Workers Comp. RFP

Request for Proposal Workers’ Compensation (Fully-Insured)

Solicitation Notice

The Griffin-Spalding County School System is conducting a search for a vendor for the District’s Workers’ Compensation Program, covering approximately 1,500 employees, and requests qualified firms who have experience in management and administration of Workers’ Compensation Programs to answer each of the following questions in detail and submit their response to:

Jordan Bulloch, Budget & Procurement Analyst 216 South 6th Street

Griffin, GA 30224

All responses must be received by 12:00 p.m. on Monday, February 13, 2023 in order to be considered. All responses should be clearly marked “RFP #23-104 Enclosed” on the outside of a sealed envelope. Responses must be received in the following formats:

1. One (1) original

2. Six (6) copies

3. One (1) electronic version emailed to procurementdocs@gscs.org.

The Griffin-Spalding County School System reserves the right to waive any and all guidelines herein, to waive minor irregularities, and to reject any RFP if considered to be in the best interest of the school district.

The effective date services will begin July 1st,2023.

IF YOUR FIRM WILL BE PARTICIPATING IN THIS RFP, PLEASE EMAIL JORDAN BULLOCH AT

JORDAN.BULLOCH@GSCS.ORG AND LEAVE AN EMAIL ADDRESS WHERE YOU WISH TO

RECEIVE ALL AMENDMENTS (IF ANY), CORRESPONDENCE, ANSWERS TO ALL

QUESTIONS ASKED DURING THIS PROCESS, AND NOTIFICATION OF AWARDED

PROVIDER.

SCHOOL SYSTEM DATA WILL BE SENT TO YOU VIA EMAIL ONCE YOU HAVE NOTIFIED US

OF YOUR PARTICIPATION IN THIS RFP.

mailto:procurementdocs@gscs.org mailto:JORDAN.BULLOCH@GSCS.ORG

RFP Scope of the Project

The Griffin-Spalding County School System is soliciting Requests for Proposals (RFP) for Workers’ Compensation. Responses to this solicitation must be in a sealed envelope clearly marked “RFP #23-104 Enclosed” with RFP opening date and time shown.

Sealed RFP from vendors will be received by the Griffin-Spalding County School System, 216 South 6th Street, Griffin, GA 30224 until 12:00 p.m. on Monday, February 13, 2023. RFP received after the above time will be returned unopened.

RFP may not be withdrawn for a period of sixty (60) days after the date of receipt of bids. RFP documents may be obtained at www.spalding.k12.ga.us under the Departments/Finance section.

The Griffin-Spalding County School System reserves the right to reject any or all bids; any part or parts of a bid, waive any technicalities/informalities, increase or reduce quantities, make modifications or specifications, and award any or all of the contract in a manner that is in the best interest of the Griffin-Spalding County School System.

Proposals should be presented on the school district questionnaire (attached).

Selected proposing vendors that are invited to present/interview in front of a committee review panel will be notified no later than Friday, February 17th. Final results will be assessed and an awarded provider will be named no later than Tuesday, March 21, 2023.

All questions regarding this RFP shall be submitted to the Budget & Procurement Analyst, Jordan Bulloch, at procurementdocs@gscs.org no later than 12:00 p.m. on Wednesday, January 25, 2023.

Questions received after this date will not receive a response. All questions will be answered, emailed, and disclosed to each participant who has notified Jordan Bulloch of their participation.

http://www.spalding.k12.ga.us

Vendor Information and Background

1. Name of Business:__________________________________________________________

2. Principal business address: __________________________________________________

3. Telephone/fax number: ______________________________________________________

4. Website address: ___________________________________________________________

5. Number of full-time employees: _______________________________________________

6. Please provide a list of at least five references and the services rendered.

7. Please indicate how many years your company has been in business.

8. What experience does the company have in providing workers’ compensation insurance services to public school systems in the State of Georgia? Please provide a complete school client list of those who you serve and have served in the past three years (especially those of similar size - approximately 1,500 employees).

9. Is your firm a subsidiary, parent, or affiliate of any other company, including insurance companies? Do any of your affiliated companies, if applicable, provide products?

10. Identify the team that will be assigned to this account and include biographical information and proposals/professional designations and any applicable credentials. Please include titles and functions.

