3-Addendum No. 1 25-0096-3.pdf
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- Solicitation number
- 25-0096-3
- Issued by
- Chatham County, Georgia
About this file
This document is an Addendum No. 1 to RFP No. 25-0096-3 issued by the Chatham County Purchasing & Contracting Department for an Annual Contract for Worker's Compensation Third Party Administrator (TPA) Services. The contract is for a one-year term with options to renew for four additional one-year terms, with an expected commencement in December 2025. The current incumbent is Charles Taylor TPA, who has held the contract for the past ten years. The proposal is due by 5:00 PM on August 26, 2025, and there are no page limit requirements for submissions.
The current TPA manages various aspects of the county's workers' compensation program, including claims management, nurse triage, pharmacy benefits, and medical bill review. The county's workers' compensation claims have ranged from approximately $1.9 million to $2.5 million annually over the past five years, with a total prescription cost of $531,767 over five years. The program is entirely funded in-house, with the workers' compensation budget set annually by the County's Board of Commissioners. Key challenges include return-to-work accommodations and claimants seeking legal representation. The county uses Riskmaster as its risk management information system and relies on the TPA for most administrative and medical management services.
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CHATHAM COUNTY PURCHASING & CONTRACTING DEPARTMENT
ADDENDUM NO. 1 TO RFP NO. 25-0096-3
FOR: ANNUAL CONTRACT FOR WORKER’S COMPENSATION-THIRD
PARTY ADMINISTRATOR (TPA) SERVICES
PLEASE SEE THE FOLLOWING FOR ADDITIONS, CLARIFICATIONS AND/OR
CHAGES:
1. QUESTION: Why is this RFP currently being released? Who is the current service agreement with? And how long have they been with the County?
RESPONSE: The current contract is set to expire; therefore, contract needs to be resolicited. Incumbent is Charles Taylor TPA, who has been the contract holder for the last two terms. Five (5) years each totaling ten (10) years.
2. QUESTION: How long will the contract last? Any renewal options?
RESPONSE: The Contract is for one (1) year term with renewal options for four (4) additional one-year terms.
3. QUESTIONS: Is there a page limit requirements for the Proposal?
RESPONSE: No.
4. QUESTION: What is the current RMIS platform that the County uses?
RESPONSE: This is handle by the vendor, but they use Riskmaster.
5. QUESTION: Will the County please provide a 5-year loss run in excel format, including all open and closed claims by claim type and date of loss?
RESPONSE: Please see file title “5 Year Loss Run” which can be found under the
“Supporting Documents” section of this solicitation.
6. QUESTION: Will the County please confirm what the anticipated effective date is?
RESPONSE: The new Contract is expected to commence in December 2025.
7. QUESTION: What is the County's current staffing structure of the claims team on the liability and WC side?
RESPONSE: The current staff consist of 1 Director, 1 Risk Manager, 1 Safety
Compliance Manager, 1 Compliance and Accessibility Coordinator, 1 Safety
Training Manager, and 1 Administrative Assistant.
8. QUESTION: What challenges does the County have with their current program?
RESPONSE: Return to work/accommodations, and Claimant’s seeking legal representation.
9. QUESTION: What are the County’s biggest concerns with moving the program to a new
TPA?
RESPONSE: Data Conversation.
10. QUESTION: Will the County please provide a copy of the current contract and any amendments?
RESPONSE: Please see document title “Current Contract and Addendums” under the “Supporting Document” section on this solicitation.
11. QUESTION: Could the County please share any known service challenges, performance concerns, or areas for improvement related to the current TPA?
Docusign Envelope ID: BAC2ADD8-52AA-4F97-AAF8-EAF5E2B3B8FB
RESPONSE: Challenges and concerns will be discussed with the awarded vendor.
12. QUESTION: Are there any specific expectations or priorities the County has for the incoming TPA based on past experiences?
RESPONSE: Please reference Section 5 of the RFP where all expectations and requirements are listed.
13. QUESTION: Does the incumbent pursue subrogation for the County, and is there an associated cost?
RESPONSE: Yes they do, at no additional cost. Legal counsel is provided by the
County Attorney’s Office.
14. QUESTION: Is there a Risk Manager in place who will interact with the TPA adjusters?
Of not then who will be our contact?
RESPONSE: Yes, please see Question 7.
15. QUESTION: What is the expectation for claim reviews/stewardship? In-person/ virtual?
How often?
