Administrative Services Committee Meeting

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 Item MetLife for a period of 2 years with the option to extend 1 year under a 5% rate Action: cap. Approved Motions Motion Motion Motion Text Made By Seconded By Type Result Motion to approve. Commissioner Commissioner Approve Passes Motion Passes 4- William Lockett Dennis Williams 0. 2. Discuss the bid process for the Central Services Department. (Requested by Item Commissioner Marion Williams) Action: Approved Motions Motion Motion Motion Text Made By Seconded By Type Result Motion to approve receiving this item as Commissioner Commissioner Approve information. Mr. Passes Mary Davis Dennis Williams Lockett out. Motion Passes 3-0. 3. Motion to approve the minutes of the Administrative Services Committee held Item on August 9, 2016. Action: Approved  Motions Motion Motion Motion Text Made By Seconded By Type Result Motion to approve. Commissioner Commissioner Approve Mr. Lockett out. Passes Mary Davis Dennis Williams Motion Passes 3-0. 4. Authorize amendments to the health and wellness contract designed to Item improve overall employee health conditions through wellness initiatives Action: while managing the cost of healthcare services. Rescheduled Motions Motion Motion Motion Text Made By Seconded By Type Result Motion to refer this item to the full Commissioner Commissioner Defer Commission with no William Dennis Passes recommendation. Lockett Williams Motion Passes 4-0. 5. Discuss random drug testing. (Requested by Commissioner Marion Item Williams) Action: Approved Motions Motion Motion Motion Text Made By Seconded By Type Result Motion to approve receiving this item as Commissioner Commissioner Approve information. Mr. Passes Dennis Williams Mary Davis Lockett out. Motion Passes 3-0. www.augustaga.gov  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 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 Attachment Addendum SAVE 8 Fee VENDORS E-Verify # Original "B" 1-3 Form Copies Proposal Delta Dental Insurance Non - 258 Southhall Lane Yes 251550 Yes Yes Yes Yes compliant Maitland, FL 32751 Blue Cross & Blue Shield 3350 Peachtree Rd., NE Yes 352145715 Yes Yes Yes Yes Yes Atlanta, GA 30326 Standard Insurance Co. Non - 920 SW 6th Ave Yes 37851 Yes Yes Yes Yes compliant Portland, OR 97204 MetLife 177 S Commons Dr Yes 44740 Yes Yes Yes Yes Yes Aurora, IL 60504 United Condordia 1800 Linglestown Road Non - Yes 40635 Yes Yes Yes Yes Suite 107 compliant Harrisburg, PA 17110 Cigna Health & Life Insurance Co. 3500 Piedmont Road Yes 189294 Yes Yes Yes Yes Yes Suite 200 Atlanta, GA 30305 Page 1 of 1  Evaluation Sheet - RFP Item #16-199 Dental Insurance for Augusta, Georgia - Human Resources Department Evaluation Meeting: Thursday, August 4, 2016 @ 3:00 p.m. Cigna Health & Life Blue Cross & Standard United Condordia MetLife Insurance Co. Delta Dental Insurance Blue Shield Insurance Co. 1800 Linglestown Road, Vendors 177 S Commons Dr 3500 Piedmont Road 258 Southhall Lane 3350 Peachtree Rd., NE 920 SW 6th Ave Suite 107 Aurora, IL 60504 Suite 200 Maitland, FL 32751 Atlanta, GA 30326 Portland, OR 97204 Harrisburg, PA 17110 Atlanta, GA 30305 RANKING - First Round Elimination (MUST PASS FOR CONTINUED CONSIDERATION) Submittal and Quality of RFP 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 Second Round Elimination (Total Points 50) (MUST ACHIEVE 35 POINTS FOR CONTINUED CONSIDERATION) Quality of RFP C. Overall Quality of RFP (concise and to-the- point) 50 41.7 49.3 39.3 0.0 0.0 0.0 Proposer’s Overall Ability to Provide the Services (Total Points 470) D. Narrative 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 Scope of Services (Total Points 200) E. Scope of Services 1. Provide eligible participants with a quality, affordable dental care program with access to an adequate selection of PPO network 50 42.7 47.3 40.0 0.0 0.0 0.0 providers. 2. Provide timely, accurate, responsive claim and customer service to plan participants and 50 43.3 46.7 41.7 0.0 0.0 0.0 plan administrators. 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 50 40.0 46.0 35.7 0.0 0.0 0.0 plans if desired. 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. Cigna Health & Life Blue Cross & Standard United Condordia MetLife Insurance Co. Delta Dental Insurance Blue Shield Insurance Co. 1800 Linglestown Road, Vendors 177 S Commons Dr 3500 Piedmont Road 258 Southhall Lane 3350 Peachtree Rd., NE 920 SW 6th Ave Suite 107 Aurora, IL 60504 Suite 200 Maitland, FL 32751 Atlanta, GA 30326 Portland, OR 97204 Harrisburg, PA 17110 Atlanta, GA 30305 RANKING - First Round Elimination Proximity to Area (Total Points 10) F. Proximity to Area 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, 4 0.0 0.0 0.0 0.0 0.0 0.0 NC, SC, FL) 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 Cost/Fee Consideration (Total Points 10) G. Cost/Fee Proposal (Enclose in a separate sealed envelope)  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 Reference(s) (Total Points 10 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 (Total Possible Score 750) Total 750 616.0 696.7 565.7 0.0 0.0 0.0 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 Evaluator: Cumulative Date: 5/18/16 Procurement DepartmentRepresentative: Nancy Williams Procurement Department Completion Date: Nancy Williams  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: