Benefit Administrative Services

The purpose of this Request for Proposals (RFP) is to solicit competitive sealed proposals for a Contract for benefit administrative services for County of Volusia and the Constitutional Officers’ employees, retirees, and COBRA Participants. These services include third party administration of Medical and Dependent Care Flexible Spending Accounts (FSA), Health Reimbursement Arrangement (HRA), COBRA, and retiree billing administration.

Requested services include:

• Flexible Spending Account (FSA) Administration
  • Medical FSA with debit card
  • Dependent Care FSA with debit card
• Health Reimbursement Arrangement (HRA) Administration
  • Reimbursement for medical claims that fall under F.S 112.1816
• COBRA Administration & Compliance
  • Medical, dental, vision, and FSA
• Retiree Billing and Premium Collection Administration
  • Under age 65 medical, dental, and vision
  • Age 65 and older, Medicare Supplement (two (2) plan options), Pharmacy Part D, dental, and vision

Minimum participation requirements shall be waived.

Only one (1) monthly fee per participant even if the participant is enrolled in both Medical and Dependent Care FSA Plans shall be required.

Termination fees, set up fees, annual renewal fees, remittance to carrier, initial notice and open enrollment mailers shall be waived.

Contractor shall provide costs based on retention of 2 % COBRA administration fee.

The County contracts with a third-party administrator (TPA), currently Chard Snyder for all of the services requested in this RFP. The TPA provides services to the County of Volusia and the Constitutional Officers: Volusia County Property Appraiser, Volusia County Supervisor of Elections, and Volusia County Tax Collector.

The County is soliciting proposals for benefit administrative services, including the complete administration of flexible spending accounts and health reimbursement arrangements for medical reimbursement, Dependent Care, retiree billing and COBRA administration on a flat fee basis with a multi-year guarantee.

The County currently utilizes the following providers:

The Health Reimbursement Account (HRA) is not available for enrollment by employees. Eligible employees are defined as any person who retired or is employed as a full time firefighter within the fire department or public safety department whose primary responsibilities are the prevention and extinguishing of fires; the protection of life and property; and the enforcement of municipal, county and state fire prevention codes and laws pertaining to the prevention and control of fires as stated in Florida Statue 112.1816.

The Plan Year will begin on January 1, 2027. The Contractor shall provide benefit administrative services for every Plan Year that commences during the term of the Contract. These services shall include but are not limited to, necessary administrative forms, enrollment materials, summary plan descriptions and other materials for general enrollment distribution at County’s annual Open Enrollment events or a general enrollment mailing.

The Contractor shall bear the cost of installation of appropriate administrative systems, billing, administrative manuals, and enrollment forms, maintaining and determining eligibility information, and communicating with employees.

The Contractor shall also provide run-out administration of reimbursement requests for expenses incurred during the Grace Period, January 1 through March 15, and filed no later than March 31 of the following year in accordance with the Internal Revenue Code (IRC). Upon expiration of the Contract, the Contractor shall continue to handle run out of claims for a period of six (6) months without any additional costs to the County or provide the necessary reporting without any additional costs for successor to process run out and grace period provisions.