Title
Affordable Care Act (ACA) Reporting Services RFP HR 22-018 - Request for Award (Ordinance S-50241)
Description
Request to authorize the City Manager, or his designee, to enter into a contract with UnifyHR, LLC to manage and monitor the Affordable Care Act (ACA) compliance for the Human Resources Department. Further authorize the City Controller to disburse all funds related to this item. The total value of the contract will not exceed $450,000.
Report
Summary
This contract is needed to manage and monitor ACA compliance for the City and comply with ACA reporting requirements. The ACA mandates employers with more than 50 full-time employees to track medical plan coverage for employees meeting the 30-hour-per-week test, report plan of affordability based on employee-rate-of-pay, and prepare and issue the "medical W-2" (Form 1095c) to all employees annually. Penalties assessed by the IRS for non-compliance are $2,320 per year, per eligible employee or more than $20 million per year for the City.
This item has been reviewed and approved by the Information Technology Services Department.
Procurement Information
A Request for Proposal procurement was processed in accordance with Administrative Regulation 3.10.
Two vendors submitted proposals deemed responsive and responsible. An evaluation committee of City staff evaluated those offers based on the following criteria with a maximum possible point total of 1,000:
- Qualifications and Experience (0-300 points)
- Method of Approach (0 - 400 points)
- Price (0-300 points)
After reaching consensus, the evaluation committee recommends an award to UnifyHR, LLC.
- UnifyHR: 910 points
- BenefitScape: 841 points
Contract Term
The contract will begin on or about Nov. 1, 2023, for a five-year term with no options to extend.
Financial Impact
The aggregate contract value will not exceed $450,000.
Department
Responsible Department
This item is submitted by Assistant City Manager Lori Bays and the Human Resources Department.