City Council

CITY OF MONROVIA OFFICE OF THE CITY CLERK MEMORANDUM TO: MAYOR AND CITY COUNCIL FROM: ALICE D. ATKINS, MMC, CITY CLERK DATE: MARCH 17, 2026 SUBJECT: MARCH 17, 2026 – REGULAR MEETING Below are changes and updates related to tonight’s meeting agenda. INVOCATION Due to unforeseen circumstances Joel Larson will not be in attendance STUDENT GOVERNMENT REPRESENTATIVE REPORT – Student Liaison Elyse Vathanadireg Student Liaison Elyse Vathanadireg will not be in attendance ORDER OF BUSINESS RCC-5 Mayor Becky A. Shevlin (a) Los Angeles County Sanitation District Prop 218 Process Overview; Michael Chee, Public Information Officer Andrew Hall, Financial Management Department Head Staff requests this item be moved up to precede Consent Calendar. CONSENT CALENDAR CC-8 Agreements with MS Benefits LLC d/b/a PES Benefits and Clarity LLC d/b/a Clarity Benefit Solutions for Implementation of a Benefit Administration System and COBRA Administration Services for the Period Ending March 1, 2028 Staff Reference: Lauren Vasquez, Assistant City Manager Recommendation: Approve the Agreements with MS Benefits LLC d/b/a PES Benefits and Clarity LLC d/b/a Clarity Benefit Solutions dated March 1, 2026, for the period ending March 1, 2028, and authorize the City Manager to execute the necessary documents in a form approved by the City Attorney After the agenda was posted, staff was informed that the City’s current Affordable Care Act (ACA) Reporting provider, Trusaic, agreed to early termination without financial penalty. As a result, staff recommends approving the attached revised Statement of Work with the PES Benefits Agreement in order to implement the ACA reporting component. It is anticipated the transition related to ACA reporting from Trusaic to PES Benefits will occur in May 2026 instead of January 1, 2027. Although this increases the estimated annual cost services under the PES Benefits Agreement, it is offset by a savings of $830 per month currently paid to Trusaic, resulting in a revised total savings of $10,790 over the next two years. Please see adjusted Fiscal Impact calculations below. There are no changes to the recommended motion included in the staff report, which is also shown above for easy reference. If not otherwise noted, changes appear in bold italics. PES Benefits Year 1 Year 2 One-time Implementation Fee $319.00 $319.00 $7,650 / 24 months Estimated Monthly Ongoing Charges $1,412.00 $1,412.00 Annual ACA Filing Fees $1,835.00 $1,835.00 Estimated ACA Monthly Charges $114.00 $114.00 Estimated Annual Cost $23,975.00 $23,975.00 Clarity Benefit Solutions Year 1 Year 2 One-time Implementation Fee $250.00 $0.00 Estimated Monthly Ongoing Charges $182.00 $182.00 Estimated Annual Cost $2,434.00 $2,184.00 PES Technology Statement of Work City of Monrovia Client Name______________________________________________ Group Billing Information Address___________________________________________________________________ Monrovia City__________________________________ CA State________ Zip Code_________ Client Contact__________________________ E-mail (required)________________________________ Phone #_____________________________ 05/01/2026 Go Live Date _______________________________ 227 + 126 Retirees # of Eligible Employees________________ 1/1/2027 Effective Date___________________________ Enrollment Period______________to _________________ Enrollment Will - Be______________________ *If dates are adjusted less than 1 week prior to open enrollment, or if dates for OE are extended, additional fees may be incurred. a. A Self-Service Technology System Deliverables Bswift b. The intention of this engagement is for PES to build, or renew the existing, ___________________portal for ________estimated lives. 353 c. Each eligible build will receive an assigned PES Technology Specialist. d. The time to completion will be based on PES receiving all the necessary information, i.e., plan, rates, summaries, census data. Convenient Monthly Auto-Pay I _____________________________ authorize PES to charge the bank account indicated below on the 15th of each ACH Authorization month for payment of the monthly fee following the receipt of an electronic invoice on or around the 1st of each month. Name of Account Holder: _________________________________ Estimated Payment: ________________ ACH Account #: ___________________________ ACH Routing #: ___________________________________ ACH Bank Name ___________________________________ ACH Bank Address: ___________________________________ Statement of Work Term/Services Rendered 3/1/2026 This SOW will begin on __________________, 2/28/2027 with a preliminary end date of ________________. This SOW will automatically renew unless PES is provided 30 days written notice to terminate agreement. A new or amended SOW will not be necessary for extended terms unless Broker or PES have additions or updates to deliverables listed above. Services Rendered Either party may terminate this SOW, in whole or in part, without liability or penalty, at any time upon thirty (30) days written notice. In the event of such termination PES shall be entitled to receive fees outstanding for work performed. System Implementation $2,250 Initial Training & Follow-up Training Included Loading Client Demographic Data (Initial) Included Payroll Interface N/A (Tyler Munis)  Services Rendered (Continued) COBRA Integration $1,000 (Clarity) Vendor Interfaces (EDI) $4,400 ($950 per / $300 per integrated partner) - Software License Fee (Benefits Eligible Employees) $4.00 PEPM Software License Fee (Benefits Ineligible Employees) $0.25 PEPM ACA Compliance Tracking & Reporting Module $0.50 PEPM 1094 IRS EIN Filing Fee $350 Per EIN efile & Fulfillment Processing $5.00 PEPForm Services Rendered - - - Software License Fee (Retirees) $4.00 PEPM Cobra with Clarity (Separate contract) Carriers: Kaiser, Aetna*, Delta, VSP, P&A Group, Hartford* ACA tracking and compliance will start in 2026 upon transition. Implementation costs will be spread over 24 months If the contract is cancelled prior to the end of the 24 months, City will be responsible for paying the remaining balance of the implementation fees. Total Charges (Estimated) Total One-Time Setup Fees $7,650 Total Monthly Ongoing Charges $1,412.00/ month Signature_______________________________ Date_____________________ Approval Dylan Feik Print Name______________________________ Phone Number_______________________ City Manager Title____________________________________ E-Mail (required)____________________________________ By agreeing and signing this document, you hereby authorize PES, its agents, affiliates, and vendors, to offer our services to eligible employees subject to the PES Terms and Conditions, which are available at: www.pesbenefits.com/terms-and-conditions Vers. 10-2023