Workers' Compensation Third Party Administrator

The Workers' Compensation third-party administrator (TPA) will partner with the City of Thousand Oaks to provide comprehensive Worker’s Compensation Administrative services in compliance with applicable federal and state laws and regulations and City policies and procedures.  Services include claims administration, medical management, return-to-work coordination, reporting, and support, with an emphasis on effective and clear communication to ensure timely, accurate, and solution-oriented claims administration.

Background

The City of Thousand Oaks is located in eastern Ventura County and consists of 56 square miles. The City population is approximately 122,000. The City is a general law city operating under the Council/Manager form of government. The City Council is comprised of five members elected through district-based elections, with one member serving as Mayor on an annual basis.

Project Details

• Department: Human Resources
• Department Head: Jeanette Green (Human Resources Director)

Important Dates

• Questions Due: 2026-03-24T00:00:00.000Z

Addenda

• Addendum #1 (released 2026-03-26T17:10:52.454Z) —

  Please see the attached Addendum #1. 

Evaluation Criteria

• Third Party Administrator for Workers' Compensation —

  Claims Administration Services

  1. 1. Assumption of Existing Claims
  1. 1. 1. Assume responsibility for all open workers’ compensation claims at the start of the contract term.
        2. Provide appropriate notifications as required under Title 8, California Code of Regulations Section 15402(b).
        3. If needed, oversee the transition from the previous Third Party Administrator, import historic files, and ensure continuity of service.
  2. 2. Claims Processing
  1. Process all claims in accordance with applicable California Labor Code regulations and City of Thousand Oaks policies and procedures.
  2. Assign experienced adjusters (minimum of 3 year's experience) to each claim, ensuring adjusters have necessary experience and training in workers’ compensation claims management; specifically, experience with public entities.
  3. Within 24 hours of receipt and notice of Employer’s Report of Injury, adjusters shall conduct intake meetings with injured employees, set up appropriate claim files, and coordinate with City of Thousand Oaks Risk Analyst.
  4. Manage care coordination and facilitate timely return-to-work programs.
  5. Engage the services of medical providers including physicians, therapists, pharmacists, and investigators, defense attorneys, hearing representatives and other firms or individuals to performed specialized work in connection with claims administration.
  6. Proactive claims management: TPA will provide consistent and proactive oversight of claims, ensure timely action on required filings and payments, and promptly identify and address issues. 
     1. 1. 1. Conduct regular (biweekly) claims review meetings with City staff and provide updates on claim status, trends, and emerging issues.  TPA to provide relevant reports and summaries in advance of each meeting and document action items and follow up items to ensure continuity of claims management.
           2. All claim files shall be reviewed at least every thirty (30) days for active claims and at least every six (6) months for claims that have settled but are open for the employee’s future medical care.
           3. Each claim file shall include a clearly documented plan of action for future claim handling. The plan of action shall include, but not be limited to, the employee’s current work status, medical status, reserve review, and planned future activity to move the claim towards resolution. All claims will be subject to supervisor or higher-level review for quality and consistency, and specialized service providers will be engaged as needed.

  Medical Management

  1. Obtain and review all medical reports for each claim.
  2. Conduct ongoing verification of workers’ compensation indemnity payments with medical providers.
  3. Provide medical bill review services either in-house or via an independent firm (with prior HR approval) to ensure compliance with the Medical Fee Schedule.

  Utilization Review (UR)

  1. Manage Utilization Review (UR) processes for all medical treatment requests, including:
     1. 1. Reviewing treatment requests for medical necessity, appropriateness, and compliance with California Labor Code.
        2. Coordinating with an independent UR provider if required.
        3. Ensuring timely approvals or denials per statutory timelines.
        4. Communicating UR decisions to treating providers, claimants, and City staff.
        5. Maintaining complete documentation of all UR activities in the claim file/portal.

  Claim Payments and Reserves

  1. Make timely payments to claimants and service providers on behalf of the City.
  2. Estimate and maintain claim reserves based on the most probable final claim cost.
  3. All reserve categories shall be reviewed on a regular basis but not less than at least every forty-five (45) calendar days for active claims and six (6) months on claims that have settled but are open to monitor future medical cases.

  Settlements and Claim Resolution

  1. The TPA shall prepare comprehensive settlement reports for all claims where settlement is considered. Each report shall include:
     1. A detailed claim summary, including medical treatment, indemnity payments, and any other related costs.
     2. Settlement options, including recommended amounts, structured or lump-sum options, and potential impact on reserves.
     3. TPA’s professional recommendation regarding whether to settle, continue litigation, or pursue alternative resolution strategies.
  2. The TPA shall obtain all necessary approvals from City staff before finalizing any settlement.
  3. Maintain detailed documentation of all settlement negotiations, offers, and agreements for record-keeping and regulatory compliance.

  Litigation Support

  The TPA shall assist the City in managing claims that require litigation, including:

  1. Selection of defense counsel or hearing representatives: provide recommendations and assist in evaluating potential firms or individuals.
  2. Coordination with legal counsel: act as the primary liaison between the City and defense attorneys, ensuring timely exchange of claim information, documentation, and evidence.
  3. Strategic guidance: Support legal counsel on developing litigation strategy, potential outcomes, and cost implications.
  4. Resolution support: work with legal counsel to negotiate settlements, prepare reports for City approval, and ensure claims are resolved efficiently and in compliance with regulations.

