RFQ Flexible Spending Account (FSA) Administration Services

Request for Qualifications (RFQ)
Flexible Spending Account (FSA) Administration Services
For the Board of Lorain County Commissioners
Issued By:
Lorain County Board of Commissioners
RFQ Number: 7-13-26
Issue Date: June 8, 2026
Submission Deadline: July 13, 2026
Contact Person: Tonya Becraft, HR Benefits Administrator, 440-329-5578,
1. Introduction
The Lorain County Board of Commissioners ("County") is soliciting Statements of
Qualifications from qualified vendors to provide Flexible Spending Account ("FSA")
administration services for eligible County employees.
The County seeks a qualified vendor with demonstrated experience administering Internal
Revenue Code Section 125 Flexible Spending Account programs, including healthcare FSAs and
dependent care FSAs, for public-sector employers. The selected vendor must be willing and
able to accept paper checks for all County transactions. No EFT/ACH transactions
currently possible at this time.
The selected vendor will provide comprehensive administration, compliance support, participant
services, claims processing, debit card administration, reporting, and customer service support.
2. Background
Lorain County currently offers employee benefits programs to eligible employees and retirees.
The County seeks a vendor to administer one or more of the following programs:
Healthcare Flexible Spending Accounts (Medical FSA)
Limited Purpose Flexible Spending Accounts
Dependent Care Flexible Spending Accounts (DCFSA)

Related Section 125 Cafeteria Plan administration support
The County intends to enter into a professional services agreement for an initial term of [three
(3)] years with optional renewal periods at the County's discretion.
3. Scope of Services
The selected vendor shall provide services including, but not limited to:
A. Plan Administration
Administer Healthcare FSA and Dependent Care FSA programs
Maintain participant account records
Process participant enrollments and elections
Manage qualifying life event changes
B. Claims Processing
Process manual and electronic claims
Adjudicate claims in accordance with IRS regulations and plan documents
Provide reimbursement processing through direct deposit or check
Maintain timely turnaround standards for claims adjudication
FSA COBRA Administration
C. Debit Card Services
Provide FSA debit card program
Ensure IRS-compliant substantiation processes
Support card issuance, replacement, and account management
Provide mobile and online access for participants
D. Participant Services
Provide customer service support via phone, email, and web portal
Offer participant education materials and enrollment support
Provide multilingual support capabilities if available
Maintain participant self-service tools and mobile application access
E. Compliance and Regulatory Support
Ensure compliance with applicable IRS regulations and Section 125 requirements

Provide nondiscrimination testing support as applicable
Assist with required notices and plan documentation
Maintain HIPAA-compliant privacy and data security practices
F. Reporting and Account Management
Provide standard and customized reporting
Provide ongoing account management support
Attend meetings with County representatives as requested
Assist with annual open enrollment coordination
G. Technology and Data Security
Provide secure electronic data exchange capabilities
Maintain cybersecurity and data protection safeguards
Demonstrate disaster recovery and business continuity procedures
Integrate with County payroll and benefits systems as applicable
4. Minimum Qualifications
Respondents should demonstrate:
Minimum of five (5) years of experience administering FSA programs
Experience serving governmental or public-sector clients
Demonstrated compliance expertise related to Section 125 plans
Adequate staffing and operational capacity
Proven technology platform and participant support systems
Financial stability and organizational capability
5. Submission Requirements
Responses shall include the following:
A. Vendor Background
Company history and overview
Office locations
Years in business
Organizational structure

B. Relevant Experience
Description of experience with public-sector clients
List of comparable governmental clients
References from at least three (3) current clients
C. Proposed Service Team
Identification of account manager and support staff
Resumes and qualifications of key personnel
Customer service structure and availability
D. Service Capabilities
Detailed description of administration services
Claims processing procedures and turnaround times
Technology platform overview
Mobile application and participant portal capabilities
E. Compliance and Security
HIPAA compliance policies
Data security certifications and safeguards
Business continuity and disaster recovery procedures
SOC reports or similar audit documentation, if available
F. Fees and Compensation
Detailed fee proposal
Description of all administrative fees
Debit card fees, setup fees, or additional charges
Any revenue-sharing or compensation arrangements
G. Additional Information
Sample reports and communication materials
Sample implementation timeline
Any additional information relevant to the County's evaluation
6. Evaluation Criteria

Responses may be evaluated based on:
Relevant experience and qualifications
Public-sector expertise
Service capabilities and technology
Compliance and security measures
Customer service model
References
Cost competitiveness and fee transparency
Overall value to the County
The County reserves the right to conduct interviews or request demonstrations prior to selection.
7. Submission Instructions
Statements of Qualifications shall be submitted no later than:
Deadline: July 13, 2026 by 4:00 PM
Submissions shall be delivered to:
Jessica Burns. 226 Middle Ave Room 400. Elyria, OH 44035 via USPS or FedEx
Electronic submissions may be submitted to:
jburns@loraincounty.us
Questions regarding this RFQ shall be submitted in writing to the designated contact person no
later than June 29, 2026
8. Reservation of Rights
The County reserves the right to:
Reject any or all submissions
Waive informalities or irregularities
Request clarification or additional information
Cancel or reissue this RFQ
Negotiate terms with selected vendors
Award services in the best interest of the County

Issuance of this RFQ does not obligate the County to award a contract or reimburse any costs
incurred in preparation of a response.
9. Equal Opportunity Statement
The Lorain County Board of Commissioners is an Equal Opportunity Employer and encourages
participation by all qualified vendors.
10. Tentative Schedule
Event Date
RFQ Issued June 8, 2026
Questions Due June 29, 2026
Responses to Questions Issued July 6, 2026
Submission Deadline July 13, 2026
Vendor Interviews/Demonstrations (if applicable) July 20, 2026
Anticipated Award TBD
Optional Attachments
Current Plan Summary
Estimated Participant Counts
Current Enrollment Data
Sample Professional Services Agreement
Insurance Requirements
Standard County Terms and Conditions