1-RFP 25-0096-3.pdf

Chatham County Purchasing &

Contracting Department 1117 Eisenhower Drive, Suite C, Savannah, Georgia 31406

(912) 790-1618

REQUEST FOR PROPOSALS

RFP NO. 25-0096-3

ANNUAL CONTRACT FOR WORKER’S COMPENSATION-

THIRD PARTY ADMINISTRATOR (TPA) SERVICES

WEBEX PRE-PROPOSAL CONFERENCE: 10:00 A.M., AUGUST 5, 2025

PROPOSALS RECEIVED BY: 5:00 P.M., AUGUST 26, 2025

CHATHAM COUNTY, GEORGIA

OFFICE OF THE PURCHASING DIRECTOR

1117 EISENHOWER DRIVE, SUITE C

SAVANNAH, GEORGIA 31406

(912) 790-1624

DATE: July 17, 2025 RFP NO.: 25-0096-3

GENERAL INFORMATION FOR REQUEST FOR PROPOSALS

This is an invitation to submit a proposal to supply Chatham County with services as indicated herein. Proposals shall be submitted on-line on the County’s procurement portal https://chathamcountyga.bonfirehub.com/portal up to 5:00 P.M., August, 26, 2025. The

Purchasing Director reserves the right to reject any and all proposals and to waive formalities.

Instructions for preparation and submission of a qualification proposal are contained in the Request for Proposal package. Please note that specific forms for submission of a proposal are required.

A pre-proposal conference has been scheduled to discuss the specifications and resolve any questions and/or misunderstanding that may arise. The pre-proposal conference will be held via WebEx only on August 5, 2025 at 10:00 A.M. You are encouraged to attend.

Meeting Link:

https://chathamcountyga.webex.com/chathamcountyga/j.php?MTID=m88586f48b9aadee2435c3

16184fab462

Meeting Number: 2306 819 2668

Meeting password: f5qAJcV2bJ2

Join by Video System: Dial 23050374137@chathamcountyga.webex.com

Join by Phone: 1-415-655-0001 Access Code: 23068192668

Any changes to the conditions and specifications must be in the form of a written addendum to be valid; therefore, the Purchasing Director will issue a written addendum to document approved changes. For good and sufficient reason, up to 24 hours before the advertised deadline, the County may extend the response schedule. An addendum will be issued setting forth the new date and https://chathamcountyga.bonfirehub.com/portal https://chathamcountyga.webex.com/chathamcountyga/j.php?MTID=m88586f48b9aadee2435c316184fab462 https://chathamcountyga.webex.com/chathamcountyga/j.php?MTID=m88586f48b9aadee2435c316184fab462 mailto:23050374137@chathamcountyga.webex.com time.

Chatham County has an equal opportunity procurement policy. Chatham County seeks to ensure that all segments of the business community have access to providing services needed by County programs. The County affirmatively works to encourage utilization of disadvantaged and minority business enterprises in our procurement activities. The County provides equal opportunity for all businesses and does not discriminate against any persons or businesses regardless of race, color, religion, age, sex, national origin or handicap. The County expects its consultants to make maximum feasible use of minority businesses and qualified minority employees. The terms

"disadvantaged business", "minority business enterprise", and "minority person" are more specifically defined and explained in the Chatham County Purchasing Ordinance.

SECTION I

INSTRUCTIONS TO PROPOSERS

1.1 PURPOSE: The purpose of this document is to provide general and specific information for use in submitting a qualification proposal to supply Chatham County with services as described herein. All proposals are governed by the Code of Chatham County, Chapter 4, Article IV, and the laws of the State of Georgia.

1.2 HOW TO PREPARE PROPOSALS: All proposals shall be:

A. Proposers are encouraged to review carefully all provisions and attachments of this document prior to submission. Each proposal constitutes an offer and may not be withdrawn except as provided herein.

1.3 HOW TO SUBMIT PROPOSALS: All proposals shall be:

A. Submitted on-line on the County’s procurement portal at:

https://chathamcountyga.bonfirehub.com/portal.

** In submitting their proposal, the proposer certifies that he/she has carefully read all related Request for

Proposal documents and agrees to comply with all provisions.

B. If a proposer is unable to submit their proposal on-line, they should notify the procurement contact for the solicitation at least one week prior to proposals being due to receive instructions. The County is seeking to conduct all solicitations on-line. The phone number for Purchasing and Contracting is 912-790-1618.

1.4 HOW TO SUBMIT AN OBJECTION: Objections from Offerors to this Request for

Proposals and/or these specifications should be brought to the attention of the County

Purchasing Director in the following manner:

A. When a pre-proposal conference is scheduled, the Proposer may object in writing https://chathamcountyga.bonfirehub.com/portal any time prior to or at the pre-proposal conference.

B. When a pre-proposal conference is not scheduled, the Proposer shall object in writing not less than five (5) days prior to the Date for submission.

C. The objections contemplated must pertain to both form and substance of the

Request for Proposal documents. Failure to object in accordance with the above procedure will constitute a waiver on the part of the business to protest this Request for Proposal.

1.5 ERRORS IN PROPOSALS: Proposers or their authorized representatives are expected to fully inform themselves as to the conditions, requirements, and specifications before submitting proposals. Failure to do so will be at the Proposer's own risk.

