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TO: Mayor Richard C. Irvin
FROM: Alisia Lewis, Director of Human Resources
Michael R. Pegues, Chief Information Officer
DATE: April 2, 2019
SUBJECT:
Requesting approval to purchase BenTek Master Software as a Service (SaaS) as our Benefits Enrollment and Administration Software, including licenses, payroll integration and services in the amount not to exceed $75,000.00.
PURPOSE:
BenTek is an easy and convenient online benefits enrollment and administration system that streamlines benefits enrollment by delivering a paperless solution. BenTek delivers an online enrollment experience that is uniquely designed to guide City of Aurora employees through the process in seven progressive steps. Employees can view both current and future enrollment and deduction information for all benefit options on one page. Each enrollment module provides a detailed confirmation statement of all elected benefits and deductions that can be saved, printed, and viewed in future sessions. Employees can access detailed plan information such as SBCs, plan summaries, and plan comparisons in addition to compliance notifications, disclaimers, and much more.
BenTek manages a Vendor Certification program, certifying Carriers, Vendors, and Third Party Administrators with whom BenTek has achieved file transmission success.
Additionally, BenTek is authorized partner with CentralSquare (aka Superion) NaviLine product suites. This compatibility will help simplify future HR and Finance system integrations (i.e., time and attendance payroll).
BACKGROUND:
Open enrollment is currently a manual process - complex, involved, and costly for the City. Employees are not empowered and do not have online access to personal data for administration purposes. The current process generates unnecessary paperwork, an increased carbon footprint and increased risk of regulatory compliance.
DISCUSSION:
Online accessibility to city government services is becoming an increasingly important avenue to remaining relevant and connected. Over the next 1 - 3 years, the City is committed to offering more online services for its employees, constituents, businesses, and visitors alike.
Increasing the City’s online presence through such initiatives will provide many benefits to the City of Aurora including a more efficient return on investment, stream-lined processes and procedures, refined data tracking capabilities, quicker response and turnaround times and an overall enhanced customer service experience for both staff and the public.
In addition to the software, the city will be using Crowe LLC to provide consulting services to ensure a standardized and controled implementation of the BenTek program.
Funding for this purchase comes from IT account 101-1380-419.45-02 that has a budgeted amount of $191,000.00 and 101-1380-419.32-80 for the professional services of $24,980.00.
IMPACT STATEMENT:
This request will 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, thereby enhancing our image.
RECOMMENDATIONS:
Request approval to make the aforementioned purchase of BenTek Master Software as a Service (SaaS), including licenses, payroll integration and services in the amount not to exceed $75,000.
cc: Finance Committee
CITY OF AURORA, ILLINOIS
RESOLUTION NO. _________
DATE OF PASSAGE ________________
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A Resolution requesting approval to purchase BenTek Master Software as a Service (SaaS) as our Benefits Enrollment and Administration Software, including licenses, payroll integration and services in the amount not to exceed $75,000.
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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 manages a Vendor Certification program, certifying Carriers, Vendors, and Third Party Administrators with whom BenTek has achieved file transmission success, and
WHEREAS, BenTek is authorized partner with CentralSquare (aka Superion) NaviLine product suites, and a preferred vendor, and
WHEREAS, Funding for this purchase comes from IT account 101-1380-419.45-02 that has a budgeted amount of $191,000.00. A 2019 DP was approved in the amount of $75,000.00, and
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Aurora, Illinois, as follows: Request approval to make the aforementioned purchase of BenTek Master Software as a Service (SaaS), including licenses, payroll integration and services in the amount not to exceed $75,000.