Case Management

1. Describe your process for managing workers’ compensation claims.

2. Do you provide printed materials including WC-P1, Panel of Physicians, and other printed materials requested by the State Board of Workers’ compensation?

3. Please explain your process of establishing appropriate levels of funding for our plan.

4. Please include a list of what your individual case management reports include that will be provided to the District and are you flexible in adjusting those reports to the preference of the school system?

5. What makes your firm’s case management process unique?

Process Management and Evaluation

1. What specific results should we expect to achieve with your firm’s complete process and service?

Process Management and Evaluation

1. What are your firm’s best practices for handling cases involving:

A. Light duty releases

B. Lost time greater than 3 days

C. Coordination of medical treatment

D. In-patient hospitalization

2. How do you typically ensure that each employee has the medical assistance they need for a speedy recovery?

3. Are all lost time claimants’ files run through the index bureau?

4. Who provides legal services involving workers compensation litigations with your company?

5. Explain the extent of knowledge from your assigned Case Managers and Supervisors with the Fraud provisions in the Workers’ Compensation Act and their familiarity with O.C.G.A.

Section 34-9-19?

6. What involvement, if any, would the district have with employees who file workers compensation claims?

Education and Awareness

1. Describe the philosophy your firm employs in educating employees in safety awareness?

2. Does your company outsource any advisory/training services?

3. Do you conduct onsite safety training? How often?

4. What are your best practices for risk management and loss control?

5. Do you have standard onsite safety protocols and policies in place?

OR

Do you work with the school system to establish the protocols and policies?

6. Griffin-Spalding County School System is wanting to revitalize a climate of safety awareness, therefore, would you be available to address all of the site administrators in an onsite meeting about upcoming changes and safety awareness topics to enable them to go out and emphasize to their site employees?

7. Are there safety modules you provide?

Technology

1. Does your firm have a technology platform or system in place for real time claims, billing, and reporting?

2. Will the District be able to access records via a secure Internet site?

3. How often will records be provided to the District? What is your firm’s preferred method of delivery?

4. Will your office provide the data required for GASB 10?

5. Do you use a third party software program or is it a proprietary system?

6. If the technology used is third party software, how flexible and functional is it, in your opinion?

7. Will our safety awareness efforts be supported with technology? Please describe.

8. How many clients do you currently serve with any applicable technology tools?

Process/Services

1. Describe in detail the workers’ compensation insurance services to be provided by your company? You may attach your explanation on a separate page if necessary.

2. What distinguishes the workers’ compensation needs of a school district from the needs of private sector clients? How is your business prepared to address these unique needs?

3. What makes your business’s approach unique? What services or expertise can be expected from your company that cannot be found elsewhere?

4. Describe the communication process between your company and the client.

Specifically, please articulate the availability and turnaround response times that your company can assure the client of feedback once contacted.

Fees and Expenses

1. Outline your proposed fees/premium for the following services:

a. Establishing the Appropriate Levels of Funding

b. Process Implementation

c. Ongoing Monitoring of Plan

d. Employee Materials

e. Electronic management System, if applicable

f. Websites and/ or other Technology Tools, if applicable

g. Risk Management

h. Loss Control

i. Total of itemized fees:

j. Total (if all included):

Please identify if the fees/premium are:

a. One time or ongoing

b. Do you require a contract for your services? If so, please attach.

2. How will all plan fees be disclosed/reported to the client?

Evaluation Matrix Criteria

Criteria Points

Experience 20

Case Management/Evaluation 20

Process/Services 20

Education/Awareness 20

Fees/Expenses 20

Total 100

General Information

1. Please provide the name(s), title(s), address(es), telephone and fax number(s), and e-mail address(es) of the individual(s) responsible for responding to this request.

I, ____________________________________________, an authorized representative of ___________________________________, do hereby certify that the proposals and information specified in this Griffin-Spalding County School System Legal Services questionnaire are accurate and complete.

Signature _____________________________________________________

Name (Please print) _________________________________________________

Title ______________________________________________________________

Date

Subscribed and sworn to before me this ___ day of _______________, 20___

_____________________________ seal

NOTARY PUBLIC