1.6 STANDARDS FOR ACCEPTANCE OF PROPOSERS FOR CONTRACT AWARD:

The County reserves the right to reject any or all Proposals and to waive any irregularities or technicalities in Proposals received whenever such rejection or waiver is in the best interest of the County. The County reserves the right to reject the Offer of a Proposer who has previously failed to perform properly or complete on time contracts of a similar nature, whom investigation shows is not in a position to perform the contract.

1.7 PROPOSER: Whenever the term "Proposer" is used, it shall encompass the "person", "business", "firm", or other party submitting a proposal to Chatham County in such capacity before a contract has been entered into between such party and the County.

1.8 COMPLIANCE WITH LAWS: The Proposer shall obtain and maintain all licenses, permits, liability insurance, workman's compensation insurance and comply with any and all other standards or regulations required by Federal, State or County statute, ordinances and rules during the performance of any contract between the Proposer and the County.

Any such requirement specifically set forth in any contract document between the Proposer and the County shall be supplementary to this section and not in substitution thereof.

1.9 CONSULTANT: Consultant or subconsultant means any person, firm, or business having a contract with Chatham County. The Consultant certifies that the firm will follow equal employment opportunity practices in connection with the awarded contract as more fully specified in the contract documents.

1.10 LOCAL PREFERENCE: The Consultant agrees to follow the local preference guidelines as specified in the contract documents, which state “The CONSULTANT hereby agrees, as part of the consideration to Chatham County for making this Contract, that the CONSULTANT in the carrying out of this contract will give the citizens of

Chatham County preference for employment to perform all labor required by this contract.

that the rate of wages to be paid shall not be less than legally required; and that in the purchase of materials to be used in the Work of the Project, preference shall be given to sources from within Chatham County to the maximum extent possible. The

CONSULTANT will cause the forgoing provisions to be inserted in all subcontracts so that provisions will be binding upon each subconsultant.”.

1.11 DEBARRED FIRMS AND PENDING LITIGATION: Any potential proposer/firm listed on the Federal or State of Georgia Excluded Parties Listing (Barred from doing business) will not be considered for contract award. It is the proposer’s responsibility to inform the County should the proposer/firm be placed on the Federal or State of Georgia

Excluded Parties Listing during the proposal process. Proposers shall disclose any record of pending criminal violations (Indictment) and/or convictions, pending lawsuits, etc., and any actions that may be a conflict of interest occurring within the past five (5) years. Any proposer/firm previously defaulting or terminating a contract with the County will not be considered. Successful proposers with whom the County enters into a contract with for goods or services will notify the County if they become debarred during the course of the contract.

** All bidders or proposers are to read and complete the Disclosure of Responsibility

Statement. Failure to do so may result in your solicitation response being rejected as non-responsive.

Bidder acknowledges that in performing contract work for the Board, bidder shall not utilize any firms that have been a party to any of the above actions. If bidder has engaged any firm to work on this contract or project that is later debarred, Bidder shall sever its relationship with that firm with respect to Board contract.

1.12 PERFORMANCE EVALUATION: On April 11, 2008, the Chatham County Board of

Commissioners approved a change to the County Purchasing Ordinance requiring

Contractor/Consultant Performance Evaluations, at a minimum, annually, prior to contract anniversary date.

Should Contractor/Consultant performance be unsatisfactory, the appointed County

Project Manager for the contract may prepare a Contractor/Consultant Complaint Form or a Performance Evaluation to the County Purchasing Director.

SECTION II

PROPOSAL CONDITIONS

2.1 SPECIFICATIONS: Any obvious error or omission in specifications shall not inure to the benefit of the bidder but shall put the Proposer on notice to inquire of or identify the same to the County.

2.2 MULTIPLE PROPOSALS: No Proposer will be allowed to submit more than one offer.

Any alternate proposals must be brought to the Purchasing Director's attention during the

Pre-proposal Conference or submitted in writing at least five (5) days preceding the date for submission of proposals.

2.3 OFFERS TO BE FIRM: The Proposer warrants that terms and conditions quoted in his offer will be firm for acceptance for a period of sixty (60) days from bid date submitted, unless otherwise stated in the proposal. When requested to provide a fee proposal, fees quoted must also be firm for a sixty-day period.

2.4 COMPLETENESS: All information required by the Request for Proposals must be completed and submitted to constitute a proper proposal.

2.5 LIABILITY PROVISIONS: Where Proposers are required to enter or go into Chatham

County property to take measurements or gather other information in order to prepare the proposal as requested by the County, the Proposer shall be liable for any injury, damage or loss occasioned by negligence of the Proposer, his agent, or any person the Proposer has designated to prepare the Offer and shall indemnify and hold harmless Chatham County from any liability arising therefrom. The contract document specifies the liability provisions required of the successful Proposer in order to be awarded a contract with

Chatham County.

2.6 CERTIFICATION OF INDEPENDENT PRICE DETERMINATION: By submission of this Offer, the Proposer certifies, and in the case of a joint offer, each party thereto certifies as to its own organization, that in connection with this procurement:

(1) The prices in this offer have been arrived at independently, without consultation, communication, or agreement, for the purpose of restricting competition, as to any matter relating to such prices with any other competitor;

(2) Unless otherwise required by law, the prices which have been quoted in this offer have not been knowingly disclosed by the Proposer and will not knowingly be disclosed by the Proposer prior to opening, directly or indirectly to any other competitor; and

(3) No attempt has been made or will be made by the Proposer to induce any other person or firm to submit or not submit an offer for the purpose of restricting competition.

