Department
Finance
Requested Action (Identify appropriate Action or Motion, purpose, cost, timeframe, etc.)
title
Request approval to renew an existing contract - Finance Department, 21RFP071321C-MH, Voluntary Worksite Benefits with (A) Continental American Insurance Company, a wholly-owned subsidiary of Aflac Incorporated to provide Accident Insurance; Critical Illness Insurance; Hospital Indemnity Insurance; Whole Life with Long Term Care Rider for both high and low tiers of coverage and Flexible Spending Accounts (Ameriflex Administrator): Commuter/Transit, Dependent Care, Limited Purpose & Traditional Health; (B) Pre-Paid Legal Services, Inc. dba LegalShield to provide Identity Theft Protection for both high and low tiers of coverage and (C) Metropolitan Life Insurance Company to provide Short-term Disability Insurance & Legal Plans for both high and low tiers of coverage. Voluntary Benefit Plan Premiums/Contributions 100% employee paid. This action exercises the third of four renewal options. One renewal option remains. Effective dates: January 1, 2025, to December 31, 2025. (APPROVED)
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Requirement for Board Action (Cite specific Board policy, statute or code requirement)
In accordance with Purchasing Code Section 102-394(6), the Purchasing Department shall present all renewal requests to the Board of Commissioners at least 90 days prior to the contract renewal date, 60 days if the contract term is six (6) months or less.
Strategic Priority Area related to this item (If yes, note strategic priority area below)
Open and Responsible Government
Commission Districts Affected
All Districts ☒
District 1 ☐
District 2 ☐
District 3 ☐
District 4 ☐
District 5 ☐
District 6 ☐
Is this a purchasing item?
Yes
Summary & Background: This contract provides administration of the voluntary benefits programs for active employees. Full-time employees are eligible for all plan offerings. Temporary employees are limited to post-tax plan options only. Voluntary benefits premiums are paid with 100% employee contributions. There is no premium cost impact to the County. Administration by vendor are as follows:
|
Plans |
Vendor |
Premium Tax Basis |
|
Critical Illness insurance |
Aflac |
Pre-tax |
|
Hospital Indemnity insurance |
Aflac |
Pre-tax |
|
Accident insurance |
Aflac |
Pre-tax |
|
Whole Life with Long Term Care Rider |
Aflac |
Post-tax |
|
Flexible Spending Accounts |
Aflac (Ameriflex Administrator) |
Pre-tax |
|
Identity Theft Protection |
Pre-paid Legal Services |
Post-tax |
|
Legal Insurance |
Metlife |
Post-tax |
|
Short Term Disability insurance |
Metlife |
Post-tax |
Community Impact: None.
Department Recommendation: The Finance Department recommends renewal of existing contracts with Aflac, Prepaid Legal and Metlife to provide voluntary benefits coverage to active employees for the 2025 plan year. There are no changes to the plan designs from 2024 to 2025. There is a 20% rate reduction for the Short-Term Disability premiums for the 2025 plan year. There are no premium changes for the remaining products for the 2025 plan year.
Project Implications: None.
Community Issues/Concerns: None.
Department Issues/Concerns: None.
Contract Modification
|
Current Contract History |
BOC Item |
Date |
Dollar Amount |
|
Original Award Amount |
21-0658 |
9-1-21 |
100% employee paid |
|
1st Renewal |
22-0608 |
9-7-22 |
100% employee paid |
|
2nd Renewal |
23-0549 |
8-16-23 |
100% employee paid |
|
3rd Renewal |
|
9-4-24 |
100% employee paid |
|
Total Revised Amount |
|
|
|
Contract & Compliance Information (Provide Contractor and Subcontractor details.)
Total Contract Value: 100.00% Employee Funded
(A)
Contract Value: 100.00% Employee Funded
Prime Vendor: Continental American Insurance Co. dba Aflac Group
Prime Status: Non-Minority
Location: Columbia, SC
County: Richland County
Prime Value: 100.00% Employee Funded
Subcontractor: None
Total Contract Value: 100.00% Employee Funded
Total M/FBE Value: $-0-
(B)
Contract Value: 100.00% Employee Funded
Prime Vendor: Pre-Paid Legal Services dba Legal Shield
Prime Status: Non-Minority
Location: Ada, OK
County: Pontotoc County
Prime Value: 100.00% Employee Funded
Subcontractor: None
Total Contract Value: 100.00% Employee Funded
Total M/FBE Value: $-0-
(C)
Contract Value: 100.00% Employee Funded
Prime Vendor: MetLife Consumer Services & MetLife Legal Plans, Inc.
Prime Status: Non-Minority
Location: New York, NY
County: New York County
Prime Value: 100.00% Employee Funded
Subcontractor: None
Total Contract Value: 100.00% Employee Funded
Total Certified Value: $-0-
Exhibits Attached:
Exhibit 1: Contract Renewal Agreements
Exhibit 2: Performance Evaluation Reports
Exhibit 3: Voluntary Benefit Plan Designs
Exhibit 4: Voluntary Benefits Premium Rates
Exhibit 5: Short Term Disability Rates for 2025
Exhibit 6: Voluntary Benefits Communication Credit
Exhibit 7: Contract Renewal Evaluation Form
Contact Information (Type Name, Title, Agency and Phone)
title
Ray Turner, Deputy Finance Director (404) 612-7737
Verna Thomas, Benefits Manager (404) 612-7639
Contract Attached
title
Yes
Previous Contracts
title
Yes
Total Contract Value
|
Original Approved Amount: |
100% employee paid based on approved premium rates. |
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Previous Adjustments: |
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This Request: |
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TOTAL: |
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Grant Information Summary
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Amount Requested: |
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☐ |
Cash |
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Match Required: |
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☐ |
In-Kind |
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Start Date: |
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☐ |
Approval to Award |
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End Date: |
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☐ |
Apply & Accept |
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Match Account $: |
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Fiscal Impact / Funding Source
Funding Line 1:
100% Employee Paid Premiums
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Key Contract Terms |
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Start Date: 1/1/2025 |
End Date: 12/31/2025 |
|
Cost Adjustment: |
Renewal/Extension Terms: 3 of 4 Renewals |
Overall Contractor Performance Rating:
AFLAC 85%
MetLife 85%
Atlanta Legal Aid Society, Inc. 85%
Would you select/recommend this vendor again?
Yes
|
Report Period Start: |
Report Period End: |
|
1/1/2024 |
6/30/2024 |