  Customer Service, Technology, and Communication

  1. Respond to standard City inquiries within 24 hours, high-priority issues within 4 hours.
  2. Emergency availability: The TPA shall at all times have the examiner assigned to the City, or in their absence, the supervisor or another manager, available by telephone for emergencies through a 24-hour emergency telephone number.
  3. Ensure that at least one or more examiners assigned to the City is available to the City every business day throughout the term of the contract.
  4. Establish escalation protocol for urgent or unresolved issues.
  5. Provide a secure, web-based claims management system /portal providing authorized City staff with timely access to claim status updates, work status, relevant claim notes, documents, payment history, and reported injuries with no medical treatment.
  6. Portal must support reporting, data export, and automatic intake of data files from our systems.

  Cost Mitigation

  1. Assist the City in identifying, reviewing, investigating and appropriately addressing suspected fraudulent claims.
  2. Conduct investigations of each claim using competent and qualified personnel.
  3. Pursue subrogation recovery opportunities as appropriate.

  Additional Responsibilities and Reporting

  1. Conduct a comprehensive annual review of all open claims, including active medical-only and indemnity claims with City staff at a mutually scheduled and  agreed upon time.
  2. Medical Provider Network (MPN):
     1. 1. The TPA shall either provide an existing, fully compliant MPN that the City can use for referring injured employees, or assist the City in preparing and submitting an application to establish a City-specific MPN.
        2. If assisting in establishing an MPN, the TPA shall provide ongoing guidance and updates regarding statutes, proposed changes, and regulations affecting the City’s responsibilities related to the MPN.
  3. Provide information for submission of the Self-Insured Annual Report to the Department of Self-Insurance Plans prior to the October 1st deadline.
  4. Excess Workers’ Compensation Insurance Reporting:
  1. 1. 1. Prepare and submit all required reports to the City’s excess insurance carrier in accordance with policy provisions and deadlines.
        2. Coordinate with the excess carrier regarding claims that may trigger coverage, providing all necessary documentation, status updates, and supporting information.
        3. Direct status reports to the City’s excess workers’ compensation insurer as appropriate.
  5. Provide monthly loss runs and activity reports within 10 days of the end of each month.

  Cal-OSHA and Regulatory Compliance

  1. Support compliance with Cal-OSHA recordkeeping and reporting requirements for work-related injury and illnesses, including timely preparation of required documentation (Cal-OSHA 300/300A/301 logs).
  2. Ensure all claims and reporting comply with federal, state, and local occupational safety regulations.
  3. Support tracking and reporting of non-medical incidents in the portal.

  Confidentiality and Data Security

  1. The TPA shall maintain confidentiality of all claim-related data and comply with applicable privacy laws.
  2. Portal access must include secure authentication and role-based permissions.

  ---

  
  
• Authorized Distributor. —

  Successful Proposer must be an Authorized Distributor for the product offered, or with his Proposal, he must submit documentation from an authorized distributor from whom he has purchased the specified materials or equipment. Said documentation must state that the distributor will honor all manufacturers' warranties.

• Notice —

  Notice is hereby given that sealed proposals will be received electronically, until Friday, April 3, 2026 before 5:00 pm local time, for performing all work necessary and incidental to:

  The Workers' Compensation third-party administrator (TPA) will partner with the City of Thousand Oaks to provide comprehensive Workers' Compensation Administrative services in compliance with applicable federal and state laws and regulations and City policies and procedures.

  Proposals shall be submitted via the City's eProcurement Portal:

  https://procurement.opengov.com/portal/toaks

  Submissions through the portal will be closed after the scheduled deadline and no proposals will be accepted after that time.

  Copies of the Proposal Package may be downloaded from the City's eProcurement Portal. Proposers are required to register with the City prior to downloading solicitation documents from the website and to be eligible to submit a proposal. Registration information is used to notify proposers via e-mail of addenda to procurement actions. You may view summary information about solicitations, but you must be registered at this site and logged in before you can download solicitation documents via the City's eProcurement Portal. When registering please use the following NIGP Codes: 95392.

• Introduction and Cover Letter —

  Provide a cover letter describing your interest in this Request for Proposal/Qualifications (RFP/Q):

  1. Provide the name, address, phone number, fax number, and email address of the contact person.
  2. If your firm is subcontracting portions of this work, please indicate the firms with which you will be partnering along with the name, address, phone number, fax number, and email address of the contact person. Indicate the task that will be subcontracted and how the subcontract work will be managed and checked for quality control.
• Project Background Information and Purpose —

  The selected Workers’ Compensation third-party administrator (TPA) shall work collaboratively with the City of Thousand Oaks to deliver full-service Workers’ Compensation administration in accordance with all applicable federal and state laws, regulations, and City policies. Responsibilities will encompass end-to-end claims management, medical oversight, return-to-work facilitation, regulatory reporting, and related support services. The TPA is expected to provide responsive, transparent communication and proactive claims handling to promote timely resolution, cost control, and high-quality service delivery.

