File #: 23-0551    Version: 1 Name:
Type: CM Action Item - Open & Responsible Government Status: Passed
File created: 7/5/2023 In control: Board of Commissioners
On agenda: 8/16/2023 Final action: 8/16/2023
Title: Request approval to renew existing contracts - Finance Department, 19-RFP060519C-MH, Employee Health Benefit Plan - Vision Benefits provided on a self-funded basis administered by EyeMed Vision Care, to eligible active employees, retirees/beneficiaries, and their eligible dependents. This action exercises the fourth of four renewal options. No renewal option remains. Effective dates: January 1, 2024, through December 31, 2024. (APPROVED)
Attachments: 1. Exhibit 1 Contract Renewal Agreement, 2. Exhibit 2 Contract Performance Evaluation Vision, 3. 2023-0551

 

Department

Finance

 

Requested Action (Identify appropriate Action or Motion, purpose, cost, timeframe, etc.)

title

 

Request approval to renew existing contracts - Finance Department, 19-RFP060519C-MH, Employee Health Benefit Plan - Vision Benefits provided on a self-funded basis administered by EyeMed Vision Care, to eligible active employees, retirees/beneficiaries, and their eligible dependents. This action exercises the fourth of four renewal options. No renewal option remains. Effective dates: January 1, 2024, through December 31, 2024.  (APPROVED)

body


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 (First sentence includes Agency recommendation. Provide an executive summary of the action that gives an overview of the relevant details for the item.)

 

Scope of Work: The Finance Department requests approval to renew existing contract with EyeMed Vision Care to administer self-funded comprehensive vision benefit services for eligible active employees, retirees/beneficiaries, and their covered dependents. Under the self-funded arrangement, the carrier administers the plan, but claims are funded by the County. This contract provides an all-inclusive administration fee for vision plan administration, claims adjudication, reporting and customer service. EyeMed continues to offer the largest provider network.

 

Community Impact: None

 

Department Recommendation: The Finance Department recommends renewal of existing contract with EyeMed to administer the comprehensive self-funded vision plan at the rate of $0.55 per enrollee per month.  There is no change in the vision administration fee from 2023 to 2024. The 2024 vision premium rates are presented as a separate agenda item for approval.

 

Project Implications: None

 

Community Issues/Concerns: None

 

Department Issues/Concerns: None

 

Contract Modification

 

Current Contract History

BOC Item

Date

Dollar Amount

Original Award Amount

19-0621

08/7/2019

Monthly admin fee per enrolled employee/retiree/beneficiary

1st Renewal

20-0829

11/18/2020

Monthly admin fee per enrolled employee/retiree/beneficiary

2nd Renewal

21-0648

09/01/2021

Monthly admin fee per enrolled employee/retiree/beneficiary

3rd Renewal

22-2488

9/7/2022

Monthly admin fee per enrolled employee/retiree/beneficiary

4th Renewal

 

8/16/23

Monthly admin fee per enrolled employee/retiree/beneficiary

Total Revised Amount

 

 

 

Contract & Compliance Information (Provide Contractor and Subcontractor details.)

Contract Value:                                          PPO Plan - $0.55 per enrolled employee/retiree/

beneficiary                                          

Prime Vendor:                     Eye Med Vision Care, LLC                                                               

Prime Status:                     Non-Minority

Location:                                                               Mason, OH                                                               

County:                                                               Warren County

Prime Value:                                          $0.55 per enrolled employee/retiree/beneficiary                                          

 

Total Contract Value:                     $0.55 per enrolled employee/retiree/beneficiary                                          

Total Certified Value:                     $0.00 or 0.00%                                          

 

Exhibits Attached (Provide copies of originals, number exhibits consecutively, and label all exhibits in the upper right corner.)

Exhibit 1: Contract Renewal Agreement

Exhibit 2: Contract Renewal Evaluation Form

Exhibit 3: Contractor Performance Report

 

Contact Information (Type Name, Title, Agency and Phone)
title

Ray Turner, Deputy Finance Director 404-612-7737 or Verna Thomas, Employee Benefits Manager, Finance 404-612-7639

 

 

 

Contract Attached
title

Yes


Previous Contracts

title

Yes

 

Total Contract Value:  [Per approved per member per month administrative fee plus claims cost]

Original Approved Amount:

Enrollment based on per member per month administrative fee

Previous Adjustments:

 

This Request:

 

TOTAL:

 


Grant Information Summary

Amount Requested:

 

Cash

Match Required:

 

In-Kind

Start Date:

 

Approval to Award

End Date:

 

Apply & Accept

Match Account $:

 

 

 


Fiscal Impact / Funding Source

Funding Line 1:

426-999-P003-1560: Group Insurance Stabilization, General Fund, Administrative

 

Key Contract Terms

Start Date: 1/1/2024

End Date: 12/31/2024

Cost Adjustment:

Renewal/Extension Terms: 4 of 4


Overall Contractor Performance Rating: 89%

Would you select/recommend this vendor again?

Yes

 

Report Period Start:

Report Period End:

1/1/2023

6/30/2023