Benefits Review Committee - Special Session - June 16, 2026

Agenda

Meeting Location: Zoom Webinar
Topics of Discussion: Special Session Presenters: 
Cynthia Kodachi, Clackamas County 
Joe Bober, Mercer
2:00 – 3:00 pm: 
Update: Providence Health Plan

Minutes

Attendance and Minutes: 

Voting Members Present: Cheryl Bell, Nancy Bush, Cynthia Kodachi, Paula McDonald, Ryan Miller, Greta Nickerson, Jon Santana, Ron Wierenga, Nybelle Caruso, Alex Gonzalez, Cynthia Boettcher, Tina Sears, Denim Schneider, Niki Edge, Brandon Paullin, Bob Skinner

Voting Members Not Present: Phillip Mason-Joyner, Sandra Montoya, Katie Alexander

Minutes: Toni McGarvey

Facilitator: Cynthia Kodachi

Consultant: Joe Bober, Mercer

Welcome and Meeting Overview:

Benefits Manager Cynthia Kodachi called the special meeting of the Benefits Review Committee (BRC) to order and explained that the meeting had been scheduled to provide members with an overview of the County's medical benefits Request for Proposal (RFP) process following Providence Health Plan's decision to exit the commercial group health insurance market.

Cynthia acknowledged that the provider transition represents a significant change for Clackamas County employees and retirees, noting that the County has maintained the same medical provider for decades. She emphasized that while the timeline is compressed, staff began planning immediately after learning of Providence's announcement and initiated the procurement process earlier than many other employers. Beginning the RFP process early positions the County to thoroughly evaluate available options while maintaining the January 1, 2027 implementation timeline. 

Cynthia also reminded committee members that the BRC is a public body subject to Oregon Public Meetings Law. Because of those requirements, deliberations regarding the procurement process must occur during properly noticed public meetings. Members were encouraged to direct individual questions to the Benefits Office outside of meetings, but refrain from group discussions regarding committee business through email chains or other communication channels. 

Medical Carrier Request for Proposal (RFP) Update:

Mercer consultant Joe Bober presented an overview of the medical and pharmacy benefit procurement process and outlined the evaluation criteria that will be used in recommending a future medical administrator.

Joe explained that Clackamas County will remain a self-funded health plan. The RFP is intended to identify a new third-party administrator and provider network to replace Providence beginning January 1, 2027. Existing plan design and funding structure are not changing as part of this procurement process. Members discussed the distinction between self-funded and fully insured plans, and staff confirmed that remaining self-funded provides the County with the flexibility to preserve current benefit levels while selecting a new administrative partner. 

The committee reviewed the overall evaluation process, which includes analysis of:

• Provider network access and disruption; 
• Administrative capabilities and implementation resources; 
• Pharmacy benefit management options; 
• Claims repricing and projected financial impact; 
• Vendor staffing capacity and customer service; 
• Overall value to County members. 

Joe explained that Mercer will evaluate both integrated ("carved-in") pharmacy arrangements and independent ("carved-out") pharmacy benefit managers. This analysis allows the County to determine whether pairing a medical carrier with a separate pharmacy benefit manager would provide greater value, lower cost, or reduce disruption for members. While a carved-out arrangement could require separate medical and pharmacy identification cards, it would not otherwise significantly affect member benefits or access to care. 

Joe also reviewed current market conditions following Providence's withdrawal from the commercial group market. He noted that many Oregon employers are simultaneously conducting procurements, creating an unusually active insurance marketplace. Because of this environment, Mercer narrowed the field to vendors with demonstrated administrative capacity and experience serving large public-sector employers. Vendors with recent implementation concerns or operational instability were not included in the RFP process. 

Cynthia thanked Mercer for recommending that Clackamas County begin the procurement process early. She noted that this proactive approach positions the County ahead of many organizations that are only beginning their carrier evaluations and will allow the BRC to begin reviewing proposals in early July before making recommendations to County leadership.