2.7 AWARD OF CONTRACT: The contract, if awarded, will be awarded to that responsible Proposer whose proposal will be most advantageous to Chatham County, price and other factors considered. The Board of Commissioners will make the determination as to which proposal best serves the interest of Chatham County.

2.8 PROCUREMENT PROTESTS: Objections and protests to any portion of the procurement process or actions of the County staff may be filed with the Purchasing

Director for review and resolution. The Chatham County Purchasing Ordinance – Part 9

– Vendor Disputes shall govern the review and resolution of all protests.

2.9 QUALIFICATION OF BUSINESS (RESPONSIBLE PROPOSER): A responsible

Proposer is defined as one who meets, or by the date of the acceptance can meet, all requirements for licensing, insurance, and service contained within this Request for

Proposals. Chatham County has the right to require any or all Proposers to submit documentation of the ability to perform the service requested.

Chatham County has the right to disqualify the proposal of any Proposer as being unresponsive or unresponsible whenever such Proposer cannot document the ability to deliver the requested service.

2.10 COUNTY TAX CERTIFICATE REQUIREMENT: A current Chatham County or municipal business license (within the State of Georgia) is required unless otherwise specified. A firm need not have a Chatham County Business License prior to submitting a proposal. However, a license must be obtained by the successful vendor prior to award of contract.

Please contact the Chatham County Department of Building Safety and Regulatory Services at (912) 201-4300 for additional information.

NOTE: No contract shall be awarded unless all real and personal property taxes have been paid by the successful consultant and/or subconsultant as adopted by the Board of

Commissioners on 8 April 1994.

2.11 INSURANCE PROVISIONS, GENERAL: The selected CONSULTANT shall be required to procure and maintain for the duration of the contract insurance against claims for injuries to persons or damages to property, which may arise from or in connection with the performance of the work, hereunder by the Consultant, his agents, representatives, employees or subconsultant. The cost of such insurance shall be included in the Bid.

It is every Consultant’s responsibility to provide the County Purchasing and Contracting

Department current and up-to-date Certificates of Insurance and Declaration Sheets for multiple year contracts before the end of each term. Failure to do so may be cause for termination of contract.

2.11.1 General Information that shall appear on a Certificate of Insurance:

I. Name of the Producer (Consultant’s insurance Broker/Agent).

II. Companies affording coverage (there may be several).

III. Name and Address of the Insured (this should be the Company or Parent of the firm Chatham County is contracting with).

IV. Summary of all current insurance for the insured (includes effective dates of coverage).

V. A brief description of the operations to be performed, the specific job to be performed, or contract number.

VI. Certificate Holder (This is to always include Chatham County).

Chatham County as an “Additional Insured”: Chatham County invokes the defense of “sovereign immunity.” In order not to jeopardize the use of this defense, the County is not to be included as an “Additional Insured” on insurance contracts.

2.11.2 Minimum Limits of Insurance to be maintained for the duration of the contract:

A. Commercial General Liability: Provides protection against bodily injury and property damage claims arising from operations of a Consultant or Tenant. This policy coverage includes premises and operations, use of independent consultant, products/completed operations, personal injury, contractual, broad form property damage, and underground, explosion and collapse hazards. Minimum limits: $1,000,000 bodily injury and property damage per occurrence and annual aggregate.

B. Worker's Compensation and Employer’s Liability: Provides statutory protection against bodily injury, sickness or disease sustained by employees of the Consultant while performing within the scope of their duties.

Employer’s Liability coverage is usually included in Worker’s

Compensation policies, and insures common law claims of injured employees made in lieu of or in addition to a Worker’s Compensation claim.

Minimum limits: $500,000 for each accident, disease policy limit, each employee and Statutory Worker’s Compensation limit.

C. Business Automobile Liability: Coverage insures against liability claims arising out of the Consultant’s use of automobiles. Minimum limit:

$1,000,000 combined single limit per accident for bodily injury and property damage. Coverage should be written on an “Any Auto” basis.

2.11.3 Special Requirements:

Claims-Made Coverage: The limits of liability shall remain the same as the occurrence basis, however, the Retroactive date shall be prior to the coincident with the date of any contract, and the Certificate of Insurance shall state the coverage is claims-made. The Retroactive date shall also be specifically stated on the

Certificate of Insurance.

A. Extended Reporting Periods: The Consultant shall provide the County with a notice of the election to initiate any Supplemental Extended

Reporting Period and the reason(s) for invoking this option.

B. Reporting Provisions: Any failure to comply with reporting provisions of the policies shall not affect coverage provided in relation to this request.

C. Cancellation: Each insurance policy that applies to this request shall be endorsed to state that it shall not be suspended, voided, or canceled, except after thirty (30) days prior to written notice by certified mail, return receipt requested, has been given to the County.

D. Proof of Insurance: Chatham County shall be furnished with certificates of insurance and with original endorsements affecting coverage required by this request. The certificates and endorsements are to be signed by a person authorized by the insurer to bind coverage on its behalf. All certificates of insurance are to be submitted prior to, and approved by, the County before services are rendered. The Consultant must ensure Certificate of Insurance are updated for the entire term of the County.

