The Santa Rosa County School Board, Milton Florida, solicits your company to submit a proposal on “RFP 24-08-BG Flex Spending Account Administration” as listed in this proposal request. The RFP is for Santa Rosa County Schools to obtain proposals from the available markets to help improve plan design, cost and overall service. The district is not requesting proposal from other brokers, agents and consultants during this process.
SCOPE OF WORK
The following are the services and/or items that the successful Offeror will be required to provide to the Santa Rosa County School District and should be addressed in each Offeror’s proposal.
The scope of work shall include but may not be limited to the criteria set forth below. Outline in writing how these minimum services will be met. The following minimum services are to be performed:
1. Provide necessary, appropriate, consistent, and high-quality administrative services.
2. Provide legally compliant plan document, SPD and employee communication materials.
3. Provide necessary amendments and modifications to documents and SPDs to ensure plan compliance.
4. Provide support and guidance to Risk Management staff related to questions and issues regarding administration of flexible spending accounts (FSA).
5. Provide enrollment support by providing materials and attending open enrollment meetings to explain Flexible Spending Accounts if requested.
6. Provide a point of contact to Risk Management to be responsible for customer service, problem resolution, and expediting services related to overall performance of the contract.
7. Keep Risk Management staff informed regarding significant new compliance / legislative issues or topics of interest related to Section 125.
8. Provide the following:
- Prepare and furnish eligible employees with communications material for enrollment purposes that define all covered expenses, limitations and exclusions, procedures for filing claims, and reimbursement procedures.
- Provide salary reduction agreement.
- Maintain central claims and membership files and records of claims reimbursements for each covered member.
- Provide state-of-the-art tracking and claims payment services.
- Furnish periodic statements and notices to participants reflecting their account balances; and provide participants with easy access during the plan year to their account balances, claims status, and claims reimbursement via website and/or mobile app.
- Provide participants with access to customer service representatives who will answer participants’ questions concerning how the plans work and any questions concerning their accounts. Provide a toll-free customer service number for participants.
- Direct deposit of reimbursements in participant bank accounts (as an option if participants request this service).
- Perform discrimination testing.
- Provide a combined FSA
9. Will you coordinate with the medical carrier for reimbursements or does the employee pay out of pocket expenses and file a claim for reimbursement?
10. What is the frequency of your reimbursements?
11. Do you provide direct deposit?
FEES
Below is a summary of the current number of accounts. Use these numbers for your pricing assumptions.
- Total Benefit Eligible Employees _3011_
- Total FSA Accounts _447__
Please indicate which services are optional and which ones are included as part of your standard contract (quoted as part of your standard fees shown in your proposal). Also indicate pricing for each component below. Indicate if fees below are charged one time only or will be charged annually, monthly, etc. If a component below is shown as a one time, annual, or monthly fee and it is not charged that way under your contract, please specify how will be charged.
Flexible Spending Accounts Fee/Answer
Minimum participation required
Frequency of reimbursements
One-time set-up fees
Annual renewal fees
Monthly per Account fees:
- Flexible Spending Account
- Dependent Care Spending Account
Debit Card Fee
Direct deposit fee
Maintenance Fee
Prepare and provide employee communication and election materials
Maintenance fee
Plan document preparation
Communication materials
Postage (indicate to what this would apply)
Data entry of participant information
Discrimination testing (indicate the frequency provided)
Standard reports
Ad hoc reports
Support for Risk Management staff questions
Other services (list these separately)
Rate guarantee period
QUESTIONNAIRE
Answer the following questions clearly and succinctly.
Account Management
1. From what office / location will this account be managed?
2. What is the name of the representative who would be in charge of this account?
3. How many other accounts do they manage?
4. Provide a proposed timeline for each step of the implementation process that includes the action, the party responsible, member of your account team responsible for each action, and the due date for completion of each action.
FSA Administration
1. Do you coordinate with the third-party administrator to reimburse out of pocket expenses? Explain the process. Indicate if there is an additional fee to coordinate.
2. Explain your process for reimbursing claims through an FSA.
3. How are contribution adjustments handled?
4. What documentation is required for claims processing?
5. Describe your appeal process for denied claims.
6. What is the minimum claim payment, if any?
7. Does the system automatically pend claims which cannot be paid due to insufficient funds (Dependent Care Account)?
8. How are payment checks issued and from where are they mailed (if not direct deposited)?
9. What is your turnaround time on claims submitted for payment?
10.What safeguards are in place to prevent fraudulent checks being charged to a client’s account?
11.How often are account statements issued?
12.How are participant inquiries regarding available account balance and claims in process handled?
13.Can you provide participants with account balance reports and annual accounting statements within 30 days of the end of the plan year?
14.What methods are available for a participant to submit a claim (fax, mail, electronically, etc.)?
15.Can each employee have the option of choosing direct deposit or check for reimbursement of claims or must this decision be made on a total group basis?
16.Describe the online services available to employees and to Risk Management.
17.Is there a minimum participation number or percentage required for each spending account?
Fees and Guarantees
1. Are your fees guaranteed beyond the first year?
2. Have you offered any performance guarantees with dollars at risk?
3. If you have offered performance guarantees, are the performance standards you are proposing guaranteed beyond the first year of your contract.
4. Explain your banking arrangements and requirements. In addition, outline your billing process and procedures (ACH electronic transfer of funds, etc.).
5. Is there a minimum monthly or annual fee charged (regardless of number of enrollees) for FSA administration?
Reporting
- Are standard reports issued? Briefly describe these reports and the frequency.
