TRANSMITTAL LETTER FOR BOARD MEETING OF SEPTEMBER 17, 2026
COMMITTEE ON PROCUREMENT
Mr. John P. Murray, Executive Director
Title
Issue purchase order and enter into an agreement for Contract 26-RFP-09 Claims Management Services with Copper Claims Services, Inc. in an amount not to exceed $150,000.00, Account 901-30000-667220, Requisition 1656081
Body
Dear Sir:
Authorization is requested to issue a purchase order and enter into an agreement with Copper Claims Services, Inc. to provide Claims Management Services on an as-needed basis for the period November 15, 2026, through November 14, 2029, with the option to extend for an additional two-year period. The purpose of this contract is to obtain claims management services, which include expertise for the adjustment of large or complex losses, including first-party damage and third-party liability and property damage loss adjustment.
On May 20, 2026, request for proposal Contract 26-RFP-09 Claims Management Services was advertised. The District received one (1) responsive proposal on June 12, 2026, from Copper Claims Services, Inc.
The proposal was evaluated by staff from the Human Resources Department, the Law Department, and the Procurement and Materials Management Department. The criteria for this evaluation were outlined in request for proposal Contract 26-RFP-09 and included: understanding of the services; approach to the work; and technical competences. Following the preliminary evaluation of the proposal, one (1) proposer was invited to a finalist interview.
The finalist interview was conducted on July 23, 2026. On July 28, 2026, a solicitation was sent to the finalist for an unqualified “best and final” offer. A “best and final” offer was returned to the Director of Procurement and Materials Management on August 4, 2026.
Based on the evaluation of the proposal using the criteria described above and the pricing provided in the “best and final” offer, it is recommended that the contract be awarded to Copper Claims Services, Inc.
Copper Claims Services, Inc., has a qualified staff of claims adjusters with experience handling the adjustment of large or complex losses, including first-party damage and third-party liability and property damage loss adjustment, and this vendor demonstrated a clear understanding of the services being requested in Contract 26-RFP-09.
Affirmative Action Goals under Appendices A and V were not included in this contract due to the scope of services to be performed, which do not provide practical opportunities for subcontracting.
In view of the foregoing, it is requested that the Director of Procurement and Materials Management be authorized to issue a purchase order and enter into an agreement with Copper Claims Services, Inc., in an amount not to exceed $150,000.00.
Funds being requested for the 2026 expenditure, in the amount of $6,000.00, are available in Account 901-30000-667220. The estimated expenditures for 2027, 2028 and 2029 are $50,000.00, $50,000.00, and $44,000.00, respectively. Funds for the 2027, 2028, and 2029 expenditures are contingent on the Board of Commissioners’ approval of the District’s budgets for those years.
Requested, James E. Fisher, Director of Human Resources, JEF:BLW
Recommended, Darlene A. LoCascio, Director of Procurement and Materials Management
Respectfully Submitted, Precious Brady-Davis, Chairperson Committee on Procurement
Disposition of this agenda item will be documented in the official Regular Board Meeting Minutes of the Board of Commissioners for September 17, 2026
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