E. Insurer Acceptability: Insurance is to be placed with an insurer having an

A.M. Best’s rating of A and a five (5) year average financial rating of not less than V. If an insurer does not qualify for averaging on a five (5) year basis, the current total Best’s rating will be used to evaluate insurer acceptability.

F. Lapse in Coverage: A lapse in coverage shall constitute grounds for contract termination by the Chatham County Board of Commissioners.

G. Deductibles and Self-Insured Retention: Any deductibles or self-insured retention must be declared to, and approved by, the County. At the option of the County, either: the insurer shall reduce or eliminate such deductibles or self-insured retention as related to the County, its officials, officers, employees, and volunteers; or the Consultant shall procure a bond guaranteeing payment of related suits, losses, claims, and related investigation, claim administration and defense expenses.

2.11.4 Additional Coverage for Specific Procurement Projects:

Professional Liability: Insure errors or omission on behalf of architects, engineers, attorneys, medical professionals, and consultants.

Minimum Limits:

Coverage Requirement: $1 million per claim/occurrence.

If “claims-made, “retroactive date must precede or coincide with the contract

Effective date or the date of the Notice to

Proceed. The professional must state if

“tail” coverage has been purchased and the duration of the coverage.

2.12 INDEMNIFICATION: The PROPOSER agrees to protect, defend, indemnify, and hold harmless Chatham County, Georgia, its commissioners, officers, agents, and employees from and against any and all liability, damages, claims, suits, liens, and judgments, of whatever nature, including claims for contribution and/or indemnification, for injuries to or death of any person or persons, or damage to the property or other rights of any person or persons caused by the PROPOSER or its subproposers. The PROPOSER’s obligation to protect, defend, indemnify, and hold harmless, as set forth herein above shall include, but not be limited to, any matter arising out of any actual or alleged infringement of any patent, trademark, copyright, or service mark, or any actual or alleged unfair competition, disparagement of product or service, or other business tort of any type whatsoever, or any actual or alleged violation of trade regulations. PROPOSER further agrees to investigate, handle, respond to, provide defense for, and to protect, defend, indemnify, and hold harmless Chatham County, Georgia, at his sole expense, and agrees to bear all other costs and expenses related thereto, even if such claims, suits, etc., are groundless, false, or fraudulent, including any and all claims or liability for compensation under the Worker's

Compensation Act arising out of injuries sustained by any employee of the PROPOSER or his subconsultant or anyone directly or indirectly employed by any of them.

The PROPOSER’s obligation to indemnify Chatham County under this Section shall not be limited in any way by the agreed-upon contract price, or to the scope and amount of coverage provided by any insurance maintained by the PROPOSER.

2.13 COMPLIANCE WITH SPECIFICATION - TERMS AND CONDITIONS: The

Request for Proposals, Legal Advertisement, General Conditions and Instructions to

Proposers, Specifications, Special Conditions, Proposers Offer, Addendum, and/or any other pertinent documents form a part of the Offeror's proposal and by reference are made a part hereof.

2.14 SIGNED RESPONSE CONSIDERED AN OFFER: The submitted Response shall be considered an offer on the part of the Proposer, which offer shall be deemed accepted upon approval by the Chatham County Board of Commissioners, Purchasing Director or his designee. In case of a default on the part of the Proponent after such acceptance, Chatham

County may take such action, as it deems appropriate, including legal action for damages or lack of required performance.

2.15 NOTICE TO PROCEED: The successful proposer shall not commence work under this

Request for Proposal until a written contract is awarded and the Purchasing Director or his designee issues a Notice to Proceed. If the successful Proposer does commence any work or deliver items prior to receiving official notification, he does so at his own risk.

2.16 PAYMENT TO CONSULTANT: Instructions for invoicing the County for service delivered to the County are specified in the contract document.

A. Questions regarding payment may be directed to the Finance Department at (912)

652-7905 or the County’s Project Manager as specified in the contract documents.

B. Consultant will be paid the agreed upon compensation upon satisfactory progress or completion of the work as more fully described in the contract document.

C. Upon completion of the work, the Consultant will provide the County with an affidavit certifying all suppliers, persons or businesses employed by the Consultant for the work performed for the County have been paid in full.

D. Chatham County is a tax-exempt entity. Every consultant, vendor, business or person under contract with Chatham County is required by Georgia law to pay State sales or use taxes for products purchased in Georgia or transported into Georgia and sold to Chatham County by contract. Please consult the State of Georgia, Department of Revenue, Sales and Use Tax Unit in Atlanta (404) 656-4065 for additional information.

2.17 LICENSES, PERMITS, AND TAXES: The price or prices for the service shall include full compensation for all fees that the proponent is or may be required to pay. Chatham

County is Tax Exempt. The Purchasing & Contracting Office upon request (912) 790-1618 will provide a Tax Exemption Certificate.

2.18 MINORITY – WOMEN BUSINESS ENTERPRISE PARTICIPATION: It is the desire of the County Board of Commissioners to increase the participation of minority (MBE) and women-owned (WBE) business in its contracting and procurement programs.

The County is committed to a policy of equitable participation for these firms by setting goals for each contract. Bidder/proposers are requested to include in their proposals a narrative describing their past accomplishments and intended actions in this area. If bidder/proposers are considering minority or women owned enterprise participation in their proposal, those firms, and their specific duties must be identified in their proposal along with the percentage(s) and dollar amount awarded to the M/WBE firm. Proposers may also provide demographic information regarding their employees to show their commitment to equal opportunity. If a bidder/proposer is considered for award, he/she will be asked to meet with the County Staff so that the intended MBE/WBE participation goals can be formalized and included in the subsequent contract.

