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TO: Mayor Richard C. Irvin
FROM: Alisia Lewis, Director of Human Resources
Michael R. Pegues, Chief Information Officer
DATE: August 20, 2020
SUBJECT:
Requesting approval to continue with Bentek Benefits Technology of Palm Beach Gardens, FL as the City's Benefits Enrollment and Administration Software provider for up to 4 additional years for an amount not to exceed $251,184.
PURPOSE:
On May 14, 2019, the Aurora City Council approved item 19-0275 for the implementation of Bentek Services and the first year of Software as a Service (SaaS) license fees. After a successful first year of processing benefits for City employees, City Staff is requesting to extend the financial commitment to Bentek through 2024 at a fixed annual license fee of $62,796.
BACKGROUND:
Bentek services were implemented and used successfully for the 2019 Open Enrollment period and for employee benefit changes throughout 2020. City Staff is comfortable asking Council for a commitment of this software through 2024.
DISCUSSION:
The City retains the right to cancel the contract with Bentek by providing Bentek with ninety (90) days written notice.
Funding for this purchase comes from IT account 101-1380-419.45-02 with an annual budget amount of $440,000.00. The original 4 year cost estimate for this service was $479,000 in the 2020 approved budget, and staff has reduced this total cost to $251,184
IMPACT STATEMENT:
This request will continue to have a positive impact on service delivery to City employees through online access to one system of record for benefits administration, to reduce vendor billing adjustments, verification of processed payroll deductions, employee year round self-service, integrated Affordable Care Act (ACA) reporting, transmit electronic eligibility files to insurance providers and approving qualifying life event submissions with customized approval employee correspondence.
RECOMMENDATIONS:
Approve continuation with Bentek Benefits Technology of Palm Beach Gardens, FL as the City's Benefits Enrollment and Administration Software provider for up to 4 additional years for an amount not to exceed $251,184.
cc: Finance Committee
CITY OF AURORA, ILLINOIS
RESOLUTION NO. _________
DATE OF PASSAGE ________________
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A Resolution requesting approval to continue with Bentek Benefits Technology of Palm Beach Gardens, FL as the City's Benefits Enrollment and Administration Software provider for up to 4 additional years for an amount not to exceed $251,184.
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WHEREAS, the City of Aurora has a population of more than 25,000 persons and is, therefore, a home rule unit under subsection (a) of Section 6 of Article VII of the Illinois Constitution of 1970; and
WHEREAS, subject to said Section, a home rule unit may exercise any power and perform any function pertaining to its government and affairs for the protection of the public health, safety, morals, and welfare; and
WHEREAS, Bentek is an online benefits enrollment and administration system that streamlines benefits enrollment by delivering a paperless solution, and
WHEREAS, Bentek successfully implemented services and provided a successful first year of processing benefits for City employees, and
WHEREAS, Bentek is authorized partner with the City's existing CentralSquare financial product suites, and a preferred vendor, and
WHEREAS, Funding for this purchase comes from IT account 101-1380-419.45-02 with an annual budget amount of $440,000.00, and
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Aurora, Illinois, as follows: approves continuation with Bentek Benefits Technology of Palm Beach Gardens, FL as the City's Benefits Enrollment and Administration Software provider for up to 4 additional years for an amount not to exceed $251,184.