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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 ...
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