If the awarded consultant is claiming minority status, the consultant shall apply for certification by Chatham County, Georgia to the Office of Minority Business Coordinator.

The Minority Business Coordinator will provide documentation of application status once approved or disapproved by Chatham County. Certification by any other government entity is acceptable if current copy of the certification is provided with this solicitation. For additional information concerning Chatham County’s MBE/WBE Coordinator, please contact Connell Heyward, at (912) 652-7860 or cheyward@chathamcounty.org.

mailto:cheyward@chathamcounty.org

REQUEST FOR PROPOSALS

SECTION III

GENERAL CONDITIONS

3.1 DESCRIPTION AND OBJECTIVES: Chatham County is soliciting Request for

Proposals (RFP) from qualified firm/individual to provide Third Party Administration

(TPA) services for Chatham County’s self-funded Workers’ Compensation Program, nurse triage services, and telephonic case management. This RFP seeks to identify potential providers for the above-mentioned services. All respondents to this RFP are subject to instructions communicated in this document and are cautioned to completely review the entire RFP and follow instructions carefully. Chatham County reserves the right to reject any or all RFP’s and to waive technicalities and informalities at the discretion of Chatham County.

3.2 METHODOLOGY: The procurement described herein may be conducted in a two-step process.

STEP ONE- ACCEPTANCE AND EVALUATION OF QUALIFICATION

PROPOSALS: All technical requirements, unless otherwise specified, must be met by the proponent or such proposal may be disqualified as being non-responsive. Proposals that are deemed incomplete as to substance and content may be returned without consideration. A shortlist of qualified firms will be developed and ranked.

STEP TWO-INTERVIEWS: The evaluation committee may request an interview with short-listed firms. If interviews are conducted, they will be scored. It will be at the discretion of the evaluation committee on the number of firms that will interview/present.

3.3 PROPOSAL DEADLINE: The response to this ‘Request for Proposal” must be received on-line on the County’s procurement portal no later than 5:00 P.M., August 26, 2025.

https://chathamcountyga.bonfirehub.com/portal.

For good and sufficient reason, up to 24 hours before the advertised deadline, the County may extend the response schedule. An addendum will be issued setting forth the new date and time.

3.4 CONFIDENTIALITY OF DOCUMENTS: Upon receipt of a proposal by the County, the proposal shall become the property of the County without compensation to the proponent, for disposition or usage by the County at its discretion (except for as provided by Georgia law for proprietary information). The details of the proposal documents will remain confidential until final award or rejection of proposals and/or protected under the restraints of law. Only final points and ranking of proposals will be openly disclosed prior to approval by the Board of Commissioners. Proponent shall have no contact with any

Department Representative or Evaluation Committee Member during and after the evaluation process. Any information contained in the proposal that is considered by the

Proponent as “proprietary” to remain confidential shall be clearly identified and justified.

3.5 CONE OF SILENCE: Lobbying of Procurement Evaluation Committee members, County Government employees, and elected officials regarding this product or service solicitation, Invitation to Bid (ITB) or Request for Proposal (RFP) or contract by any member of a proposer’s staff, or those people employed by any legal entity affiliated with an organization that is responding to the solicitation is strictly prohibited. Negative campaigning through the mass media about the current service delivery is strictly prohibited. Such actions may cause your proposal to be rejected.

3.6 COMPENSATION: The County has attempted in SECTION V to provide as much information about the project as possible to enable firms to structure their offer.

3.7 REJECTING PROPOSALS: The County reserves the right to reject any or all proposals and is not bound to accept any proposal if that proposal is contrary to the best interest of Chatham County. Similarly, the County is not bound to accept the lowest dollar proposal if the offer is not considered in the County's best interest.

3.8 COST TO PREPARE RESPONSES: The County assumes no responsibility or obligation to the respondents and will make no payment for any costs associated with the preparation or submission of the proposal.

3.9 INQUIRIES: Direct any questions related to this RFP to Mr. Felix Espada Jr., Procurement Specialist, and submit all questions through the County’s procurement portal https://chathamcountyga.bonfirehub.com/portal Message or Vendor Discussion section.

Include the RFP number, page, and paragraph number as a reference to each question.

DEADLINE FOR ALL QUESTIONS IS one week after the pre-proposal conference prior to due date.

THE ONLY OFFICIAL ANSWER OR POSITION OF CHATHAM COUNTY WILL BE

THE ONE STATED IN WRITING.

3.10 METHOD OF SOURCE SELECTION: Chatham County is using the Competitive

Sealed Proposal method of source selection, as authorized by Part 3 of the Chatham

County Purchasing Ordinance for this procurement.

An award, if made, will be made to the responsible offeror whose proposal is most advantageous to Chatham County, taking into consideration price and other factors set forth in this Request for Proposal (RFP). The County will not use any other factors or criteria in the evaluation of the proposals received.

3.11 EQUAL EMPLOYMENT OPPORTUNITY: During the performance of this contract, the COMPANY agrees as follows:

https://chathamcountyga.bonfirehub.com/portal

The COMPANY will not discriminate against any employee or applicant for employment because of race, creed, color, sex, age, national origin, place of birth, physical handicap, or marital status.