• Acceptance Period —

  Unless otherwise specified herein, the Proposal is firm for a period of ninety (90) days.

• Proposal Information —

  Proposers should note that the City desires and expects your Proposal to include those tasks and services that you believe may be required to complete the Scope of Work, based on your firm’s expertise and prior experience.

  Prepare a proposal to City of Thousand Oaks. The proposal shall address all tasks outlined below, and any additional tasks you believe are necessary, and your approach to accomplishing the same. Include meetings with key officials, stakeholders and expected number of presentations. Include a timeline and a fee proposal that describes the process and key milestones for completing the project on time and within budget.

  Reports, memoranda, and other documents furnished under this Scope of Work will be of a quality acceptable to the City. Deliverables must: be of neat appearance, complete, accurate, as error-free as possible, organized and technically and grammatically correct, reflect the incorporation of City and other agency review comments, and be checked to meet all of the contract requirements.

  Optional/Additional Scope - The Consultant shall list all other sub-tasks deemed necessary for successful completion of the project. This shall be broken down into sub-tasks, as appropriate, and the Consultant’s fee proposal should reflect the corresponding costs.

• Proposal Opening/Rejection/Waiver —

  All Proposals and/or Statement of Qualifications, irrespective of irregularities or informalities, will be opened at the time stipulated in the Request for Proposal/Qualifications (RFP/Q) document. This is not a public opening. A tally of the names will be performed and may be released upon request. No other information will be released.

  The City of Thousand Oaks reserves the right to postpone the Submittal Deadline and opening of Proposal any time before the date and time announced in the Request for Proposal/Qualifications (RFP/Q) or subsequent addenda. The dates listed in the "Timeline" section for the proposal review and contract award process are the tentative dates, and can be subject to change.

  City also reserves the right to waive non-substantial irregularities in any Proposal, to reject any or all Proposals, to reject or delete one part of a Proposal and accept the other, except to the extent that Proposals are qualified by specific limitations.

  The City reserves the right to reject the Proposal of any Proposer who previously failed to perform adequately for the City or any other governmental agency. The City expressly reserves the right to reject the Proposal of any Proposer who is in default on the payment of taxes, licenses or other monies due the City of Thousand Oaks.

• Addenda Acknowledgment —

  Each Proposal shall include specific acknowledgment of receipt of all addenda issued during the solicitation period. Failure to so acknowledge may result in the Proposal being rejected as not responsive. Each addendum must be acknowledged via the City's eProcurement Portal.

   

• Brand Names —

  Manufacturers’ names, trade names, brand names, model and catalog numbers used in these specifications are for the purpose of describing and establishing general quality levels. Such references are not intended to be restrictive. Proposals will be considered for alternative brands that meet or exceed the quality of the specifications listed for any item.

• Explanation of How Proposer Will Perform the Work —

  Proposer must describe in detail how the requirements of this Request for Proposal/Qualifications (RFP/Q) will be met, and may provide additional related information with the proposal. The proposal should be presented in a format that corresponds to, and references, the sections outlined in the Scope of Work, and should be presented in the same order. Responses to each section and subsection should be labeled to indicate which item is being addressed. Proposal should be straightforward, concise and provide “layman” explanations of technical terms that are used. Emphasis should be concentrated on conforming to the Request for Proposal/Qualifications (RFP/Q) instructions and responding to the Request for Proposal/Qualifications (RFP/Q) requirements.
  
  If a complete response cannot be provided without referencing supporting documentation, you must provide such documentation with the proposal indicating where the supplemental information can be found.

• For Material Goods or Equipment —

  Proposals must include without limitation, written warranties, maintenance/service agreements, license agreements, and lease purchase agreements. The omission of these documents renders a proposal non-responsive.
  
  Proposals, which appear unrealistic in the terms of technical commitments, lack of technical competence, or are indicative of failure to comprehend the complexity and risk of this Request for Proposal/Qualifications (RFP/Q), may be rejected.

• Brand Substitutions —

  Proposals will be considered on equipment or material complying substantially with specifications, provided each deviation is stated and each substitution is described in detail. Standard catalog sheets or technical data will not be accepted in lieu of this requirement. The City of Thousand Oaks will be the sole determiner of whether such substitutions are equivalent to the materials or equipment specified.

• PROPOSAL REVIEW PROCESS AND AWARD OF CONTRACT —

  The Proposal will be evaluated by a review committee of City staff using a two-stage selection process described below.

  The Committee will evaluate all Proposals and/or Statement of Qualifications received in accordance with the EVALUATION CRITERIA. The City reserves the right to establish weight factors that will be applied to the criteria depending upon order of importance. The criteria, however, are not listed in any order of preference. Weight factors and evaluation scores will not be released. The City is not obligated to accept the lowest Proposal, but will make an award in the best interests of the City after all factors have been evaluated.

