HomeMy WebLinkAbout2016-08-30-Meeting Minutes Administrative Services Committee Meeting Commission Chamber - 8/30/2016
ATTENDANCE:
Present: Hons. Hardie Davis, Jr., Mayor; M. Williams, Chairman; D.
Williams, Vice Chairman; Lockett and Davis, members.
ADMINISTRATIVE SERVICES
1. A motion to approve the award of the RFP for Dental Services (RFP #16-199) to
MetLife for a period of 2 years with the option to extend 1 year under a 5% rate
cap.
Item
Action:
Approved
Motions
Motion
Type Motion Text Made By Seconded By Motion
Result
Approve
Motion to
approve.
Motion Passes 4-
0.
Commissioner
William Lockett
Commissioner
Dennis Williams Passes
2. Discuss the bid process for the Central Services Department. (Requested by
Commissioner Marion Williams)
Item
Action:
Approved
Motions
Motion
Type Motion Text Made By Seconded By Motion
Result
Approve
Motion to approve
receiving this item as
information. Mr.
Lockett out.
Motion Passes 3-0.
Commissioner
Mary Davis
Commissioner
Dennis Williams Passes
3. Motion to approve the minutes of the Administrative Services Committee held
on August 9, 2016.
Item
Action:
Approved
www.augustaga.gov
Motions
Motion
Type Motion Text Made By Seconded By Motion
Result
Approve
Motion to approve.
Mr. Lockett out.
Motion Passes 3-0.
Commissioner
Mary Davis
Commissioner
Dennis Williams Passes
4. Authorize amendments to the health and wellness contract designed to
improve overall employee health conditions through wellness initiatives
while managing the cost of healthcare services.
Item
Action:
Rescheduled
Motions
Motion
Type Motion Text Made By Seconded By Motion
Result
Defer
Motion to refer this
item to the full
Commission with no
recommendation.
Motion Passes 4-0.
Commissioner
William
Lockett
Commissioner
Dennis
Williams
Passes
5. Discuss random drug testing. (Requested by Commissioner Marion
Williams)
Item
Action:
Approved
Motions
Motion
Type Motion Text Made By Seconded By Motion
Result
Approve
Motion to approve
receiving this item as
information. Mr.
Lockett out.
Motion Passes 3-0.
Commissioner
Dennis Williams
Commissioner
Mary Davis Passes
Administrative Services Committee Meeting
8/30/2016 1:20 PM
Attendance 8/30/16
Department:
Presenter:
Caption:
Background:
Analysis:
Financial Impact:
Alternatives:
Recommendation:
Funds are Available
in the Following
Accounts:
REVIEWED AND APPROVED BY:
Request for Proposal
Request for Proposals will be received at this office until Friday, July 1, 2016 @ 11:00 a.m. for furnishing:
RFP Item #16-199 Dental Services for Augusta, Georgia – Human Resources Department
RFPs will be received by: The Augusta Commission hereinafter referred to as the OWNER at the offices of:
Geri A. Sams, Director
Augusta Procurement Department
535 Telfair Street - Room 605
Augusta, Georgia 30901
RFP documents may be viewed on the Augusta Georgia web site under the Procurement Department ARCbid. RFP
documents may be obtained at the office of the Augusta, GA Procurement Department, 535 Telfair Street – Room 605,
Augusta, GA 30901.
All questions must be submitted in writing by fax to 706 821-2811 or by email to
procbidandcontract@augustaga.gov to the office of the Procurement Department by Friday, June 17, 2016, @ 5:00
P.M. No RFP will be accepted by fax, all must be received by mail or hand delivered.
No RFP may be withdrawn for a period of 60 days after bids have been opened, pending the execution of contract
with the successful bidder(s).
Request for proposals (RFP) and specifications. An RFP shall be issued by the Procurement Office and shall include
specifications prepared in accordance with Article 4 (Product Specifications), and all contractual terms and conditions,
applicable to the procurement. All specific requirements contained in the request for proposal including, but not
limited to, the number of copies needed, the timing of the submission, the required financial data, and any other
requirements designated by the Procurement Department are considered material conditions of the bid which are
not waivable or modifiable by the Procurement Director. All requests to waive or modify any such material condition
shall be submitted through the Procurement Director to the appropriate committee of the Augusta, Georgia
Commission for approval by the Augusta, Georgia Commission. Please mark RFP number on the outside of the
envelope.