SECTION IV

SPECIAL CONDITIONS

4.1 PENDING LITIGATION: Proposals will not be accepted from any company, firm, person, or party, parent subsidiary, against which Chatham County has an outstanding claim, or a financial dispute relating to prior contract performance. If the County, at any time, discovers such a dispute during any point of evaluation, the proposal will not be considered further.

4.2 EVALUATION FACTORS: Factors such as proponents overall capability, specialized experience, reputation, past performance on similar projects, technical competence, financial stability, ability to meet program goals, delivery under the contract terms, and fee schedule will be considered in the award recommendation. Commitment in the level of MBE/WBE firms, consultant and employees will also be considered in the evaluation of proposals.

4.3 SELECTION PROCESS: Proposals will be evaluated initially on the basis of the written document. Thus, the proposal must be complete, concise and clear as to the intent of the respondent. Further evaluation may include an oral presentation, which will be scheduled after receipt of the written proposal and approval of the shortlist.

4.4 CONTRACT: The successful respondent will be expected to execute a contract within

30 days of notice of award. This contract will be in effect for a period of twelve months from date of award.

4.5 PROPOSALS MUST BE RESPONSIVE TO:

4.5.1 INTRODUCTION/COVER LETTER: You should provide no more than a two

(2) page letter of introduction. The letter should highlight or summarize whatever information you deem appropriate as a cover letter, as a minimum, this section should include the name, address, email address, telephone number of one (1) contact to whom any correspondence should be directed. This section should include a clear statement of the Proposer’s understanding of this RFP and the contract requirements, and how the Proposer intends to meet the RFP requirements.

4.5.2 EXPERIENCE & QUALIFICATIONS - TOTAL POSSIBLE POINTS: 25

A. Provide information that documents your company’s and any subconsultant’s qualifications to provide TPA services, including your ability, capacity, skill, and financial strength, emphasis on quality control, and number of years of experience in providing the proposed services.

B. Provide detail examples of engagements and/or contracts similar in detail in this

RFP in particular those related to TPA services. The proposer shall provide a list of three specific project to demonstrate their experience similar to this Scope of

Service.

C. Resumes of proposed staff who will be utilized for this contract.

D. Please list any contracts that have been terminated within the last five (5) years and the reason for termination.

E. State if your firm has operated under a different name within the past ten (10) years and provide that name that your firm previously operated under.

4.5.3 TECHNICAL APPROACH – TOTAL POSSIBLE POINTS: 30

A. Proposal demonstrates that Proposer fully understand and meets the needs of the county, which are specified in the Scope of Service Section V of this RFP.

B. The technical approach focuses on the Proposer’s operational capacity to meet the performance requirements and provide any services described in this RFP in compliance with the Scope of Services of this RFP to include a staff organizational chart with job titles of who will be assigned to this contract.

C. Demonstrate understanding of the scope of service. Demonstrate how services will be provided and what support services are required by Chatham County.

Discuss the ability and capacity to respond promptly to requests. Discuss methodology and approach to address the needs and requirements of the County.

Discuss computer support and report capabilities. In addition to current and projected workload. State location and availability of claims office. State additional information regarding your administration services that distinguishes your firm from your completion. Demonstrate ability to control cost of the claim through networks and bill reviews.

4.5.4 MBE/WBE PARTICIPATION - TOTAL POSSIBLE POINTS: 15:

Commitment in the level of MBE/WBE business/firms, subconsultants, consultant, and employees. Approach to meeting and exceeding the MBE/WBE requirements. History of Minority-owned, Women-owned business utilization in the past.

4.5.5 FEE PROPOSAL: TOTAL POSSIBLE POINTS: 25:

Provide the basis for your fee on the fee proposal form provided. Your fee for claim administration should be based on lump sum cost per contract year for the following type of claims: Medical Only, Lost time and Incident Only.

In addition the incumbent claim administrator is requested to provide a quote to handle run-off of all open claims to their conclusion. Prospective third-party administrators should provide us with a separate quote to handle run-off claims should the incumbent not be selected. The run-off claims should be stated as cost per file for Medical Only, Lost time and Incident Only.

4.5.6 REFERENCES: TOTAL POSSIBLE POINTS: 5:

Provide a minimum of three (3) references of current or past clients for whom you review financial reports involving fiduciary relationships. References should be of a similar size and scope of services, if possible.

4.5.7 INTERVIEWS/PRESENTATIONS (IF REQUIRED) – TOTAL POSSIBLE

POINTS: 30

4.6 PERFORMANCE AND APPROVAL OF SUB-CONSULTANTS: The proponent will perform the project as an independent consultant and not as an agent or employee of the County. Joint ventures and sub-consultant arrangements are not prohibited; however, the proponent shall secure written permission from Chatham County before subcontracting any part of this service. Such permission should be obtained during the proposal evaluation stage. Proponents are encouraged to use Minority/Woman Business Enterprises and are reminded of reporting requirements when utilizing these arrangements.

4.7 ASSIGNMENT: The PROPOSER shall not assign or transfer any interest of the contract without prior written consent of the County.

SECTION V

SCOPE OF SERVICES

CPA SUPERVISED REVIEW OF CONSERVATORSHIP FINANCIAL REPORTS

5.1 PURPOSE AND BACKGROUND:

The purpose of the Request for Proposal (RFP) is to seek proposals from qualified firms for providing Third Party Administrator (TPA) services for Chatham County’s self-funded Workers’ Compensation Program, nurse triage services, and telephonic case management.

