cover
TO: Mayor Richard C. Irvin
FROM: Alisia Lewis, Director of Human Resources
Michael R. Pegues, Chief Information Officer
DATE: April 15, 2024
SUBJECT:
Requesting approval to continue with Bentek Benefits Technology of Palm Beach Gardens, FL as the City's Benefits Enrollment and Administration Software provider one additional year for an amount not to exceed $65,500.
PURPOSE:
On May 14, 2019, the Aurora City Council resolution R19-130 approved 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 Council approved resolution R20-200 for a subscription of four additional years.
This resolution requests to extend the subscription for one additional year.
BACKGROUND:
Bentek services were implemented and have been used successfully for Open Enrollment ever year since 2019. City Staff is comfortable asking Council for a commitment of this software through 2025 as we transition to the UKG HRIS solution approved by resolution R23-287.
DISCUSSION:
As City staff continue to implement the large scale UKG HRIS solution, it has been determined that Bentek will need to be utilized for Open Enrollment for 2024. For 2025 and beyond, Open Enrollment will be processed using the UKG HRIS solution.
Funding for this purchase is available in IT account 101-1280-419.45-02.
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:
That the proposed resolution be adopted.
cc: Finance Committee
CITY OF AURORA, ILLINOIS
RESOLUTION NO. _________
DATE OF PASSAGE ________________
title
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 one additional year for an amount not to exceed $65,500.
body
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 101-1280-419.45-02
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Aurora, Illinois, as follows: the Director of Purchasing is hereby authorized to purchase a one year subscription for benefits administration from Bentek Benefits Technology of Palm Beach Gardens, FL for an amount not to exceed $65,500.