• Authorized Signatures —

  Every Proposal must be signed by the person or persons legally authorized to bind the Proposer to a contract for the execution of the work. Upon request of the City, any agent submitting a Proposal on behalf of a Proposer shall provide a current power of attorney certifying the agent’s authority to bind the Proposer. If an individual makes the Proposal, their name, signature, and post office address must be shown. If a firm or partnership makes the Proposal, the name and post office address of the firm or partnership and the signature of at least one of the general partners must be shown. If a corporation makes the Proposal, the Proposal shall show the name of the state under the laws of which the corporation is chartered, the name and post office address of the corporation and the title of the person signing on behalf of the corporation. Upon request of the City, the corporation shall provide a certified copy of the bylaws or resolution of the board of directors showing the authority of the officer signing the proposal to execute contracts on behalf of the corporation.

• Phases/Services —

  At this time the base agreement is anticipated to cover ______________ only at this time. ___________phases/services for the selected consultant may be issued as an amendment at a later date.

• Phase 1 – Written Proposal Review/Finalist Candidates Selection. —

  The City reserves the right to further negotiate the proposed work scope and/or method and amount of compensation.

  The Review committee may also contact and evaluate the Proposer's and subcontractor's references; contact any Proposer to clarify any response; contact any current users of a Proposer’s services; solicit information from any available source concerning any aspect of a proposal; and seek and review any other information deemed pertinent to the evaluation process.

  Discussions may, at the City’s sole option, be conducted with responsible Proposers who submit proposals determined to be reasonably susceptible of being selected for an award. Discussions may be for the purpose of clarification to assure full understanding of, and responsiveness to, the solicitation requirements. Proposers shall be accorded fair and equal treatment with respect to any opportunity for discussion and written revision of proposals. Revisions may be permitted after submissions and before award for obtaining best and final proposals. In conducting discussions, the City will not disclose information derived from proposals submitted by competing Proposers.

• Mandatory Pre-Proposal Meeting —

  A mandatory pre-proposal meeting will be held at NO VALUE on NO VALUE at NO VALUE. Proposers are required to attend the pre-proposal meeting to be eligible to submit a proposal.

  If attending the pre-proposal meeting, please RSVP through the City’s e-Procurement Portal.

  Proposals will not be opened publicly, and the City will endeavor to keep such confidential until a preferred service provider is recommended. Proposals must be submitted by Proposer's authorized representative.

  Proposals must bear original signatures and figures prior to being scanned/uploaded.

  _____________________________

  Laura B. Maguire, City Clerk

  Published: TO Acorn, Friday, March 13, 2026

• Tentative Schedule —

  Please submit the tentative schedule by phase and tasks to be completed.

• Proposals Retention —

  City reserves the right to retain all Proposals for a period of ninety (90) days for examination and comparison.

• Compliance With OSHA. —

  Proposer agrees that all item(s) offered comply with all applicable Federal and the State Occupational Safety and Health Act, laws, standards and regulations, and that Proposer will indemnify and hold the buyer harmless for any failure to so conform.

• Phase 2 - Oral Presentations/Interviews and Consultant Selection —

  Finalist candidates may be invited to make a presentation to the Review Committee and answer questions about their proposal. The purpose of this second phase is two-fold: to present the project and to clarify and resolve any outstanding questions or issues about the proposal.

  Contract award will be based on a combination of factors that represent the best overall value for completing the work as determined by City, including: the written proposal criteria described above; results of background and reference checks; results from the interviews and presentation phase; and proposed compensation.

  A Notification of Intent to Award may be sent to any Proposer selected. Award is contingent upon the successful negotiation of final contract terms. Negotiations shall be confidential and not subject to disclosure to competing Proposers unless an agreement is reached. If contract negotiations cannot be concluded successfully, the City in its sole discretion may negotiate a contract with another Proposer or withdraw the RFP/Q.

• Business License —

  The selected Proposer and any sub-contractors/sub-consultants must have a valid City of Thousand Oaks Business License prior to execution of the contract. Additional information regarding the City’s Business License program may be obtained by going to the following website:

  https://toaks.gov/businesslicenses

   

• Estimated Hours —

  Please submit the estimated hours for Proposer staff in performing each phase of the work, including sub-consultants.

• Optional Pre-Proposal Meeting —

  An optional pre-proposal meeting will be held at NO VALUE on NO VALUE at NO VALUE.

  If attending the pre-proposal meeting, please RSVP through the City’s e-Procurement Portal.

  Proposals will not be opened publicly, and the City will endeavor to keep such confidential until a preferred service provider is recommended. Proposals must be submitted by Proposer's authorized representative.

  Proposals must bear original signatures and figures prior to being scanned/uploaded.

  _____________________________

  Laura B. Maguire, City Clerk

  Published: TO Acorn, Friday, March 13, 2026

• Delivery Hours —

  Unless otherwise specified, all items must be delivered to: (Buyer – insert delivery address or delete this clause), Monday through Friday, between the hours of 8:00 A.M. & 12:00 P.M. and 1:00 P.M. and 5:00 P.M., excluding holidays

• No Pre-Proposal Meeting —

  Proposals will not be opened publicly, and the City will endeavor to keep such confidential until a preferred service provider is recommended. Proposals must be submitted by Proposer's authorized representative.

  Proposals must bear original signatures and figures prior to being scanned/uploaded.

