Okaloosa County BOCC — August 19, 2014 — reading text

Packet Pg. 206 Packet Pg. 207 Packet Pg. 208 Packet Pg. 209 Packet Pg. 210 Packet Pg. 211 Packet Pg. 212 Packet Pg. 213 Packet Pg. 214 Packet Pg. 215 Packet Pg. 216 Packet Pg. 217 Packet Pg. 218 Packet Pg. 219 Packet Pg. 220 Packet Pg. 221 Packet Pg. 222 Packet Pg. 223 Packet Pg. 224 Packet Pg. 225 Packet Pg. 226 Packet Pg. 227 Packet Pg. 228 Packet Pg. 229  BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: August 19, 2014 TO: Honorable Chairman and Members of the Board FROM: Kay Godwin SUBJECT: Met Life Dental Contract DEPARTMENT: Human Resources BCC DISTRICT: ALL STATEMENT OF ISSUE: Request approval of a new group dental insurance plan with Metropolitan Life Insurance Company (Met Life). BACKGROUND: On August 5, 2014, the Board conceptually approved moving forward with Metropolitan Life Insurance Company (Met Life) as the County's new dental insurance provider. The signed contract has been received from Met Life and is attached for final approval and execution. As part of the overall compensation and benefits package, the county provides group dental insurance for full time employees with a family plan option paid 100% by employees. The employees of the Clerk of Circuit Court, Supervisor of Elections and Property Appraiser currently participate in these group insurance programs. Employees of the Tax Collector participate in the group health insurance program, and they have expressed an interest in re- joining the county's dental insurance program. Earlier this year, the county solicited proposals for dental, life, and long term disability insurance benefits (RFP RM-44-14). The selection committee reviewed the proposals and attended presentations by the top-ranked providers. The selection committee recommends the proposal submitted by Met Life for dental insurance. This proposal results in a savings to the county of approximately $28,500 in the first year. Staff also believes this plan will address some of the issues some employees have with the current provider. Kevin Locht with Corporate Benefits is the local broker for this product. OPTIONS: Approve or provide further direction. RECOMMENDATIONS: Staff recommends approval of the group dental insurance contract with Metropolitan Life Insurance Company (Met Life) and requests authorization for the Chairman to sign the required documents. RECOMMENDED BY: Packet Pg. 230 APPROVED BY: Ernie Padgett, County Administrator Packet Pg. 231 Packet Pg. 232 Packet Pg. 233 Packet Pg. 234 Packet Pg. 235 Packet Pg. 236 Packet Pg. 237 Packet Pg. 238 Packet Pg. 239 Packet Pg. 240 Packet Pg. 241 Packet Pg. 242 Packet Pg. 243 Packet Pg. 244 Packet Pg. 245 Packet Pg. 246 Packet Pg. 247 Packet Pg. 248 Packet Pg. 249 Packet Pg. 250 Packet Pg. 251 Packet Pg. 252 Packet Pg. 253 Packet Pg. 254 Packet Pg. 255 Packet Pg. 256 Packet Pg. 257 Packet Pg. 258 Packet Pg. 259 Packet Pg. 260 Packet Pg. 261 Packet Pg. 262 Packet Pg. 263 Packet Pg. 264 Packet Pg. 265 Packet Pg. 266 Packet Pg. 267 Packet Pg. 268 Packet Pg. 269 Packet Pg. 270 Packet Pg. 271 Packet Pg. 272 Packet Pg. 273 Packet Pg. 274 Packet Pg. 275 Packet Pg. 276 Packet Pg. 277 Packet Pg. 278 Packet Pg. 279 Packet Pg. 280 Packet Pg. 281 Packet Pg. 282 Packet Pg. 283 Packet Pg. 284 Packet Pg. 285 Packet Pg. 286  BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: August 19, 2014 TO: Honorable Chairman and Members of the Board FROM: Kay Godwin SUBJECT: Florida Blue Medicare Amendment #1 DEPARTMENT: Human Resources BCC DISTRICT: ALL STATEMENT OF ISSUE: Request approval of the Florida Blue Medicare Amendment #1 contract rates. BACKGROUND: On June 17, 2014, the Board approved the renewal of the Florida Blue Medicare contract effective October 1, 2014. However, the split contract rates were not included in the approved contract. This amendment seeks to clarify the Medicare carve-out rates for retired employees, to include the split contract rates. OPTIONS: Approve or provide additional direction. RECOMMENDATIONS: Approve and authorize the Chairman to sign Amendment #1 to the Florida Blue Medicare contract. RECOMMENDED BY: APPROVED BY: Ernie Padgett, County Administrator Packet Pg. 287 Packet Pg. 288 Packet Pg. 289 Packet Pg. 290  BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: August 19, 2014 TO: Honorable Chairman and Members of the Board FROM: Kay Godwin SUBJECT: Medical Insurance Agent of Record - Contract Renewal DEPARTMENT: Human Resources BCC DISTRICT: ALL STATEMENT OF ISSUE: Request approval to renew the contract with Barnes Insurance as Okaloosa County's medical insurance agent of record. BACKGROUND: In October 2011, Barnes Insurance was re-awarded the contract to serve as Okaloosa County's medical insurance agent of record following a competitive RFP process. Barnes Insurance representatives have been instrumental in negotiating a ProShare Refund agreement that has provided over $4.8 million in premium refunds to the County. They have also assisted the County in negotiating competitive health insurance rates and coverages, including a 10% reduction in health premiums during Fiscal Year 2014. In addition, Barnes Insurance provides up to date information on the ever changing Health Care Reform laws to ensure the County maintains compliance. This contract renewal period will be October 1, 2014 to September 30, 2015. The cost of the contract will remain the same at $59,800 annually and is paid by Florida Blue. OPTIONS: Approve or provide additional direction. RECOMMENDATIONS: Staff recommends the Board approve the renewal of the contract and authorize the Chairman to sign the required documents. RECOMMENDED BY: APPROVED BY: Ernie Padgett, County Administrator Packet Pg. 291 Packet Pg. 292 Packet Pg. 293 Packet Pg. 294 Packet Pg. 295  BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: August 19, 2014 TO: Honorable Chairman and Members of the Board FROM: Ed Schroeder SUBJECT: Use of Promotional Reserves - Peter Mayer TO 144 DEPARTMENT: Tourist Development Department BCC DISTRICT: STATEMENT OF ISSUE: TDD is requesting Board approval of the use of Promotional Reserves. BACKGROUND: The Board approved the Consolidated Strategic Marketing Plan on May 6, 2014, which included a category for Promotional Reserve in the amount of $150,061. Funding in the amount of $59,499 is available for appropriation. To the greatest extent possible, such opportunities will be presented to the TDC for recommendation to the BCC for approval in advance. Task Order 144 in the amount of $18,895 authorizes a social media sweepstakes, email opt-in button on the website in conjunction with visitors guide requests, and development of three pop- up banners for use at trade shows. Due to the timing of regular meetings, the TDC is unable to provide a recommendation to the Board. TDC will be apprised of this use of promotional reserves at its August 28 meeting. Although the task order language reflects BCC approval on August 5, the requisite approvals could not be obtained in time and the task order is being presented to BCC on August 19. OPTIONS: Approve or Disapprove RECOMMENDATION: Approve Peter Mayer task order 144 titled Social Media Sweepstakes, Visitors Guide Email, & Pop-Up Banners in the amount of $18,895. RECOMMENDED BY: APPROVED BY: Ernie Padgett, County Administrator Packet Pg. 296 Packet Pg. 297 Packet Pg. 298 Packet Pg. 299 Packet Pg. 300  BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: August 19, 2014 TO: Honorable Chairman and Members of the Board FROM: Ed Schroeder SUBJECT: Use of Promotional Reserves - Peter Mayer TO 145 DEPARTMENT: Tourist Development Department BCC DISTRICT: STATEMENT OF ISSUE: TDD is informing the Board of the use of Promotional Reserves. BACKGROUND: The Board approved the Consolidated Strategic Marketing Plan on May 6, 2014, which included a category for Promotional Reserve in the amount of $150,061. Funding in the amount of $37,194 is available for appropriation. To the greatest extent possible, such opportunities will be presented to the TDC for recommendation to the BCC for approval in advance. However, these funds may be appropriated in accordance with County approval authority and with concurrence of the TDC Chairman if an opportunity would be lost due to the timing of regular TDC and BCC meetings. In such case, the TDC and BCC will be informed of the use of these dollars at their next regularly scheduled meetings. Task Order 145 titled Funway Holidays in the amount of $9,500 authorizes advertising to attract visitors from the United Kingdom. Funway is affiliated with The Mark Travel Corporation, one of America's largest and most respected tour operators, and has become the leading independent wholesale tour operator from the UK to the US. The marketing plan is based on a consortium of eight Florida CVBs contributing to the campaign, and many of our competitors have already jumped on board (Cocoa Beach, Sarasota, Bradenton, Daytona and Pensacola). This cooperative partnership will allow the Emerald Coast to reach travelers from the UK through a dedicated Florida Beaches Campaign. This time-sensitive task order was vetted with the TDC Chairman, and approved in accordance with County approval authority. TDC will be apprised of this use of Promotional Reserves at its August 28 meeting. RECOMMENDATION: For informational purposes only; no action required. RECOMMENDED BY: Packet Pg. 301 APPROVED BY: Ernie Padgett, County Administrator Packet Pg. 302 Packet Pg. 303 Packet Pg. 304 Packet Pg. 305 Packet Pg. 306 Packet Pg. 307  BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: August 19, 2014 TO: Honorable Chairman and Members of the Board FROM: Ed Schroeder SUBJECT: Payment Approval - First Coast Promotions (Shirts & Hats) DEPARTMENT: Tourist Development Department BCC DISTRICT: STATEMENT OF ISSUE: Request approval of payment in the amount of $9,047 to First Coast Promotions for Let’s Go Emerald Coasting shirts and hats. BACKGROUND: As part of the new Let’s Go Emerald Coasting campaign, shirts and hats were procured as promotional items. Agency services for design were provided under contractual base services and it was determined the County would purchase these items directly. However, a purchase requisition was not entered and the ad agency proceeded with ordering the items without a task order on the basis that the County would pay the vendor directly. Accordingly, there is no method to pay the vendor in accordance with County