Proponents are cautioned that acquisition of RFP documents through any source other than the office of the
Procurement Department is not advisable. Acquisition of RFP documents from unauthorized sources places the
proponent at the risk of receiving incomplete or inaccurate information upon which to base his qualifications.
Correspondence must be submitted via mail, fax or email as follows:
Augusta Procurement Department
Attn: Geri A. Sams, Director of Procurement
535 Telfair Street, Room 605
Augusta, GA 30901
Fax: 706-821-2811 or Email: procbidandcontract@augustaga.gov
GERI A. SAMS, Procurement Director
Publish:
Augusta Chronicle May 26, June 2, 9, 16, 2016
Metro Courier June 1, 2016
OFFICIAL
VENDORS Attachment
"B"E-Verify #Addendum
1-3
SAVE
Form Original 8
Copies
Fee
Proposal
Delta Dental Insurance
258 Southhall Lane
Maitland, FL 32751
Yes 251550 Non -
compliant Yes Yes Yes Yes
Blue Cross & Blue Shield
3350 Peachtree Rd., NE
Atlanta, GA 30326
Yes 352145715 Yes Yes Yes Yes Yes
Standard Insurance Co.
920 SW 6th Ave
Portland, OR 97204
Yes 37851 Non -
compliant Yes Yes Yes Yes
MetLife
177 S Commons Dr
Aurora, IL 60504
Yes 44740 Yes Yes Yes Yes Yes
United Condordia
1800 Linglestown Road
Suite 107
Harrisburg, PA 17110
Yes 40635 Non -
compliant Yes Yes Yes Yes
Cigna Health & Life Insurance
Co.
3500 Piedmont Road
Suite 200
Atlanta, GA 30305
Yes 189294 Yes Yes Yes Yes Yes
Proposal Opening RFP Item #16-199
Dental Services
for Augusta, Georgia - Human Resources Department
RFP Due: Friday, July 8, 2016 @ 11:00 a.m.
Total Number Specifications Mailed Out: 27
Total Number Specifications Download (Demandstar): 7
Total Electronic Notifications (Demandstar): 124
Mandatory Pre-Proposal/Telephone Conference Attendees: Not Applicable
Total packages submitted: 6
Total Noncompliant: 5
Page 1 of 1
Blue Cross &
Blue Shield
3350 Peachtree Rd., NE
Atlanta, GA 30326
MetLife
177 S Commons Dr
Aurora, IL 60504
Cigna Health & Life
Insurance Co.
3500 Piedmont Road
Suite 200
Atlanta, GA 30305
Delta Dental Insurance
258 Southhall Lane
Maitland, FL 32751
Standard
Insurance Co.
920 SW 6th Ave
Portland, OR 97204
United Condordia
1800 Linglestown Road,
Suite 107
Harrisburg, PA 17110
A. Package submitted by the deadline Pass/Fail PASS PASS PASS PASS PASS PASS
B. Package is complete (includes requested
information as required per this solicitation)Pass/Fail PASS PASS PASS FAIL FAIL FAIL
C.Overall Quality of RFP (concise and to-the-
point) 50 41.7 49.3 39.3 0.0 0.0 0.0
1. Qualifications of company (company profile)
100 83.3 96.7 69.3 0.0 0.0 0.0
2. Financial Responsibility 100 86.3 91.7 70.0 0.0 0.0 0.0
3. Project Management 95 78.3 91.7 74.3 0.0 0.0 0.0
4. Key Personnel & Staff 90 75.0 88.3 71.7 0.0 0.0 0.0
5. Organizational Qualifications 75 69.3 73.3 66.7 0.0 0.0 0.0
6.Optional Interview (Potential bonus Points) 10 0.0 0.0 0.0 0.0 0.0 0.0
D. TOTAL 470 392.3 441.7 352.0 0.0 0.0 0.0
1. Provide eligible participants with a quality,
affordable dental care program with access
to an adequate selection of PPO network
providers.
50 42.7 47.3 40.0 0.0 0.0 0.0
2. Provide timely, accurate, responsive claim
and customer service to plan participants and
plan administrators.
50 43.3 46.7 41.7 0.0 0.0 0.0
3. Minimize disruption for current dental
plan participants. 50 40.0 41.7 38.3 0.0 0.0 0.0
4. Provide a proposal matching the plan
design specifications provided herein, with an
allowance for an additional alternate set of
plans if desired.
