ESBD_455593_1761406162619_Addendum 3 - RFP 2025-P09.pdf

ADDENDUM #3

RFP 2025-P09 Workers Compensation Insurance & Administrative Services Issue Date: October 25, 2025

HAYS COUNTY PURCHASING OFFICE

Stephanie Hunt, Purchasing Agent

712 S. Stagecoach Trail, Ste. 1012 San Marcos, Texas 78666

512-393-2267 ● purchasing@hayscountytx.gov

October 25, 2025

Please find attached Addendum #3 to RFP 2025-P09 Workers Compensation Insurance & Administrative Services. All questions were answered by Hays County staff.

Attached to Addendum 1:

• Questions & Answers

• Attachment D – Juror Pay

• Attachment E – 5 Year Loss History

• See Attachment F – Budgeted Positions 2025 with WC Codes

• See Attachment G – Budgeted Positions 2026 with WC Codes

Acknowledge receipt of this addendum by signing and returning this page with your proposal.

Signature

Company Name Date mailto:purchasing@hayscountytx.gov

Questions & Answers

Questions:

1. To ensure a comprehensive evaluation and robust submission of the Hays County Workers’

Compensation risk profile, we kindly request an extension of the deadline to Thursday, October 23rd. This additional time will provide us with the 30 days needed to properly review and assess all pertinent aspects.

• Deadline extended to November 7, 2025 @ 10:00 AM through Addendum 2

2. Can you provide the 2026 estimated budgeted payroll by class code? The information provided includes actuals for 2019 to present, but budgeted information is not included.

• See Attachment F – Budgeted Positions 2025 with WC Codes

• See Attachment G – Budgeted Positions 2026 with WC Codes

Workers Comp Code Description

Total Budgeted Payroll

5506 Street or Road Construction / Maintenance $3,940,494.00 7720 Law Enforcement $35,235,054.00 8380 Automobile or Truck Repair and Maintenance $266,412.00 8810 Clerical/Administrative $35,505,842.00 8832 Public Health Employees $1,716,377.00 8831 Animal Shelter/Animal Control $302,316.00 9403 Recycling & Solid Waste $270,726.00 9102 Parks & Maintenance $758,223.00 9015 Facility Maintenance $504,611.00 9082 Kitchen/Food Service $544,540.00

Total FY25 Budgeted Payroll $79,044,595.00

Workers Comp Code Description Total Budgeted Payroll 5506 Street or Road Construction / Maintenance $4,073,782.00 7720 Law Enforcement $41,329,217.00 8380 Automobile or Truck Repair and

Maintenance $139,689.00

8810 Clerical/Administrative $38,575,872.00 8832 Public Health Employees $1,838,266.00

8831 Animal Shelter/Animal Control $280,794.00 9403 Recycling & Solid Waste $225,680.00 9102 Parks & Maintenance $909,332.00 9015 Facility Maintenance $691,511.00 9082 Kitchen/Food Service $482,894.00 Total FY26 Budgeted Payroll $88,547,037.00

3. Please provide the loss history from 2020 to present, including the date of loss, amount of loss, class code, and description of injury.

• See Attachment E – 5 Year Loss History

4. Please provide expiring contribution for 2025 Workers’ Compensation coverage.

• $340,000.00 Annually

5. Is it the County's intent to award all service elements identified within the RFP to a single vendor or will you consider an unbundled bid from companies who special in medical cost containment services?

• The intent is to award to a single vendor.

6. Can you share what the medical bill volume has been for 2022, 2023, 2024 and 2025 to date?

Year Count of Medical Bills

2022 1869

2023 1922

2024 1959

2025 487

7. Five years of detailed loss runs.

• See question 3

8. The annual volume for the following services: bill review, preauthorization, PBM, and case management (referrals and hours).

• See attached PBM Report from 1/1/21-10/31/24 when TRISTAR was the PBM provider, waiting on 11/1/24 – current period from DETSIF.

1. # of Preauthorization Requests Total 2022 26 2023 43 2024 44 2025 29

Field Case Mgmt # of Claims Total Total Hrs 2022 2 40 2023 2 160

2. Can you tell me if the County is in a pool? If so, would you like to stay in one or are you looking to come out of the pool?

• Yes, the County is in a pool and we would like to continue this set up.

3. The payroll for class the following class codes are combined, could you please provide the total payroll and employee count for each class code separately?

• The County does not operate County Ambulances

Class Code 2025 - Payroll/Employee Count

077200 - Law Enforcement $ 23,495,408.87 518

077210 - Ambulance

088110 - Election Personnel (non-employees)

$ 89,558.30 119

088120 - Jurors

Class Code 2024 - Payroll/Employee Count

077200 - Law Enforcement $ 35,309,731.13 534

$ 909,625.00 482

Class Code 2023 - Payroll/Employee Count

077200 - Law Enforcement $31,968,771.03 504

$387,478.60 353

Class Code 2023 - Payroll/Employee Count

077200 - Law Enforcement $31,968,771.03 504

$387,478.60 353

Class Code 2022 - Payroll/Employee Count

077200 - Law Enforcement $28,563,303.63 472

$746,256.81 430

Class Code 2021 -Payroll/Employee Count

077200 - Law Enforcement $28,420,690.49 522

$168,222.92 194

Class Code 2020 - Payroll/Employee Count

077200 - Law Enforcement $25,960,798.28 508

$569,521.95 492

Class Code 2019 - Payroll/Employee Count

077200 - Law Enforcement $24,105,760.06 481

$155,279.48 213

4. Please also provide the payrolls below for 2026.

• See Attachment D – Juror Pay

• Jurors are not paid through payroll. Jurors are currently paid for their service through a credit card system. Some jurors have been paid through NWS, but it is not a complete list since only Justice of the Peace Jurors were paid through NWS and Clerks paid the Jurors from their own check stock under the old jury system. For a short period, all jurors were paid in NWS when the new jury system was implemented but then the transfer to credit cards occurred. I have extracted two NWS reports that list jurors paid in NWS. Once is for jurors paid from the old jury system and the other is for jurors paid in NWS using the new jury system. However, this is not a complete listing, and the JP and Clerk offices may be able to run better reports from Odyssey.

Class Code 2026 - Payroll/Employee

Count 077200 - Law Enforcement 077210 - Ambulance