RFP 24_44 ADDENDUM 1.pdf

Savannah-Chatham County Public School System

Purchasing Department

208 Bull Street / Savannah, Georgia 31401 / (912) 395-5572 Email Address: purchasing@sccpss.com

Number: RFP 24-44 Workers Compensation Third Party Administration Service (Annual Contract)

Addendum #1

RFP Posting Date: 03/28/2024

Addendum Posting Date: 4/19/2024

RFP Closing Date and Time: 4/30/2024 at 2:00 pm (ET)

The information contained in this document shall become an official part of the original document and shall be acknowledged as noted on the Proposal Certification Form (Form 2) of solicitation, in the space provided. Failure to acknowledge receipt of an addendum may result in a status of non-responsive.

Firms are encouraged to review the contents of this document and to respond accordingly.

Addendum No. 1 is being issued to respond to the following questions submitted.

Question: Response:

1. Is the County open to unbundled bids, accepting proposals for the medical bill review component only?

No.

2. What is the impetus for marketing your program? Contract expiring (TPA)

3. Who is/are the insurance carrier(s) for the excess? Please see Attachment “A”, Section 2.0 Background Information, on page 17 of the solicitation document.

4. Who is the current Third-Party Administrator (TPA) for SCCPSS?

Please see Attachment “A”, Section 2.0 Background Information, on page 17 of the solicitation document.

5. Would you provide a copy of the current TPA Contract?

Contract provided as attachment to Addendum 1 and posted with Addendum 1 on SCCPSS Bids/RFPs website.

6. Please provide a list of TPA venders that will be participating in the TPA evaluation process.

TPA vendors responding will not be known until after the closing date of the solicitation. Responses received will be evaluated by District staff.

7. Would you provide the current claim fees by coverage types (ex. Indemnity/Lost Time, Medical Only)?

Indemnity/Lost Time and Medical Only - $586,977.16

8. Does SCCPSS have an SIR or Deductible program? Self-insured for WC

9. What is SCCPSS’s retention limit? Please see Attachment “A”, Section 2.0 Background Information, on page 17 of the solicitation document.

10. Please provide a Loss Summary Listing for the last 5 policy years to include:

(Excel format would be preferred)

a. Policy Year (or Calendar Year)?

b. Minor Line of Coverage (WC Indemnity-Lost

Time / WC Medical Only)?

c. Claim Status (Open / Closed)?

d. Location?

e. Cause Type?

f. Body Part Injured?

Attachment D posted on the website provide the Five Year Loss Run Report

g. Total Incurred?

h. Total Paid?

i. Total Outstanding or Reserves?

11. May we continue to assume the following Workers’ Compensation new claim volume?

a. New Workers’ Compensation Indemnity: 28

b. New Workers’ Compensation Medical Only:

a. 26

b. 254

12. Will the new TPA assume the management of current open claims from the incumbent TPA (Y/N)?

If yes, are the following estimates still valid?

(Excel format would be preferred)

a. Open Workers’ Compensation Indemnity: 55

b. Open Workers’ Compensation Medical Only: 98

Yes.

a. 55

b. 98

13. Would you provide your Exposure Type & Value (i.e. Payroll, Employee Count, or Other)?

(Excel format would be preferred)

a. By Policy Year (or Calendar Year)?

b. By Location?

Yes.

a. 586,977.16

b. Total District

14. What is working well with your program? Communication/Physicians

15. What challenges do you have with your current program?

Working well, no challenges.

16. What are your key objectives for your new program over the next 12 to 24 months?

Reduce injuries

17. What concerns do you have on moving the program to another TPA?

Transition

18. Claim First Notice of Loss Intake (FNOL) Reporting:

a. What is the preferred method for reporting new claims/incidents to the TPA?

i. Data Feed to TPA from in-house system (Y/N)?

1. Please describe the source intake system?

ii. TPA’s FNOL Web Portal (Y/N)?

iii. Phone (Y/N)?

iv. Email (Y/N)?

v. Fax (Y/N)?

vi. Mail (Y/N)?

vii. Other (Y/N)?

(Please explain.)

a. Data Feed by email and TPA Software

i. No

1. TPA FNOL Web Portal

iii. Phone

iv. email

v. Fax

b. Who will be reporting claims/incidents/events?

i. Centralized Manager (Y/N)?

ii. Location Manager (Y/N)?

b. Risk Management Team

19. Medical Management:

a. Will you use the new TPA’s Medical Bill Review (Y/N)?

i. If other, please provide name of vender?

b. Will you use the new TPA’s Field Case Management or Telephonic Case Management services (Y/N)?

i. If other, please provide name of vender?

a. Yes

b. As required or needed.

20. What is your Return-to-Work Philosophy?

a. Do you have a Light Duty Program (Y/N)?

i. Please explain?

b. Would there be interest in Medical Appointment tracking and Work Status Tracking on all claims (includes next office visit and release date & type), Job Offer Tracking, review claim and program level data (Y/N)?

c. Would there be interest in a Return-to- Work Coordinator that works with locations to accommodate injured workers and driving down lost days (Y/N)?

a. Yes.

We have alternate sites to accommodate employees with light-duty status.

b. Yes

c. No. have in-house with Risk Management

21. OSHA:

a. Would there be interest in an OSHA Module to maintain OSHA data in-house as a self-service option (Y/N)?

b. Would you require TPA support for OSHA Recordkeeping Determination (Y/N)?

c. Would you require TPA support for maintaining OSHA DART (Days Away/Restricted/Transferred) (Y/N)?

d. Would you require the TPA to manage and produce the year-end logs (Y/N)?

a. No

b. No

c. No

d. No

22. Risk Management Information System (RMIS):

i. Do you have an in-house 3rd party RMIS platform or do you use the current TPA RMIS? What is working well with your

RMIS?

ii. Are there any challenges with your

RMIS?

i. Yes-MUNIS

ii. Merging with MUNIS

b. If you are using a 3rd party RMIS for data consolidation, will you require a claim data extract file from the new TPA to ingest into your current RMIS (Y/N)?

i. What is the name of the 3rd party

RMIS?

ii. At what cadence will you require the claim files (i.e. Monthly, Weekly, Daily, Other)?

iii. What types of files will be required?

1. Claim Summary Level Records (Y/N)?

2. Payment Record Details (Y/N)?

3. Adjusters’ Notes (Y/N)?

c. Please confirm only 2 RMIS Users are required.

i. Will the users only require the following functionality?

1. Produce Detail Claim

Listing (Y/N)?

2. Search and Access Real-

Time Claims Data including

a. Claim Detail /

Payment Detail / Adjusters’ Notes / File Attachments. (Y/N)

3. Any other RMIS functionality required (Y/N)?

(Please explain)

d. Can you provide examples of current Reports and Dashboards (Y/N)?

i. Are these reports satisfactory?

1. Please explain?

ii. Please advise on Key Performance Indicators important to SCCPSS.

b. Yes

i. Charles Taylor (designed under USCKY)

ii. Daily iii.

1. Yes

2. Yes

3. Yes

c. 2 RMIS users

1. Yes

2. Yes

3. No

d. Yes. Loss runs/Lost Time, Medical Only files from TPA

i. Yes Information provided is satisfactory.

ii. timeliness and responsive

***ALL OTHER TERMS AND CONDITIONS REMAIN UNCHANGED***

End of Addendum #1 to RFP 24-44 Workers Compensation Third Party Administration Services (Annual Contract)