RESPONSE: Represented claims are reviewed virtually with the Risk Manager, Adjustor, and County Attorney’s Office monthly. Preferred claim review is bi-annually as needed. In-person is preferred; however, virtual is acceptable.
Communication between the County and TPA is daily and dictates the need for formal claim review.
16. QUESTION: What is the average number of first party subrogation matters handled by the TPA annually?
RESPONSE: This data is not available at this time.
17. QUESTION: Does the County use any nurse triage?
RESPONSE: Yes, all claims are first called into nursing triage.
18. QUESTION: How many nurse case managers are currently assigned to the County, and are they exclusively dedicated?
RESPONSE: Only 1 Telephonic NCM. They are not exclusive to the County.
19. QUESTION: How many claims per year were assigned to Nurse Case Managers from
1/1/20–1/1/2025?
RESPONSE: All LT and MO claims were assigned a telephonic NMC. Please see file title “5 Year Loss Run” for more information. This file can be found under the
“Supporting Documents” section of this solicitation. All LT and MO claims were assigned a telephonic NMC.
20. QUESTION: Is the assignment of Nurse Case Managers standard for all cases, or are there specific criteria for their assignment?
RESPONSE: Currently, telephonic NCM is standard for LT and MO.
21. QUESTION: Does the County use Field Case Managers for medical management purposes, and if so, what criteria are used for their assignments?
RESPONSE: Currently, the County does not utilize Field Case Managers. Field
Case Managers are assigned with mutal agreement from the TPA and County based on the needs of the claim.
22. QUESTION: What is the number of billed charges, bill review allowance, negotiated bill fees, hospital review fees, PPO savings for the past 3 years, and current fee structure?
Who is the County's current provider for Medical Bill Review Services?
RESPONSE: BHN, managed by the TPA. The County does not directly work with a provider. 27% of savings below GA fee schedule plus $5.50 per bill.
23. QUESTION: Who does the County currently work with for Pharmacy Benefit
Management Services, and what is the number of prescriptions filled from 1/1/20–
1/1/2025?
RESPONSE: Alius Health, managed by the TPA. The County does not directly work with a provider. Approximately 2,500 pharmacy charges over the 5-year period.
24. QUESTION: Does the County have an EDI with its PBM vendor for pharmacy bills, or is this handled manually?
RESPONSE: Managed by the TPA. The County does not directly work with a provider.
25. QUESTION: Can the County provide detailed utilization review statistics for the past five years, including the number of assignments, gross annual expense, gross savings, net savings, and percentage of savings?
RESPONSE: This data is not available at this time.
26. QUESTION: Could the County provide the total paid for WC claims by policy year for the last 5 years?
RESPONSE: FY21 (7.1.2020 - 6.30.2021) $2,539,620
FY22 (7.1.2021 - 6.30.2022) $2,168,532
FY23 (7.1.2022 - 6.30.2023) $2,237,738
FY24 (7.1.2023 - 6.30.2024) $1,995,449
FY25 (7.1.2024 - 6.30.2025) $2,236,333
27. QUESTION: Could the County provide their prescription spend for the last 3-5 years?
RESPONSE: Totla prescription cost for the last 5 years is $531,767
28. QUESTION: Will this contract be funded in house or federally funded?
RESPONSE: This contract will be funded in-house.
29. QUESTION: Does the County currently have an escrow account for loss funding with the current TPA?
RESPONSE: The current TPA writes the checks for payments every week on behalf of
Chatham County, which comes from a Chatham County account and the TPA then submits a check registry.
30. QUESTION: Are there any budgetary constraints when it comes to case settlements?
RESPONSE: The workers’ compensation budget is set annually by the County’s Board of Commissioners, and it does fluctuate from year to year. Settlement authority must come from the Board of Commissioners.
31. QUESTION: What does the County uses for their current medical management, bill review, medical savings and so forth?
RESPONSE: Managed by the TPA. The County does not directly work with a provider.
PROPOSAL DUE DATE: 5:00PM, AUGUST 26, 2025
PROPOSERS ARE RESPONSIBLE FOR MAKING THE NECESSARY CHANGES AND
MUST ACKNOWLEDGE RECEIPT OF ADDENDUM.
DATE JEAN FLEMING, INTERIM PURCHASING DIRECTOR
CHATHAM COUNTY, GEORGIA
8/14/2025
| 2025-08-14T11:03:45-0700 | |
| Digitally verifiable PDF exported from www.docusign.com |
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