Committee Discussion:

Continuity of Care and Member Experience

Committee members discussed the potential impact of changing medical administrators on employees and covered family members currently receiving ongoing medical care. Questions focused on how individuals undergoing treatment for serious medical conditions, pregnancy, or chronic illnesses would be supported during the transition.

Joe Bober explained that continuity of care is a standard component of every carrier implementation. Following selection of a new administrator, the implementation team will identify members actively receiving treatment and coordinate directly with providers to minimize disruptions in care. The selected carrier will review transition-of-care cases, communicate with affected members as needed, and ensure scheduled procedures and ongoing treatment plans continue without interruption whenever possible. 

The committee also discussed provider network disruption. Joe noted that while Providence Health Plan is exiting the commercial insurance market, most Providence physicians and facilities already participate in multiple carrier networks. Mercer anticipates significant overlap among provider networks, reducing the likelihood that members will need to change physicians. Any providers not currently participating in competing networks are expected to represent a small percentage of the overall provider population. 

Communications Strategy:

A significant portion of the discussion focused on employee communications throughout the provider transition.

Committee members emphasized the importance of timely, consistent messaging so employees understand the procurement process, expected timeline, and where to direct questions. Members expressed concern that the uncertainty surrounding Providence's announcement had generated considerable anxiety among employees and requested regular updates as additional information becomes available.

Cynthia reported that the Benefits Office had already prepared an all-county communication to be distributed following the BRC meeting. She explained that the committee was being informed first because of its advisory role in the procurement process. Going forward, the Benefits Office plans to implement a comprehensive communication strategy using multiple channels, including ClackCo Newsletter, all-county emails, employee meetings, and a dedicated webpage to provide regular updates throughout the transition. 

Committee members recommended developing a centralized landing page containing frequently asked questions, implementation updates, timelines, and Benefits Office contact information. Members noted that maintaining a single source of current information would help employees locate answers while providing BRC members with a consistent resource to reference when responding to general inquiries. Staff agreed that a dedicated webpage would improve communication and committed to incorporating that recommendation into the communication plan. 

Members also requested that BRC representatives receive copies or summaries of employee communications before countywide distribution. Advance notification would enable committee members to answer general questions consistently while reinforcing the Benefits Office as the primary point of contact for individual employee concerns. Staff agreed this approach would help ensure BRC members remain informed throughout the implementation process. 

Role of the Benefits Review Committee:

The committee discussed the importance of clearly defining the role of BRC members during the transition.

Members observed that employees frequently approach BRC representatives seeking individualized benefits advice. While committee members serve as employee representatives and advocates during benefit plan design, they emphasized that they are not benefits administrators and are not equipped to answer questions regarding individual claims, medical treatment, or eligibility.

Cynthia confirmed that responsibility for employee support and benefits administration will remain with the Benefits Office throughout the transition. Employees with questions regarding continuity of care, claims, provider participation, or enrollment will be directed to the Benefits team, while the BRC will continue serving in its advisory capacity regarding plan design and benefit recommendations. Staff also committed to reinforcing this distinction in future employee communications. 

Procurement Timeline and Committee Involvement:

Committee members requested additional information regarding the upcoming procurement timeline and the committee's role in selecting a new medical administrator.

Cynthia explained that the County, with support from Mercer, will evaluate vendor proposals and present findings to the Benefits Review Committee as they become available. The BRC will review the information, discuss vendor strengths and considerations, and provide recommendations before the County makes its final procurement decision. While the County retains responsibility for selecting the successful proposer, committee feedback will be an important component of the evaluation process. 

Joe noted that once a preferred vendor has been identified, Mercer will prepare updated renewal projections incorporating administrative fees, claims repricing, provider network discounts, and anticipated financial impacts. Although the overall renewal process will remain similar to previous years, the change in provider network introduces additional variables that may influence projected claims costs and future plan options. These analyses will be presented to the committee to support informed plan design recommendations for the 2027 plan year. 

Upcoming Timeline

Cynthia and Joe reviewed the anticipated timeline for the remainder of the medical carrier procurement and 2027 benefits planning process. Vendor proposals are expected to be received and analyzed during late June, with Mercer presenting its initial evaluation and claims repricing analysis to the Benefits Office and the BRC during the first full week of July. As proposals are reviewed, the committee will meet as needed throughout July and August to evaluate vendor information, review financial projections, and provide recommendations regarding plan administration and benefit design.

Staff emphasized the importance of maintaining the project schedule in order to complete procurement, contract negotiations, system configuration, employee communications, and open enrollment preparation before the January 1, 2027 effective date. The County's goal is to complete major plan design decisions by the end of August to ensure adequate time for implementation and member education.

Joe noted that additional financial modeling will be completed once a preferred administrator has been identified. Renewal projections will incorporate vendor administrative fees, projected claims experience, provider network discounts, and any anticipated impact to stop-loss coverage. These analyses will assist the committee in evaluating plan affordability and recommending final plan designs for Board consideration. 

Committee Direction

The Benefits Review Committee expressed appreciation for the proactive planning undertaken by the Benefits Office and Mercer in response to Providence Health Plan's market withdrawal. Members agreed that beginning the procurement process early provides the County with additional flexibility to evaluate proposals, communicate with employees, and minimize disruption during implementation.

The committee emphasized that successful communication will be one of the most important components of the transition. Members encouraged staff to provide regular updates throughout the process, maintain centralized resources for employees, and continue ensuring that BRC members receive timely information regarding significant developments. Members also reiterated the importance of clearly distinguishing the advisory role of the BRC from the operational responsibilities of the Benefits Office when responding to employee questions.

Staff confirmed that weekly meetings may be scheduled throughout the summer as necessary to meet procurement and implementation deadlines and to allow sufficient opportunity for committee review before recommendations are forwarded to County leadership.

Next Steps:

The committee identified the following next steps to support the medical carrier procurement and implementation process:

1. Cynthia will distribute an all-county communication announcing the medical carrier RFP process and explaining the upcoming provider transition. 
2. Rachel and Cynthia will develop and maintain a dedicated employee webpage containing project updates, frequently asked questions, timelines, and Benefits Office contact information. 
3. Cynthia will provide BRC members with advance copies or summaries of significant employee communications prior to countywide distribution whenever practical. 
4. Toni will update committee calendars with recurring weekly meeting invitations beginning in July and ensure newly appointed BRC members are included. 
5. Joe will complete the initial evaluation of vendor proposals, claims repricing analyses, and financial comparisons for presentation to the Benefits Office and BRC during the first full week of July. 
6. Cynthia will coordinate with County Procurement to finalize contract negotiations following committee review and County selection of the successful proposer. 
7. Cynthia will oversee implementation activities, including PeopleSoft configuration, employee communications, and enrollment preparation following provider selection. 
8. Cynthia will schedule additional BRC meetings throughout July and August as needed to maintain the project timeline and support committee review. 
9. Joe will prepare updated 2027 renewal projections reflecting vendor administrative fees, projected claims costs, provider network impacts, and other financial considerations. 
10. Benefits staff will communicate regularly with employees through ClackCo, all-county emails, informational meetings, and the project webpage while reinforcing that individual benefits questions should be directed to the Benefits Office rather than BRC representatives. 
11. Joe will oversee transition-of-care planning with the selected carrier to ensure continuity of care for members receiving ongoing treatment, pregnancy-related care, or management of chronic medical conditions. 
12. Joe will coordinate stop-loss renewal activities and conduct additional market review during the fall following provider selection. 
13. Benefits staff will work toward completing final plan design recommendations by the end of August to support timely implementation for the 2027 plan year. 
14. Benefits staff will continue providing updates to the Benefits Review Committee and County employees as additional information becomes available throughout procurement and implementation. 

Adjournment

There being no further business, the meeting was adjourned.

The next Benefits Review Committee meeting will be scheduled following receipt of vendor proposals and Mercer’s preliminary evaluation. Committee members will receive meeting invitations and supporting materials in advance of the meeting.