Broward County Commission Regular Meeting
Director's Name: George Tablack
Department: Finance and Administrative Services Division: Purchasing
Information
Requested Action
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MOTION TO APPROVE Agreement between Broward County and U.S. Legal Services, Inc., for Group Prepaid Legal Services, Request for Proposals (RFP) No. GEN2127610P1, for the Human Resources Division, for an initial three-year term, and authorize the Director of Purchasing to renew the Agreement for up to one additional two-year term; and authorize the Mayor and Clerk to execute same.
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Why Action is Necessary
In accordance with Broward County Procurement Code Section 21.47(a), Award and Execution Authority, the Board shall make all awards, and authorize the execution of the associated contracts, with a value of more than $500,000, inclusive of the value of any renewals or extensions.
What Action Accomplishes
Provides for an open-end contract for group prepaid legal insurance services.
Goal Related Icon(s)
☐County Commission
☐Go Green
☐MAP Broward
Previous Action Taken
None.
Summary Explanation/Background
THE PURCHASING DIVISION AND THE FINANCE AND ADMINISTRATIVE SERVICES DEPARTMENT/HUMAN RESOURCES DIVISION RECOMMEND APPROVAL OF THE ABOVE MOTION.
The Office of Economic and Small Business Development (OESBD) determined that no County Business Enterprise (CBE) participation goal should apply to this solicitation based on its review of the products and services requested and availability of CBE firms to perform the services.
Section 1-81.3(a) of the Code of Ordinances provides for the setting of a CBE goal of at least 25% unless the Board or County Administrator (under limited circumstances) approves a different goal, or no goal based upon a written determination by the Director of OESBD. The Board’s approval of this item will result in no CBE goal being set for the applicable agreement consistent with the written determination provided by the Director of OESBD (Exhibit 2).
The purpose of this agreement is to engage a qualified firm to provide comprehensive, fully insured, group voluntary, after-tax, employee-paid, group prepaid legal insurance services, including enrollment and support administration services, for benefit-eligible employees and eligible dependents (Exhibit 1).
The RFP was advertised on January 31, 2024, and, at the time of the submittal deadline on February 23, 2024, five firms submitted proposals: ARAG Insurance Company; LS, Inc., dba LegalShield, Inc.; MetLife Legal Plans, Inc.; National Benefit Service Center; and U.S. Legal Services, Inc.
On April 22, 2024, an Initial Evaluation Committee (EC) meeting was held. The EC evaluated the proposals and determined that three out of the five firms were responsive and responsible to the RFP requirements and would proceed to final evaluation. Two firms, LS, Inc., dba LegalShield, Inc. and National Benefit Service Center, did not proceed to final evaluation.
On May 6, 2024, a Final EC meeting was held. After presentations, evaluation, scoring and ranking, the EC named U.S. Legal Services, Inc. as the first-ranked firm.
The EC’s proposed recommendation of ranking was posted on the Purchasing Division website from May 15 - 21, 2024, which provided an opportunity for any proposer or interested party to present any new or additional information regarding the responsibility of the proposers. There was no additional information submitted within this timeframe.
The EC’s final recommendation of ranking was posted on the Purchasing Division website from May 22 - 29, 2024, which provided an opportunity for any aggrieved proposer to file a formal protest. No protest was received.
On May 29, 2024, in accordance with Procurement Code Section 21.42(k), Procedures for RFPs, RLIs, and RFQs, the ranking of the qualified firms became final, and staff proceeded with negotiations.
Four negotiation meetings were held - June 21, June 25, July 1, and August 26, 2024 - to negotiate the agreement with U.S. Legal Services, Inc. These meetings were attended by representatives from U.S. Legal Services, Inc., the Human Resources Division, the County Attorney’s Office, and the Purchasing Division.
Additional supporting documentation provided to the EC regarding this procurement can be found on the Broward County Purchasing Division website at https://www.broward.org/Purchasing/Pages/Repository.aspx.
The initial term of the agreement will begin on January 1, 2025, and terminates three years from that date.
Source of Additional Information
Robert E. Gleason, Director, Purchasing Division, (954) 357-6070
Fiscal Impact
Fiscal Impact/Cost Summary
There is no fiscal impact to the County for employees voluntarily selecting Group Prepaid Legal Insurance Services as premiums are paid in their entirety by benefit-eligible employees who choose to participate in the plan.
Requisition No. HRS0000751