R-1712 - 03/13/2018 - PURCHASING - Resolutions Supporting DocumentsBOT 02.13.18 AGENDA
Vision Insurance Page 1
BOARD OF TRUSTEES MEETING
SAMUEL E. DEAN BOARD ROOM
BUTLER GOVERNMENT CENTER
1200 OAK BROOK ROAD
OAK BROOK, ILLINOIS
630-368-5000
AGENDA ITEM
Regular Board of Trustees Meeting
of
March 13, 2018
SUBJECT: Award of Contract - Vision Insurance
FROM: Kathy Vonachen, Human Resource Manager/Deputy Clerk
BUDGET SOURCE/BUDGET IMPACT: Employee Benefits – Vision Insurance (133-
70350)
RECOMMENDED MOTION: I move that the Village Board waive the
competitive bidding process and authorize staff to execute an agreement with
EyeMed, pending final attorney review, for Vision Insurance for Plan Year starting
July 1, 2018 through June 30, 2022. Additionally, I move that the Village Board
approve Resolution R-1712, A Resolution Approving the Waiver of Competitive
Bidding and Authorizing the Purchase of Vision Benefits for Employees.
Background/History:
The current four-year agreement with EyeMed for vision insurance is due to expire on July
1, 2018. Our broker, Vista National, has informed us that EyeMed has offered to extend
the current contract for an additional four years with the Village maintaining the same
monthly rate of $13.10 for family and $5.15 for employee only. The four-year total cost is
$26,944.80 ($6,736.20 per year for the four-year term). The Village vision plan has 133
employees, which includes approximately 24 retirees (who pay 100% of the equivalent
premium for their coverage) in the program. Out of those employees, approximately 67
are enrolled in the family plan and 42 are enrolled on the employee only plan. The Oak
Brook Park District is also on our plan for vision paying the full premium cost for all
eligible individuals. The Village pays for only the employee’s portion of the monthly
premium.
The Village is entitled to terminate this agreement at any time with no penalties and seek
a more competitive pricing from another vendor.
Item 8.C.1
BOT 02.13.18 AGENDA
Vision Insurance Page 2
Recommendation:
That the Village Board waive the competitive bidding process and authorize staff to
execute an agreement with EyeMed, pending final attorney review, for Vision Insurance
for Plan Year starting July 1, 2018 through June 30, 2022. Additionally, I move that the
Village Board approve Resolution R-1712, A Resolution Approving the Waiver of
Competitive Bidding and Authorizing the Purchase of Vision Benefits for Employees.
RESOLUTION 2018-VS-PL-IS-EX-R-1712
A RESOLUTION APPROVING THE WAIVER OF
COMPETITIVE BIDDING AND AUTHORIZING THE
PURCHASE OF VISION BENEFITS FOR EMPLOYEES
W HEREAS, the Village for the past four years has had an Agreement with EyeMed for vision
insurance for its employees and that current Contract is due to expire July 1, 2018; and
WHEREAS, the Contractor has agreed to extend the current Contract for a period of an additional
four years with the Village maintaining the same monthly rates for family and for employee-only coverage;
and
WHEREAS, the Village is entitled to terminate this Agreement at any time with no penalties; and
W HEREAS, employees of the Oak Brook Park District are also covered by this Plan, and they
would continue to be so covered based upon their prompt payments; and
WHEREAS, because of the satisfaction of the Village with this Plan and the Agreement to
continue with existing costs, it would not benefit the Village to, at this time, seek competitive bids.
NOW THEREFORE, BE IT RESOLVED BY THE PRESIDENT AND BOARD OF TRUSTEES OF
THE VILLAGE OF OAK BROOK, DU PAGE AND COOK COUNTIES, ILLINOIS, as follows:
Section 1: The Village President or Village Manager are hereby authorized to execute a
cancelable four-year Contract with EyeMed for the furnishing of vision insurance. The form to be
executed is attached to and made a part of this Resolution as Exhibit A, and the parties authorized to do
so may execute it.
Section 2: The Village authorizes the adoption of this Resolution and the entry into this
Contract without the needs for competitive bidding because the Village is satisfied with the services
provided and a continuation of the current coverage at existing rates is within the best interest of the
Village.
Section 3: This Resolution shall be in full force and effect from and after its passage and
approval by the Village President.
APPROVED THIS 13th day of March, 2018
Gopal G. Lalmalani
Village President
PASSED THIS 13th day of March, 2018
Ayes: ___________________________________________________________
Nays: ___________________________________________________________
Absent: __________________________________________________________
ATTEST:
_____________________________________
Charlotte K. Pruss
Village Clerk
Resolution 2018-VS-PL-IS-EX-R-1712
VISION BENEFITS
Page 2 of 3
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EXHIBIT A