Title
Human Resources Department recommending the Board:
1) Make findings in accordance with Procurement Policy C-17, Section 3.4 (2) exempting the competitive bidding process because the Contractor is the exclusive broker under Public Risk Innovation, Solutions and Management (PRISM) and has sole authority to represent PRISM programs to California public agencies;
2) Make findings in accordance with County Ordinance Code Chapter 3.13, Section 3.13.030 (B), Contracting Out, that it is appropriate to contract with Alliant Insurance Services for employee benefit consulting due to the specialty skills and qualifications involved in the performance of the work;
3) Approve and authorize the Board Chair to sign agreement 6965 with Alliant Insurance Services, Inc. for employee benefit consulting services with a total not-to-exceed amount of $135,000 for the term of February 1, 2023, through January 31, 2026; and
4) Authorize the Director of Human Resources to execute any necessary amendments relating to Agreement for Services 6965, excluding term extensions and increases to the not-to-exceed amount, contingent upon approval by County Counsel and Risk Management.
FUNDING: Risk Management Health Fund.
Body
DISCUSSION / BACKGROUND
The contract process for Agreement 6965 between the County of El Dorado and Alliant Insurance Services, Inc., was initiated prior to the new Procurement Policy that went into effect on October 20, 2022. Human Resources is requesting the Board waive competitive bidding for this Agreement in accordance with Procurement Policy C-17, Section 3.4 (2) exempting the competitive bidding process.
Alliant Insurance Services is the exclusive broker under Public Risk Innovation, Solutions and Management (PRISM) and has sole authority to represent PRISM programs to California public agencies. PRISM is a Joint Powers Authority (JPA) comprised of California counties, cities, and public agencies organized to jointly develop and fund insurance and related programs with the most favorable terms and costs. As a member of this organization, the County has successfully controlled costs of the health plans offered through PRISM Health.
The County has contracted with Alliant Insurance Services since 2009. They advise and assist County staff for the effective management of the County’s benefit programs, including group health insurance, dental, vision, prescription drugs, and employee benefit programs. Agreement 6965 will continue these services with Alliant Insurance Services.
The Human Resources Department is requesting the Board approve a contract with Alliant Insurance Services for employee benefit consulting with a total not-to-exceed amount of $135,000 for the term February 1, 2023, through January 31, 2026.
ALTERNATIVES
The Board could choose not to approve the agreement and Human Resources could find another vendor to provide employee benefit consulting services; however, this alternative would likely result in the County losing access to PRISM Health benefit Programs and is therefore not recommended.
PRIOR BOARD ACTION
January 28, 2020, Legistar Item 20-0044 - The Board approved and authorized the Purchasing Agent to sign agreement 4474 with Alliant Insurance Services, Inc. with a total not-to-exceed amount of $135,000 for the term February 1, 2020, through January 31, 2023.
January 16, 2016, Legistar Item 09-1484 - The Board approved Amendment IV to Agreement 356-S1011 with Alliant Insurance Services, Inc. for the period of February 1, 2010 through January 31, 2017, increasing the not-to-exceed amount by $100,000 for a new total not-to-exceed amount of $710,000.
OTHER DEPARTMENT / AGENCY INVOLVEMENT
CAO, Procurement and Contracts, Human Resources Risk Management Division. The Auditor-Controller has been notified.
CAO RECOMMENDATION / COMMENTS
Approve as recommended.
FINANCIAL IMPACT
There is no increase to the rates reflected in existing Agreement 4474. Funding for the agreement is included in the Risk Management Health Fund Program Budget for FY 2022-2023.
CLERK OF THE BOARD FOLLOW UP ACTIONS
Clerk of the Board to obtain Board Chair signature on Agreement 6965 and forward to CAO Fiscal, attention Kelley Lawrie.
STRATEGIC PLAN COMPONENT
Good Governance
CONTACT
Joseph Carruesco, Director of Human Resources