50 40.0 46.0 35.7 0.0 0.0 0.0
E. TOTAL 200 166.0 181.7 155.7 0.0 0.0 0.0
Evaluation Sheet - RFP Item #16-199
Dental Insurance
for Augusta, Georgia - Human Resources Department
Evaluation Meeting: Thursday, August 4, 2016 @ 3:00 p.m.
Vendors
Scope of Services (Total Points 200)
Proposer’s Overall Ability to Provide the Services (Total Points 470)
Quality of RFP
RANKING - First Round Elimination
(MUST PASS FOR CONTINUED CONSIDERATION)
Second Round Elimination (Total Points 50) (MUST ACHIEVE 35 POINTS FOR CONTINUED CONSIDERATION)
Submittal and Quality of RFP
D. Narrative
E. Scope of Services
Blue Cross &
Blue Shield
3350 Peachtree Rd., NE
Atlanta, GA 30326
MetLife
177 S Commons Dr
Aurora, IL 60504
Cigna Health & Life
Insurance Co.
3500 Piedmont Road
Suite 200
Atlanta, GA 30305
Delta Dental Insurance
258 Southhall Lane
Maitland, FL 32751
Standard
Insurance Co.
920 SW 6th Ave
Portland, OR 97204
United Condordia
1800 Linglestown Road,
Suite 107
Harrisburg, PA 17110
Evaluation Sheet - RFP Item #16-199
Dental Insurance
for Augusta, Georgia - Human Resources Department
Evaluation Meeting: Thursday, August 4, 2016 @ 3:00 p.m.
Vendors
RANKING - First Round Elimination
Within Richmond County 10 0.0 0.0 0.0 0.0 0.0 0.0
Within CSRA 8 0.0 0.0 0.0 0.0 0.0 0.0
Within Georgia 6 6.0 6.0 6.0 0.0 0.0 0.0
Within SE United States (includes AL, TN,
NC, SC, FL) 4 0.0 0.0 0.0 0.0 0.0 0.0
All Others 2 0.0 0.0 0.0 0.0 0.0 0.0
F. TOTAL 10 6.0 6.0 6.0 0.0 0.0 0.0
Lowest 10 10.0 0.0 0.0 0.0 0.0 0.0
Second 8 0.0 8.0 0.0 0.0 0.0 0.0
Third 6 0.0 0.0 6.0 0.0 0.0 0.0
Fourth 4 0.0 0.0 0.0 0.0 0.0 0.0
Fifth 2 0.0 0.0 0.0 0.0 0.0 0.0
G. TOTAL 10 10.0 8.0 6.0 0.0 0.0 0.0
H. References 10 0.0 10.0 6.7 0.0 0.0 0.0
H. Total 10 0.0 10.0 6.7 0.0 0.0 0.0
Total 750 616.0 696.7 565.7 0.0 0.0 0.0
Evaluator: Cumulative Date: 5/18/16
Procurement DepartmentRepresentative: Nancy Williams
Procurement Department Completion Date: Nancy Williams
G. Cost/Fee Proposal (Enclose in a separate sealed envelope)
Note: Respondent/Offeror(s) receiving 600 or more points will be invited to do presentations to provide additional information if deemed necessary.
Internal Use Only
Total (Total Possible Score 750)
Reference(s) (Total Points 10
Cost/Fee Consideration (Total Points 10)
Proximity to Area (Total Points 10)
F. Proximity to Area
Administrative Services Committee Meeting
8/30/2016 1:20 PM
Award RFP to MetLife for ARC’s Dental Carrier effective January 1st, 2017.
Department:Human Resources
Presenter:Lisa Kelly
Caption:A motion to approve the award of the RFP for Dental Services
(RFP #16-199) to MetLife for a period of 2 years with the option
to extend 1 year under a 5% rate cap.
Background:The evaluation committee met and reviewed 3 compliant
submittals.
Analysis:The evaluation committee met on August 4th to evaluate the three
(3) compliant proposals. After reviewing, discussing and scoring
the proposals, the evaluation committee is recommending MetLife
as the Dental Insurance Provider beginning January 1st, 2017.
Financial Impact:Based on MetLife’s proposal, it would be in the best interest of
Augusta to award the dental contract to them. According to their
benefits and cost proposal, Augusta, GA and its employees will
see an approximate cost savings of 13% annually for the 1st 2
years of the contract and 8% in the 3rd year.
Alternatives:Send the RFP back out or negotiate with the current dental
contract in place with the current dental carrier.
Recommendation:Approve the awarding of the contract to MetLife effective January
1, 2017
Funds are Available
in the Following
Accounts:
REVIEWED AND APPROVED BY:
Finance.
Procurement.
Law.
Administrator.
Clerk of Commission
Administrative Services Committee Meeting
8/30/2016 1:20 PM
Bid Process
Department:Clerk of Commission
Presenter:
Caption:Discuss the bid process for the Central Services Department.
(Requested by Commissioner Marion Williams)
Background:
Analysis:
Financial Impact:
Alternatives:
Recommendation:
Funds are Available
in the Following
Accounts:
REVIEWED AND APPROVED BY:
Administrative Services Committee Meeting
8/30/2016 1:20 PM
Minutes
Department:Clerk of Commission
Presenter:
Caption:Motion to approve the minutes of the Administrative Services
Committee held on August 9, 2016.
Background:
Analysis:
Financial Impact:
Alternatives:
Recommendation:
Funds are Available
in the Following
Accounts:
REVIEWED AND APPROVED BY:
Administrative Services Committee Meeting
8/30/2016 1:20 PM
Wellness Program Tied to Medical Premium Cost
Department:Human Resources
Presenter:Michael Loeser
Caption:Authorize amendments to the health and wellness contract
designed to improve overall employee health conditions through
wellness initiatives while managing the cost of healthcare
services.
Background:For many years, Augusta Georgia has struggled with
implementing a bona fide Wellness Program. With the opening of
the On-Site Clinic, ACA mandates and an overall increased
awareness regarding the high cost of chronic conditions, the path
to implementation has become less resistant. In 5+ years, Augusta
Georgia has not increased employee’s premiums under the
medical plan. However, medical inflation is trending higher each
year and it is becoming more difficult for Augusta Georgia to
continue to absorb the increased costs.
Analysis:Based on benchmarking data as well as a review of claims and
utilization of the medical plan, it was determined that Augusta
Georgia should implement a Wellness program that rewards
employee’s for participation. Employees who choose to comply
with the proposed wellness requirements would not see an
increase in their medical premiums. The proposed wellness
requirements would include: Completing a tobacco usage
affidavit, completing a cessation program if the employee is a
tobacco user and completing a Health Risk Assessment including
bio-metric screenings. Employees could choose to complete their
bio-metric screening at no charge via screenings sponsored by
Augusta Georgia or they could choose to have the screening done
through a provider of their choice at their own expense.
Employees would be required to have their provider fax their bio-
metric results to HealthStat, Augusta Georgia’s On-site clinic
vendor. Employees who choose not to participate in the Wellness
program will see their premium increase in 2017.
Financial Impact:The financial impact to employees who choose not to participate
in the wellness program would be a 10% increase to their current
payroll medical deduction. The financial impact to Augusta
Georgia would be an increased cost to cover the bio-metric
screenings for employees that choose to obtain their screening at a
sponsored event. Augusta Georgia has a wellness fund through
BCBS Georgia that could be used to off-set the cost of the
screenings. Long-term impact to Augusta Georgia would be
reduced health plan costs due to employees being more aware of
their health conditions at an earlier stage. Improving employee’s
health, identifying potential health conditions and preventing
those conditions from becoming a chronic condition is paramount
to ensuring that Augusta Georgia is able to maintain a
competitive, cost effective and viable health plan.
Alternatives:Continue payroll deductions without any increase or increase
payroll deductions across the board regardless of participation in a
wellness program.
Recommendation:Implement a wellness program that includes a cessation affidavit,
a cessation program for employees who are tobacco users and a
required HRA that includes bio-metric screenings. Increase
medical premiums by 10% in 2017 for employees who choose not
to participate.
Funds are Available
in the Following
Accounts:
REVIEWED AND APPROVED BY:
Finance.
Procurement.
Law.
Administrator.
Clerk of Commission
Administrative Services Committee Meeting
8/30/2016 1:20 PM
Random Drug Testing
Department:Clerk of Commission
Presenter:
Caption:Discuss random drug testing. (Requested by Commissioner
Marion Williams)
Background:
Analysis:
Financial Impact:
Alternatives:
Recommendation:
Funds are Available
in the Following
Accounts:
REVIEWED AND APPROVED BY: