Summary of Specifications:
The successful proposer shall be required to develop a system that will coordinate with the County’s desires regarding the offering of, administration of, and accounting for benefits. Administration services desired include plan design, development of administrative procedures, coordination with County payroll and personnel functions, enrollment, education, communications, and reporting. The administrator shall, upon open enrollment, provide educational materials to participants regarding available options and their effect on the participant’s taxable income. The administrator shall also outline and provide samples of the type of communications/enrollment system to be used for each benefit option, e.g., personal interview, interactive voice, interactive video or personal computer. After participants select their options, the administrator shall be responsible for providing written confirmation of options selected to participants, prior to coordinating with the County’s payroll functions. The administrator shall be responsible for ongoing enrollment and for providing reports to the County and all participants. The proposer should distinguish between the costs associated with bi-weekly authorization of claims and the costs associated with issuance of reimbursement checks through the Flexible Spending Accounts. At a minimum, the administrator is expected to provide the County with the following services: 1. Assistance with up-dating plan documents, to assure compliance with laws, regulations, etc. 2. Employee group seminars and individual enrollments 3. Preparation of enrollment materials, including a letter explaining the program, Flexible Spending Account (FSA) questions/answers, examples of the benefits of FSAs, a worksheet for employees to determine amounts to place in their FSAs, and an enrollment form 4. A local telephone number or “800” number that employees may call throughout the year for counseling, information or service regarding the flexible benefits plans 5. Establishment of all records necessary for maintaining account balances 6. A “dependent care reimbursement” form and “medical reimbursement” form 7. Bi-weekly authorization of claims to be paid 8. Quarterly individual account status reports to participants 9. Bi-weekly participation and account status reports to the County 10. Annual account summary report to participants 11. An annual forfeiture report to the County. 12. Administration of COBRA requirements for medical FSAs.
