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Page 2 of 2 <br />Six vendors submitted proposals. The City's review committee evaluated all responses and <br />selected four vendors – LWP Claims Solutions, AdminSure, Athens Administrators, and ICS – <br />to provide a 20-minute presentation and participate in a 25-minute question-and-answer <br />session with the committee. <br /> <br />The committee evaluated proposals, presentations, and interview responses based on the <br />following criteria: demonstrated experience in workers' compensation and risk management; <br />relationships with medical providers; innovative approaches to reducing claims; staffing levels <br />and expertise; familiarity with City Council goals and priorities; prior experience with the City <br />and/or similar agencies; quality and thoroughness of the proposal and interview; references; <br />and cost. <br /> <br />Based on the proposals, presentations, and interviews, the review committee determined that <br />ICS best met the selection criteria and selected ICS for the contract. <br /> <br />Staff recommends approval of a three-year professional services agreement with ICS, with the <br />option to renew for two successive one-year terms. Renewals will be mutually agreed upon by <br />both parties. <br /> <br />EQUITY AND SUSTAINABILITY <br />This is a routine matter of City business. <br /> <br />OUTREACH <br />No outreach was conducted, as this item is a routine matter of City business. <br /> <br />STRATEGIC PLAN ALIGNMENT <br />Approval of this agreement supports the ONE Pleasanton strategic goal of Optimizing Our <br />Organization, reflecting the City’s commitment to effective risk management and efficient <br />administration of employee benefits. <br /> <br />FISCAL IMPACT <br />The total cost of the professional services agreement with ICS is $818,100 over a three-year <br />term, with $270,000 in the first year. The option to renew for two successive one-year terms is <br />$286,443 in year four and $295,036 in year five. There are sufficient funds in the Adopted <br />Fiscal Year 2026/27 Mid-Term Budget to cover the costs of the first year of the professional <br />services agreement. Funding necessary for the subsequent years of this agreement will be <br />included in each year’s budget presented to the City Council for adoption. <br /> <br />Prepared by: Submitted by: Approved by: <br /> <br />Sandra Williams, <br />Management Analyst <br />Xaviera Scoggins, Director of Human <br />Resources & Labor Relations <br /> <br />Acting City Manager <br /> <br />Attachments: <br />1. Professional Services Agreement between the City and ICS <br /> <br />Page 143 of 443