  _____________________________

  Laura B. Maguire, City Clerk

  Published: TO Acorn, Friday, March 13, 2026

• Delivery Time. —

  The maximum time allowed for delivery is: (Buyer – insert the maximum number of days by which delivery must be made) from receipt of order. Time is of the essence of this contract. Proposer shall state earliest delivery time in his Proposal. The City reserves the right to cancel any order not received within the time stated by the Proposer in his Proposal. Delivery time will be a factor in award when a maximum time for delivery is stipulated herein. Solicitation documents will inform Proposer when delivery is a factor in award.

• Cancellation Of Solicitation —

  The City of Thousand Oaks may cancel this solicitation at any time.

   

• Services and Data —

  Please identify any services and/or data Proposer needs from the City of Thousand Oaks in order to complete the work.

• Demonstration Of Product Offered. —

  A demonstration of the item(s) offered may be required. If the demonstration cannot be performed at a City facility, the demonstration must be performed within a 60-mile radius of the (Purchasing) Office. Proposers shall indicate on their Proposal the location of the demonstration site. Proposals for item(s) that do not perform to the City’s satisfaction during the demonstration will be declared non-responsive and will not be considered for award of Proposal.

• Proposer's Qualifications and Background —

  Proposer must provide proof of qualifications and experience related to the area of proposed services.

  Each Proposer shall be skilled and regularly engaged in the general class or type of work called for in this Request for Proposal/Qualifications (RFP/Q). The Proposer’s experience shall be set forth and submitted, as follows:

  1. Company ownership. If incorporated, the state in which the company is incorporated and the date of incorporation.
  2. Location of company offices.
  3. Location of officer servicing any California accounts.
  4. Number of employees both locally and nationally.
  5. Locations from which employees will be assigned.
  6. Name, address, email address, and telephone number of the Proposer’s point of contact for this project.
  7. Company background/history and why Proposer is qualified to provide the services described in this Request for Proposal/Qualifications (RFP/Q)
  8. Length of time Proposer has been providing services described in this RFP/Q. Please provide a brief description.
  9. Resumes for key staff to be responsible for performance of any contract resulting from this Request for Proposal/Qualifications (RFP/Q). 
• Compliance With Laws —

  The Proposal shall comply with current federal, state, and other laws relative thereto.

   

• Negative History —

  Proposer must include in their Proposal a complete disclosure of any alleged significant prior or ongoing contract failures, any civil or criminal litigation or investigation pending which involves the Proposer or in which the Proposer has been judged guilty or liable within the last 5 years.
  
  If there is no information to disclose then, Proposer must affirmatively state there is no negative history.
  
  Failure to comply with the terms of this provision will disqualify any proposal. The City reserves the right to reject any Proposal based upon the Proposer’s prior history with the City or with any other party, which documents, without limitation, unsatisfactory performance, adversarial or contentious demeanor, significant failures to meet contract milestones or other contractual failures.

• Solicitation Documents, Examination Of —

  It is the responsibility of the Proposer to carefully and thoroughly examine the documents contained in this Request for Proposal/Qualifications (RFP/Q). Proposer shall satisfy themselves as to the character, quantity, and quality of work to be performed and materials, labor, supervision or equipment necessary to perform the work as specified by this Request for Proposal/Qualifications (RFP/Q). The failure or neglect of the Proposer to examine the Request for Proposal/Qualifications (RFP/Q). Documents shall in no way relieve them from any obligations with respect to this solicitation. The submission of a proposal shall constitute an acknowledgment upon which the City may rely that the Proposer has thoroughly examined and is familiar with the Request for Proposal/Qualifications (RFP/Q) and the project. No claim will be allowed for additional compensation that is based upon a lack of knowledge of any solicitation document.

• F.O.B. Point & Shipping Charges —

  All prices shall be quoted F.O.B. destination, freight prepaid, City of Thousand Oaks, California. All shipping, handling and freight charges must be shown separately on the Proposal form.

• Manufacturer & Model Number. —

  Proposer must state the manufacturer name and model number of each item proposed in this Proposal.

• Client References —

  A minimum of three references from similar projects performed (references from local government clients are preferred) within the last three (3) years years must be provided. Information provided shall include:

  1. Client name, client Project Manager, address, telephone number, and email address. If client is not a local government, please indicate the type of business.
  2. Type of service provided to client.
  3. Project description.
  4. Project dates (starting and ending).
  5. Staff assigned to that project.
  6. Discuss final outcome.
• Cost Of Proposal —

  The City is not liable for any costs incurred by Proposers before entering into a formal contract. Costs of developing the proposals or any other such expenses incurred by the Proposer in responding to the Request for Proposal/Qualifications (RFP/Q) are entirely the responsibility of the Proposer, and shall not be reimbursed in any manner by the City.

• New And Unused. —

  Unless specifically provided to the contrary, all material and equipment shall be new and unused and of the current production year. Proposals that are received for other than the current production year or for items and materials that have been previously used will be rejected.

