FLEXIBLE SPENDING ACCOUNT, HEALTH REIMBURSEMENT ACCOUNT & COBRA ADMINISTRATION

Agency:	City of Charlottesville
State:	Virginia
Type of Government:	State & Local
NAICS Category:	524292 - Third Party Administration of Insurance and Pension Funds 524298 - All Other Insurance Related Activities 541611 - Administrative Management and General Management Consulting Services
Posted Date:	Feb 9, 2026
Due Date:	Feb 24, 2026
Solicitation No:	RFP 26-68
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Project ID: RFP 26-68

Title: FLEXIBLE SPENDING ACCOUNT, HEALTH REIMBURSEMENT ACCOUNT & COBRA ADMINISTRATION

Addenda: 0

Release Date: 2/9/2026

Due Date: 2/24/2026

Request For Proposal

Human Resources

Project ID: RFP 26-68

Release Date: Monday, February 9, 2026

· Due Date: Tuesday, February 24, 2026 2:00pm

Posted Monday, February 9, 2026 2:01pm

All dates & times in Eastern Time

Draft Response No Bid

Time Remaining: 14 days, 17 hours, 54 minutes

Post Information

Posted At:Mon, Feb 9, 2026 2:01 PM
Sealed Bid Process:Yes (Bids Sealed / Pricing Sealed)
Private Bid:No

Overview

Summary

The purpose of this Request for Proposal (RFP) is to solicit sealed proposals to establish a contract through competitive negotiation for the purchase of Flexible Spending Account (FSA) , Health Reimbursement Account (HRA) , COBRA administration coverage for all eligible employees and qualified beneficiaries, as well as administration of the medical plan billing associated with the City’s pre and post-65 retirees.

Background

The City of Charlottesville (“City”) currently offers Health Care and Dependent Care Flexible Spending Accounts to benefits-eligible employees. One of the City’s healthcare plan options includes a Health Reimbursement Account (HRA). The City offers COBRA continuation benefits for Medical, Dental, Vision, EAP, and HRA (unbundled).

The City has approximately 1,100 regular, benefits-eligible employees.
Retirees are not eligible for FSA benefits; however, approximately ninety (90) pre-65 retirees who are not eligible for Medicare may enroll in the healthcare plan that includes the HRA.
The City currently offers two medical plan options for employees: A POS plan and an HMO plan coupled with HRA. Aetna is the carrier.
The City offers one dental plan option with Delta Dental of Virginia
The City offers one voluntary vision plan with Met Life
The City offers an Employee Assistance Plan with Sentara
Benefit Focus is the City’s benefits enrollment platform. Vendors must be willing and able to coordinate with Benefit Focus, which includes establishing a secure file feed.
The City’s plan year runs from July 1 through June 30, with annual open enrollment occurring in May. The objective is that the awarded vendor will work with the City during the upcoming open enrollment for plan effective dates of July 1, 2026.
These programs are currently administered by Flexible Benefit Administrators.
CURRENT PLAN STRUCTURES: FLEXIBLE SPENDING ACCOUNTS

	Employees
Eligibility	Regular Full-time, active employees working 40 hours per week; Regular Part-Time, active employees working a minimum of 20 hours per week
Reimbursement Maximums	Healthcare: $3,300; Dependent Care: $5,000 *Will change to the new 2026 limits for July 1, 2026, Plan
Reimbursement Frequency	Weekly
Reimbursement Method	Direct Deposit and Debit Card
Payroll Schedule	Bi-weekly
Current Participation	Dependent Care Accounts: 28 Health Care Accounts: 301

HEALTH REIMBURSEMENT ACCOUNT

	Employees
Eligibility	Regular Full-time, active employees working 40 hours per week; Regular Part-Time, active employees working a minimum of 20 hours per week
Benefit Amount	EE only: $500; EE & Spouse: $900; Employee & Child: $900; Employee & Children: $1,000; Family: $1400
Eligible Reimbursements	Medical expenses subject to the plan deductible only; no prescriptions, dental, or vision
Annual Roll over	Maximum of $4,500 EE; $9,000 EE/Child, EE/Spouse and Family
Current Participation	Total Active: 125 Employee Only: 60 Employee + 1 Child: 10 Employee + Spouse: 14 Employee +Children: 12 Employee + Family: 29 Total Under 65 Retiree Employee + Spouse: 1 Employee Only: 1

CURRENT COBRA PARTICIPATION:

COBRA Participants (medical, dental, EAP, HRA & vision)	Medical: 0 Dental: 2 Vision: 3 EAP: 0 HRA: 0
Active Employees Enrolled in Dental (currently):	955
Active Employees Enrolled in POS Medical Plan (currently)	Total: 900 Employee only: 571 Employee+1 child: 71 Employee +Spouse: 72 Employee +Children: 37 Employee +Family: 149
Active Employees Enrolled in HMO Medical Plan (currently)	Total: 125 Employee Only: 60 Employee + 1 Child: 10 Employee + Spouse: 14 Employee +Children: 12 Employee + Family: 29
Active Employees Enrolled in Voluntary Vision Plan	Total: 848 Employee Only: 528 Employee + Child(ren): 91 Employee + Spouse: 103 Employee + Family: 126
Active Employees Enrolled in EAP	All regular employees automatically enrolled (1,100)
Qualifying Life Events in 2025	83
Benefit Eligible Employees	1,100
New Hires in 2025	174
Terminations in 2025	143
Benefits Available through COBA	Medical, Dental, Vision, EAP, HRA (unbundled)

Timeline

Request for Proposal Release Date:

February 9, 2026

Proposal Submission Deadline:

February 24, 2026, 2:00pm

FLEXIBLE SPENDING ACCOUNT, HEALTH REIMBURSEMENT ACCOUNT & COBRA ADMINISTRATION

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