Agenda

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County Administrator's Report 10. 20.

BCC Regular Meeting

Budget & Finance Consent

Meeting Date:	01/10/2019
Issue: Affordable Care Act Mailing and IRS Filing Support
From:	Eric Kleinert
Department:	Human Resources
CAO Approval:

RECOMMENDATION:

Recommendation Concerning Affordable Care Act Mailing and IRS Filing Support - Eric Kleinert, Human Resources Department Director

That the Board take the following action concerning compliance activity with the Affordable Care Act:

A. Approve an Agreement with ACAwise to provide support in mailing and filing IRS documents for the County for a two year period from January 2019, to December 2020; and

B. Authorize the Acting County Administrator to sign the ACAwise Agreement.

[Funding: Fund 501, Internal Service Fund, Cost Center 150108, Object Code 54501]

BACKGROUND:

USI canvassed 5 vendors (4 USI preferred vendors and the incumbent) which produced two proposals from ACAwise and Sterling Administration.

The cost for the services are very similar. We have been pleas with service and value provide by ACAwise over the past two years, it was determined to award the Contract to them based on past performance. We would like to agree to a two year Agreement with ACAwise, with the cost being $21,225 per year, for the total of $42,450. The service includes filing for 8 EINs.

Services:
-Convenient employer/employee data upload for ACA filings using ACAwise template
-Multi-format data input capabilities and data merge
-Full-service preparation of ACA Forms 1095-B and 1095-C
-Extensive error checks to ensure all mandatory fields are fully completed to prevent noncompliance penalties
-Regular consultation provided to gather any missing additional information
-Automated IRS code and form generation following IRS business rules
-IRS authorized e-filing for Forms 1094-C and 1095-C
-Postal mailing for recipient copies of Form 1095-C
-Multi-user access for monitoring compliance & filing reports
-Advice and processing provided to correct and refile any rejections from the IRS
-24/7 online access to ACAwise for form corrections and re-print

BUDGETARY IMPACT:

Funds are available in Fund 501, Internal Service Fund, Cost Center 150108, Object Code 53101.

LEGAL CONSIDERATIONS/SIGN-OFF:

Kristin Hual, County Attorney’s Office, has reviewed the Agreement and deemed it legally sufficient.

PERSONNEL:

N/A

POLICY/REQUIREMENT FOR BOARD ACTION:

N/A

IMPLEMENTATION/COORDINATION:

The Human Resources Department will coordinate with Legal, the Office of Purchasing, and ACAwise to distribute the Agreement.

Attachments
ACAwise Agreement