• Definition Of Terms —

  For the purposes of this RFP/Q, the following definitions apply:

  1. City of Thousand Oaks and City. City of Thousand Oaks and City are used interchangeably and are synonymous with one another.
  2. Contractor/Consultant. Same as Successful Proposer.
  3. Review Committee. An independent committee established by the City to review, evaluate, and score the proposals, and to recommend award of the proposal determined by the committee to be in the best interest of the City.
  4. May/Should. Indicates something that is not mandatory. Failure to do what “may" or "should" be done will not result in rejection of your proposal.
  5. Must/Shall. Indicates a mandatory requirement. A proposal that fails to meet a mandatory requirement may be deemed non-responsive and not be considered for award.
  6. Proposer. The person or firm making the offer.
  7. Proposal and/or Statement of Qualifications. The offer presented by the Proposer.
  8. RFP/Q. Acronym for Request For Proposals / Request for Qualifications.
  9. Submittal Deadline. The date and time on or before all proposals must be submitted.
  10. Successful Proposer. The person, contractor, or firm to whom the award is made.
• Compensation —

  Proposal must list Maximum Payment in a not to exceed amount, as well as providing a breakdown of cost to complete the work including, but not limited to, hourly rates, reimbursables and maximum anticipated cost.

• Compensation - For Materials and Equipment —

  Proposal must list Maximum Payment in a not to exceed amount, as well as providing a breakdown of cost to complete the work including, but not limited to, hourly rates, reimbursables and maximum anticipated cost, and unit cost for equipment.

• Disqualification Of Proposer —

  If there is reason to believe that collusion exists among the Proposers, the City may refuse to consider any Proposal from participants in such collusion. No person, firm, or corporation under the same or different name, shall make, file, or be interested in more than one Proposal for the same work unless an alternate Proposal is called for. A person, firm, or corporation who has submitted a sub-Proposal to a Proposer, or who has quoted prices on materials to a Proposer, is not thereby disqualified from submitting a sub-Proposal or quoting prices to other Proposers. Reasonable ground for believing that any Proposer is interested in more than one Proposal for the same work will cause the rejection of all Proposals for the work in which a Proposer is interested. If there is reason to believe that collusion exists among the Proposers, the City of Thousand Oaks may refuse to consider all Proposals from participants in such collusion. Proposers shall submit as part of their Proposal documents the completed Non-Collusion Affidavit provided herein.

• Safety Standards —

  Item(s) offered by the Proposer must conform to Safety Orders of the State of California, Division of Industrial Safety.

• Samples. —

  For evaluation purposes, samples may be requested from any Proposer. Samples shall be provided at no charge unless Proposer indicates on his Proposal the charge for samples. The City reserves the right to consume samples for testing purposes. The City may retain samples until delivery and acceptance of contracted items. Proposer shall remove samples at his expense within (30) days of request by the City.

• Demonstrated Competence and Professional Qualifications —

  Services for professional architectural, landscape architectural, engineering, environmental, land surveying, or construction project management shall be on the basis of demonstrated competence and on the professional qualifications necessary for the satisfactory performance of the services required.

• Documents To Be Returned With Proposal or Statement of Qualifications —

  Failure to completely execute and submit the required documents before Submittal Deadline may render a proposal non-responsive. The documents that must be returned by the Submittal deadline are listed in the "Vendor Questionnaire" section.

   

• Testing —

  After delivery, random samples may be submitted to a commercial laboratory, or other inspection City, for testing to determine if they conform to the specifications. In cases where tests indicate the samples do not meet specifications, the cost of the testing shall be borne by the contractor. When tests indicate the materials do not meet specifications, the City reserves the right to cancel the award and purchase the goods in the open market at the expense of the Proposer.

• Execution Of Agreement —

  The Successful Proposer will be required to execute an agreement in the form attached to this Request for Proposal/Qualifications (RFP/Q) and comply with all requirements of said Agreement. In case of failure of the Successful Proposer to execute and return the contract and all required documents within the time allowed, the City may, at its option, consider that the Proposer has abandoned the contract, in which case the Proposal Security Bond, if one was required, shall be forfeited by the Proposer and become the property of the City.

• Prevailing Wage and Apprenticeship —

  The work described herein may be a “public work”, as defined in Labor Code Section 1771, thus obligating Contractor/Consultant and subcontractor to pay prevailing wages under the California Labor Code. Contractor/Consultant and subcontractor agrees to indemnify, defend and hold City harmless from any claim that prevailing wages should have been paid, and shall be liable for the payment of the same and any penalties thereon. It is the responsibility of the Proposer to be familiar with the California Labor Code, and failure or neglect of the Proposer to understand the California Labor Code shall in no way relieve him from any obligations. 

  Labor Code section 1777.5 requires the use of qualified apprentices by all trades, regardless of the dollar amount of their portion of the work, on public works contracts over $30,000. Apprentices shall be used at no less than the ratio required by law, and shall be paid at the prevailing wage for apprentices in the trade for which they are registered. It is Contractor/Consultant’s sole responsibility to ensure that they and their subcontractors comply with the specific requirements of section 1777.5.

• Warranty, Manufacturer. —

  A copy or description of the manufacturer’s warranty shall accompany each Proposal for the item(s) proposed, detailing the scope and length of the warranty. Specify in detail the following:

  a. The length and terms of the warranty/maintenance and service provided with each item.

  b. For each item, Proposers must specify if subcontractors will perform warranty/maintenance/service, location(s) where warranty/maintenance/ service will be performed, along with contact name and phone number for each location.

   

• Conflict Of Interest —

  Proposer covenants that it presently has no interest, and shall not acquire any interest, direct or indirect, financial or otherwise, which would conflict in any manner or degree with the performance of the services hereunder. Contractor certifies that to the best of his knowledge, no one who has or will have any financial interest under this contract is an officer or employee of the City of Thousand Oaks.

• Questions And Comments —

  Questions and comments regarding this solicitation must be submitted in writing via the City's eProcurement Portal before Monday, March 23, 2026 Any response will be answered in the Question and Answer section of the project and/or in a form of an addendum and will be sent as promptly as is practical to all parties registered with the City pursuant to the Registration Section set out below. All such addenda shall become a part of the Request for Proposal/Qualifications (RFP/Q). Any prospective Proposer who obtained the Request for Proposal/Qualifications (RFP/Q) from anyone other than the City is responsible for registering with the City to receive subsequent Addenda.

• Warranty, Proposer —

  Successful Proposer shall fully warrant all materials and equipment furnished under the terms of this contract, against poor and inferior quality, for a period of not less than one (1) year from date of the final acceptance by the City. Time is of the essence of this contract. While under warranty, successful Proposer shall repair or replace inoperable materials or equipment in a timely manner to minimize the disruption of City operations.

   

   

• Price Discrepancies —

  In the event that there are unit price items in a Proposal schedule and the "amount" indicated for a unit price of an item does not equal the product of the unit price and quantity listed, the unit price shall govern and the amount will be corrected accordingly. If there is more than one item in a proposal schedule, and the total indicated for the schedule does not agree with the sum of prices of the individual items, the prices given for the individual items shall govern and the total for the schedule will be corrected accordingly. The Proposer will be bound by said corrections.

• Any Other Information —

  Please submit any other information which would assist City in making this contract award decision.

• Submittal —

  Required delivery method for submitting proposals is electronically via the City's eProcurement Portal. The Proposal will not be opened publicly, and the City will endeavor to keep such confidential until a preferred service provider is recommended. Proposals must bear original signatures and figures prior to being scanned/uploaded. If no document can be identified as bearing original signatures, Proposer's proposal may be rejected at the discretion of the City.

• Proposal Deadline —

  Proposals shall not be accepted after Friday, April 3, 2026 at 5:00 pm. The City reserves the right to extend the Submittal Deadline when it is in the best interest of the City.

• Registration —

  Proposers are required to register with the City prior to downloading documents from the website and to be eligible to submit a Proposal. This information is used to notify Proposers via e-mail of addenda to procurement actions. You may view summary information about solicitations but you must be registered at this site and logged in before you can download solicitation documents: https://procurement.opengov.com/portal/toaks

  Proposer, when registering please identify NIGP Codes: 95392. Additional codes can be added based on the products or services your business provides. Those needing assistance registering at the website may contact Grace Ng, Assistant Analyst, (805) 449-2239; e-mail: gng@toaks.gov.

  Solicitations may be downloaded by vendors who have registered online at the City’s Purchasing website. A Proposer who fails to register with the City as outlined above shall be deemed non-responsive and not be considered for award.

• Proposal or Statement of Qualifications Modifications —

  Any Proposer who wishes to make modifications to a proposal already received by the City must withdraw their proposal via the City's eProcurement Portal in order to make the modifications. All modifications must be properly initialed by Proposer’s authorized representative, executed, and submitted in accordance with the terms and conditions of this solicitation. It is the responsibility of the Proposer to ensure that a modified or withdrawn Proposal is resubmitted before the Submittal Deadline.

• Proposal or Statement of Qualifications Withdrawal —

  A Proposer may withdraw their Proposal, without prejudice prior to the time specified for the proposal opening, via the City's eProcurement Portal.

• Confidential Information —

  The original copy of each Proposal submitted to the City shall be retained for official files and will become public record after the notice regarding award of a contract. Please note that pricing information in a Proposal submitted to a government agency is not confidential.

  If a Proposal contains confidential information protected by a statutory exemption, a Proposer may clearly label that part of the Proposal as "CONFIDENTIAL" and list the statute which exempts the information from disclosure. The “CONFIDENTIAL” part of the Proposal shall be uploaded in the Vendor Questionnaire section, separate from the rest of the Proposal. If no part of the Proposal is segregated and marked confidential, the absence of such designation or marking shall constitute a complete waiver of all claims for damages caused by any release of the information. If a public records request for labeled information is received by the City, the City will make reasonable efforts to notify the Proposer of the request and delay access to the material for up to five working days after notification to the Proposer. During that time, it will be the duty of the Proposer to obtain a protective order of its labeled information. Failure to so act in that time shall constitute a complete waiver.

  If specific parts of the Proposal are claimed to be exempt by statute and if the Proposer obtains a protective order from a court of law, the City will withhold only those portions that are protected and disclose the remainder as required under the California Public Records Act.

  A Proposal labeled in its entirety as “CONFIDENTIAL” will be considered non-responsive and will not be considered.

• Levine Act Compliance —

  California Government Code section 84308 (Levine Act) prohibits any Thousand Oaks City Council member from participating in any action related to a contract, agreement, or franchise agreement (excluding labor or competitively bid contracts) if the Council member receives a campaign contribution totaling more than $500 (aggregated) from the party to the contract, agreement or franchise agreement, their agents, or any financially interested participant who actively supports or opposes the matter within the previous twelve (12) months. Council members must also disclose any eligible campaign contribution received on the record of the proceeding.

  
  Council members are prohibited from accepting, soliciting, or directing a campaign contribution of more than $500 (aggregated) from a party, their agent/representative, or a financially interested participant during a proceeding and for 12 months following the date a final decision is made. In addition, a party, their agent/representative, or a financially interested participant is prohibited from contributing more than $500 (aggregated) to a Council member during a proceeding and for 12 months following the date a final decision is made.

  The Levine Act also requires parties to certain contracts, agreements, or franchise agreements to disclose any campaign contribution over $500 (aggregated) within the preceding twelve (12) months by the party to the agreement, contract, or franchise agreement and their agents. The Levine Act does not apply to competitively bid, labor, or personal employment contracts.

  
  All proposals must include completion of the Levine Act Disclosure Form.

Submission Requirements

• NON-COLLUSION AFFIDAVIT FORM (required) —

  Please download the below documents, complete, and upload. The form can be downloaded and uploaded under the project page where it says VENDOR QUESTIONNAIRE  on the project website on the City's e-procurement portal.

   

• LEVINE ACT DISCLOSURE FORM (required) —

  Please download the below documents, complete, and upload. The form can be downloaded and uploaded under the project page where it says VENDOR QUESTIONNAIRE  on the project website on the City's e-procurement portal.

• PROPOSED EQUIPMENT AND MATERIAL MANUFACTURES FORM (required) —

  Please download the below documents, complete, and upload. The form can be downloaded and uploaded under the project page where it says VENDOR QUESTIONNAIRE  on the project website on the City's e-procurement portal.

• EQUIPMENT AND MATERIAL COST PROPOSAL/SCHEDULE FORM (required) —

  Please download the below documents, complete, and upload. The form can be downloaded and uploaded under the project page where it says VENDOR QUESTIONNAIRE  on the project website on the City's e-procurement portal.

• PROPOSAL (required) —

  Please upload your proposal.

• COST PROPOSAL (required) —

  Please upload your cost proposal in this section separately from the rest of your proposal. 

• W-9 (required) —

  Please submit your company's W-9 form. 

• CONFIDENTIAL INFORMATION —

  Upload a separate document containing only the information you consider confidential under law, including under Government Code Section 7927.605: “corporate financial records, corporate proprietary information including trade secrets, and information relating to siting within the state furnished to a government agency by a private company for the purpose of permitting the agency to work with the company in retaining, locating, or expanding a facility within California.” As you are submitting a Proposal to a government agency, note that pricing information is not confidential.

  Clearly label your separated document containing confidential information as “CONFIDENTIAL”, and include the law or legal authority which exempts the information from disclosure; then submit it in the response below. 

  If there is no confidential portion of the proposal, a response to this question is not required. 

• NIGP Category Codes (required) —

  Please enter the NIGP Category Codes for this project:

• Type of Solicitation (required) —

  Please select the type of solicitation. Descriptions for each type are below.

  Request for Proposals: Involves inclusion of a specific proposal for services to provide for the City's description of the work through provision of a detailed scope of work and allocation of manpower and resources.

  Request for Qualifications: A RFQ does not include a detailed proposal or scope of work, but rather involves the provision of qualifications of the consultant to perform based on the City's general description of work and the consultant's expression of experience, expertise, and/or qualification to do that work based on similar work done (Government Code Section 4526).

  Request for Proposal/Qualifications: Combining both the RFP and RFQ - an RFP/Q Involves both inclusion of a specific proposal for services and also the provision of qualifications of the consultant to be performed.

• Labor Type (required) —

  Please choose the option that best describes the labor requirements.

• Pre-Proposal Conference (required) —

  Please select the correct statement amount the pre-proposal conference:

• Summary of Product and/or Services (required) —

  Please provide the summary of product and/or services. You can copy and paste what you have in the Summary section here. This will show as the short description in the notice.

• Is this RFP/RFQ for Materials or Equipment? (required)
• Is this RFP/Q for Labor or Services? (required)
• Is this RFP/Q for General Services or Professional Services? (required)
• Time Frame for References (required) —

  For the Client References section, decide what is the appropriate time frame for references from similar projects performed.

  Example: three (3) years

• Acceptance Period Time frame (required) —

  Please enter the period time follow the example. Your answer will populate the blank space.

   

  Acceptance Period. Unless otherwise specified herein, proposals are firm for a period of __________

   

  Example: ninety (90) days, one hundred twenty (120) days, etc.

• Will you use an electronic pricing table? (required)
• Type of Vendor Submission (required) —

  Will the vendor be submitting a proposal or a statement of qualifications?

• Separate Cost Proposal (required) —

  Do you want the cost proposal to be submitted separately from the rest of the proposal?