Department
Finance
Requested Action (Identify appropriate Action or Motion, purpose, cost, timeframe, etc.)
title
Request approval to extend an existing contract - Finance Department, 19-RFP060519C-MH, Employee Healthcare Benefit Plan - Dental with Aetna Life Insurance Company (Atlanta, GA) to administer: [1] Dental PPO (DPPO) Plan on a self-funded basis and [2] Dental HMO (DHMO) Plan on an insured basis, to eligible employees, retirees, beneficiaries and their covered dependents for an additional 12-month period. Effective date: January 1, 2025, through 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 102-420, contract modifications within the scope of the contract and necessary for contract completion of the contract, in the specifications, services, time of performance or terms and conditions of the contract shall be forwarded to the Board of Commissioners for approval.
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 request is to extend the existing contract for FY2025 to provide
Scope of Work: Aetna administers the self-funded dental PPO and the fully insured dental HMO plans for active employees, retirees/beneficiaries, and their eligible dependents. year. Proposals received for the Dental plans were not as advantageous as the existing dental plan options. Finance Department plans to issue a new solicitation for dental plan services for fiscal year 2026.
Department Recommendation: The Finance Department recommends extending the existing contract for an additional 12-month period with Aetna to administer the Dental PPO and HMO Plans for the 2025 plan year. There is no change to the administrative fee for the self-funded Dental PPO plan from 2024 to 2025. The 2025 Dental HMO rates and Dental PPO premium rates are presented as a separate agenda item for approval.
Project Implications: None.
Community Issues/Concerns: None.
Department Issues/Concerns: None.
Contract Modification
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Current Contract History |
BOC Item |
Date |
Dollar Amount |
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Original Award Amount |
19-0620 |
8/7/2019 |
Dental PPO: Based on per member per month admin fee. Dental HMO: Per enrollment based on approved rates. |
|
1st Renewal |
20-0840 |
11/8/2020 |
Dental PPO: Based on per member per month admin fee. Dental HMO: Per enrollment based on approved rates. |
|
2nd Renewal |
21-0647 |
9/1/2021 |
Dental PPO: Based on per member per month admin fee. Dental HMO: Per enrollment based on approved rates. |
|
3rd Renewal |
22-0605 |
09/20022 |
Dental PPO: Per enrolled employee or retiree per month admin fee. Dental HMO: Per enrolled employee or retiree per month, according to approved rates by coverage tier. |
|
4th Renewal |
23-0550 |
8/16/2023 |
Dental PPO: Per enrolled employee or retiree per month admin fee. Dental HMO: Per enrolled employee or retiree per month, according to approved rates by coverage tier. |
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Extension No. 1 |
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Dental PPO: Per enrolled employee or retiree per month admin fee. Dental HMO: Per enrolled employee or retiree per month, according to approved rates by coverage tier. |
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Total Revised Amount |
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Contract & Compliance Information (Provide Contractor and Subcontractor details.)
(1)
Contract Value: $1.84 per enrollee per month administrative fee (no change from 2024 admin fee), the dental HMO fee is within the fully insured premium.
Prime Vendor: Aetna Dental PPO (DPPO)
Prime Status: Non-Minority
Location: Atlanta, GA
County: Fulton County
Prime Value: $1.84 per enrollee per month administrative fee.
Total Contract Value: $1.84 per enrollee
Total Certified Value: TBD
(2)
Contract Value: Per enrollment in accordance with the approved Dental HMO rates.
Prime Vendor: Aetna Dental HMO (DHMO)
Prime Status: Non-Minority
Location: Atlanta, GA
County: Fulton County
Prime Value: Per enrollment in accordance with the approved Dental HMO rates.
Total Contract Value: $Per Enrollee with Approved HMO Rates.
Total Certified Value: TBD
Exhibits Attached (Provide copies of originals, number exhibits consecutively, and label all exhibits in the upper right corner.)
Exhibit 1: Extension No. 1 to Form of Contract
Exhibit 2: Contractor Performance Report
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
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Yes
Previous Contracts
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Yes
Total Contract Value
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Original Approved Amount: |
Dental PPO: Based on per member per month admin fee. Dental HMO: Per enrollment based on approved 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:
426-999-P003-1560: Group Insurance Stabilization, General Fund, Administrative
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Key Contract Terms |
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Start Date: 1/1/2025 |
End Date: 12/31/2025 |
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Cost Adjustment: |
Renewal/Extension Terms: Extension for 12 additional months |
Overall Contractor Performance Rating: 85
Would you select/recommend this vendor again?
Yes
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Report Period Start: |
Report Period End: |
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4/1/2024 |
6/30/2024 |