Chatham County has self-funded its Workers’ Compensation responsibilities since 1972 and has used the services of a third-party administrator since the inception of self-funding.

Specific excess insurance is currently purchased from Midwest Employers Casualty with per-claim retention. The term of coverage is the same as the County’s fiscal year- July 1 to June 30. Excess coverage is placed through the County’s insurance broker.

Chatham County is seeking a partner to coordinate claim administration services to provide

Workers’ Compensation benefits to its employees, elected officials, and any other group(s) designated by the Chatham County Board of Commissioners. County departments rely heavily upon the TPA regarding knowledge, guidance, and availability. The TPA shall receive, review, evaluate, and record all claim and loss notices received from Chatham County and process all claims in accordance with applicable Georgia laws, the current rules and regulations of the State Board of Workers’ Compensation, and the internal procedures established by Chatham County.

The TPA shall evaluate claims to determine compensability; determine and apply appropriate cost containment measures; determine the correct payment or rating; evaluate injuries, disabilities and incidents for prompt resolution or settlement. Additionally, Chatham County requires the claims administrator to perform reasonable and necessary administrative and clerical work in connection with claims and notices, including the preparation and disbursement of checks or direct deposit written on an account bearing the name of Chatham County. The Chatham County account is replenished weekly via wire transfer.

The TPA shall maintain an electronic claim file on each claim and acknowledge each claim file is the property of Chatham County. The electronic claim file shall be available for review and physical inspection by Chatham County or its designee at any time. The TPA shall have the responsibility to select, hire, direct and supervise rehabilitation suppliers, private investigators, physicians for independent medical evaluations, Medicare set-aside agreements, and any other vendor or provider deemed necessary for the cost-efficient adjudication of Workers’ Compensation claims. Chatham County reserves the right to approve all aforementioned vendors and providers, and to select non-affiliated vendors at the County’s discretion. Chatham County reserves the right to unbundle all vendor and provider services.

The TPA shall have direct claims reporting availability 24/7, 365 days a year, via a toll free or local phone number dedicated to Chatham County only. The TPA shall have each claim triaged by a nurse who will complete the first notice of loss and immediately transmit the first notice of loss to the TPA. The triage-nurse will assist employees in choosing the appropriate level of care, and if appropriate, choosing a physician from the panel of physicians provided by Chatham County. The TPA will assign a telephonic case manager to each lost time claim. The telephonic case manager will follow the claim until resolution.

Assignment to medical only claims are at the discretion of Chatham County. The TPA will be required to comply with all conditions of the excess insurer(s) with regard to proper and timely reporting of claims.

This RFP does not include general or auto liability adjusting.

5.2 CHATHAM COUNTY INTERNAL PROCEDURES:

TPA services are supervised and monitored through the Occupational Safety Risk Management and Disabilities Services Department which will be the point of contact along with the internal departments of Chatham County. Chatham County currently has approximately 2,400 employees/eligible participants. The workers’ compensation system is accessed via a traditional panel of physicians that complies with requirements set forth by the State Board of Workers’ Compensation.

In cases involving lost-time, Chatham County allows the employee to select use of their accumulated sick and/or annual leave in lieu of receiving Workers’ Compensation during the initial 7-day waiting period. The employee accepts or rejects this option via a “Salary Continuation Form.” It is the responsibility of the TPA to contact the department and document confirmation of the employees’ selection. Chatham County pays all assessments, adjustments, and excess insurance through our internal accounts payable procedures. It is the TPA’s responsibility to notify the State Board of Workers’ Compensation of the assumption of duties and assist in the preparation of any documents required by the Board

5.3 GENERAL QUALIFICATIONS:

5.3.1 Provider shall serve as not only a Workers’ Compensation TPA, but as a consultant on the overall administration of Chatham County’s workers’ compensation program. This would include providing insight into any changing legislation and providing recommendations for cost containment.

5.3.2 Provider shall conduct an initial introductory meeting with representatives to assist in explaining the County’s Workers’ Compensation claims procedures and/or any changes to existing procedure.

5.3.3 Provider shall prepare OSHA 300 Forms to satisfy requirements of the State of

Georgia and Federal Departments of Labor.

Any settlements are initiated and negotiated by the County Attorney.

5.4 SCOPE OF SERVICES: In addition to the objectives outlined in the background section of this proposal, we are requesting your firm to address its capabilities and ability to comply with the following questions and statements:

5.5 QUALIFICATIONS: (To be answered as a part of Section 4.5.2)

5.5.1 Does your firm have a Workers’ Compensation claims administration office located in Chatham County?

5.5.2 If the answer to #1 above is yes, will this office be assigned to Chatham County?

5.5.3 Will dedicated staff be assigned to Chatham County or will existing adjusters, supervisors, and administrators handle County claims?

5.5.4 Identify personnel that will be assigned to Chatham County giving details with regard to job title, experience, education, recent training, professional designations, and length of time employed by your firm.

5.5.5 Does your firm have emergency response procedures should the assigned office be unavailable?

5.5.6 What are your standards/guidelines for hiring or assigning claims examiners?

Would Chatham County be involved in this process? If yes, how?

5.5.7 Does your firm require continuing education for claims adjusters, supervisors and administrators beyond what the state requires? If yes, please explain.

5.5.8 What is the average adjuster case load? Specifically: (a) lost time (b) medical only.

5.5.9 What is your adjuster turnover rate?

5.5.10 Do supervisors adjust claims?

5.5.11 Based on Chatham County’s claim counts (as attached) what staffing plan do you propose for this program? Will the adjustors be dedicated or designated to Chatham County? Will there be separate adjustors depending on the claim type or one adjustor for all claims.

5.5.12 Briefly, explain your file set-up; file review process; and the extent of supervisor involvement.

5.5.13 Are potentially catastrophic claims handled differently than other claims? If yes, please explain.

5.5.14 Explain your process for evaluating and managing “questionable” claims.

5.5.15 Provide your firm’s definition of ‘medical-only, ‘lost-time’ and ‘incident.’ Are there any other claim categories?

5.5.16 Briefly describe the step(s) involved when a ‘medical-only’ claim develops into a

‘lost-time’ claim.

5.5.17 What assurances can your firm provide that in the absence of the assigned adjuster, a supervisor, or other individual can provide answers to County and employee inquiries?

5.5.18 Within the last five (5) years has an administration contract been terminated for other than normal expiration or through competitive procurement? If yes, please explain.

5.6 REPORTING REQUIREMENTS: (To be affirmed as a part of Section 4.5.3)

5.6.1 Provider shall have ability to generate and electronically transmit weekly check registers.

5.6.2 Provider shall have the ability to generate and electronically transmit to Risk

Manager a weekly claim report with claim details.

5.6.3 Provider shall prepare OSHA 300 Forms to satisfy requirements of the State of

Georgia and Federal Departments of Labor.

5.7 DATA MANAGEMENT: (To be answered as a part of Section 4.5.3)

5.7.1 Is your firm’s RMIS compatible with and capable of downloading claims information from the incumbent's base?

5.7.2 Provide a detailed transition plan including set-up procedures to begin adjusting new and existing claims. Your overall transition plan shall include data transition, triage, and new claim intake, notification of external contractors, excess carrier, and

State Board of Workers’ Compensation.

5.7.3 Describe your firm’s transition process for submitting Chatham County

Medicare/Medicaid Section 111 claims.

5.8 CASE MANAGEMENT: (To be answered as a part of Section 4.5.3)

5.8.1 Explain your protocol for assigning Nurse Case Managers.

5.8.2 Are Nurse Case Managers (NCM) employees or contracted?

5.8.3 If contracted, is there a corporate relationship with the NCM?

5.8.4 Explain your protocol for triage intake/ First Report of Injury

5.8.5 Are triage nurses employees or contracted?

5.8.6 If contracted, is there a corporate relationship with the triage intake contractor?

5.8.7 What are the qualifications and continuing education requirements for Nurse Case

Managers?

5.8.8 Please describe your philosophy regarding direct communications between the adjustor and the department liaisons, and the County Attorney.

5.8.9 Describe the transition process for Medicare/Medicaid Section 111 reporting from the current TPA to your system.

5.8.10 Does your firm have the capability of preparing a Medicare Set Aside Analysis?

If yes, is service performed in-house or by contract?

5.8.11 The County is actively pursuing Subsequent Injury Trust Fund recoveries through

Reimbursement Consultants, Inc. with the current TPA coordinating the recovery process. Provider shall participate in Subsequent Injury Trust Fund recoveries through Reimbursement Consultants, Inc. How will you coordinate and notify the

County of SITF reimbursements?

5.9 FINANCIAL MANAGEMENT: (To be answered as a part of Section 4.5.3)

5.9.1 Will a dedicated Account Manager/Account Executive be assigned to Chatham

County to handle special request?

5.9.2 Is your bill review process internal or external?

5.9.3 What is your corporate relationship with the bill review company?

5.9.4 Are your pharmacy services internal or external?

5.9.5 What is your corporate relationship with the pharmacy services?

5.9.6 Please state your average savings per bill review. How will annual savings be documented and presented to the County? What is your average savings per bill review for governments?

5.9.7 Please provide the average monthly bill review volume processed by the office which will provide these services to Chatham County.

5.9.8 Please explain your utilization review process.

5.9.9 Please describe your physician peer review and utilization protocols.

5.9.10 Briefly explain your firm’s experience in implementing cost containment programs with regard to prescription drugs. How do you measure the results?

5.9.11 Does your firm charge additional adjuster fees to attend hearings, depositions, briefing with the County Attorney, or any other related legal activity?

5.9.12 Does your firm charge additional fees for in-person or virtual claim reviews with the adjustors and account managers?

5.9.13 Do you have the ability to pay a bill on a closed file or must the file be reopened?

5.9.14 Do you have the ability to pay benefits by ACH or direct deposit? If so, briefly describe the process.

5.10 GENERAL ADMINISTRATION: (To be answered as a part of Section 4.5.2)

5.10.1 Please explain how your firm handles and charges for subrogation recoveries of workers’ compensation claims that involve other at-fault parties. How will your firm track and report these recoveries?

5.10.2 Please provide a list of all vendors that you utilize for such areas as prescription services, nurse case management, bill review, surveillance, etc.

5.10.3 What excess carriers are you approved by? Are you audited by these carriers? If so, please provide the audit results for the last 4 years.

5.10.4 Please provide a sample of your standard TPA contract.

5.10.5 Briefly describe your experience to provide loss control services to government entities.

5.11…