by ICRMA that the City could utilize TPA services through its contract. Staff subsequently discovered the City would need to continue to maintain direct contracts with AdminSure to provide claims administration.
Santa Ana Municipal Code, Section 2-807(d), authorizes the City to purchase against contracts from any public agency utilizing a competitive bid process. The City of Newport
General Liability and Workers’ Compensation Claims Administration Services December 2, 2025
5 4
5 8
Beach contracts with AdminSure, Inc. for third party general liability claims administration services (C-8179-2) and workers’ compensation claims administration services (C-8613- 2) were awarded as a result of open, competitive bidding and meet the City’s requirements.
Staff researched available procurement options and determined that AdminSure, Inc. meets the City’s specifications. By leveraging the procurement power through piggybackable purchasing, the City of Santa Ana is able to obtain vetted, high quality services at a reasonable price, and is in accordance with the City’s existing Purchasing Guidelines.
In addition, the City acknowledges that to ensure the continuity of essential general liability and workers’ compensation claims management services, the Consultant may have provided services prior to these agreements’ execution, resulting in outstanding billings. This agreement is intended to cover services commencing September 1, 2025, including any unpaid sums owed to the Consultant for services rendered from that date forward.
ENVIRONMENTAL IMPACT
There is no environmental impact associated with this action.
FISCAL IMPACT
Funding is available in the current FY 2025-26 budget and funding for subsequent fiscal years will be included in the proposed budgets for City Council consideration.
General Liability
Fiscal
Year
Accounting Unit
– Account #
Fund
Description
Account Description Amount
2025-26 08009051-62302 Liability &
Property Ins
Fund
Liability & Property Ins
Fund – Contracted
Vendor Personnel
Srvcs
$309,180
2026-27 08009051-62302 Liability &
Property Ins
Fund
Liability & Property Ins
Fund – Contracted
Vendor Personnel
Srvcs
$389,568
2027-28 08009051-62302 Liability &
Property Ins
Fund
Liability & Property Ins
Fund – Contracted
Vendor Personnel
Srvcs
$409,044
2028-29 08009051-62302 Liability &
Property Ins
Fund
Liability & Property Ins
Fund – Contracted
Vendor Personnel
Srvcs
$429,504
Total $1,537,296
General Liability and Workers’ Compensation Claims Administration Services December 2, 2025
5 4
5 8
Worker’s Compensation
Fiscal
Year
Accounting
Unit – Account
No.
Fund
Description
Fund Description Amount
2025-26 08209054-62302 Workers
Compensation
Fund
Workers
Compensation Fund
– Contracted Vendor
Personnel Srvcs.
$578,660
2026-27 08209054-62302 Workers
Compensation
Fund
Workers
Compensation Fund
– Contracted Vendor
Personnel Srvcs.
$729,120
2027-28 08209054-62302 Workers
Compensation
Fund
Workers
Compensation Fund
– Contracted Vendor
Personnel Srvcs.
$765,576
2028-29 08209054-62302 Workers
Compensation
Fund
Workers
Compensation Fund
– Contracted Vendor
Personnel Srvcs.
$803,856
Total $2,877,212
EXHIBIT(S)
1. Agreement with AdminSure, Inc.-General Liability
2. Agreement with AdminSure, Inc.-Worker’s Compensation Submitted By: Lori Schnaider, Executive Director – Human Resources Department Approved By: Alvaro Nuñez, City Manager