COBRA Services

Background

The City of Cleveland, through its Director of Human Resources, is soliciting proposals from qualified firms for COBRA administrative services. The City provides medical, pharmacy, dental, and vision benefits to approximately 7,320 employees and their eligible dependents. The selected COBRA plan administrator must be operational by January 1, 2027. This contract will initially be for one year with two optional one-year renewals.

Work Details

The contractor will provide comprehensive COBRA administration services including: - Initial notifications to newly eligible employees and their dependents as per Federal COBRA regulations. - Qualifying event notices sent within 14 days of notification by the City, including statutory language and proof of mailing. - Customer service support via a toll-free number for qualified beneficiaries at least 10 hours a day. - Management of the election process in compliance with Federal COBRA regulations, including automatic rejection of ineligible elections. - Monthly billing statements for COBRA premiums with clear due dates and grace periods. - Management of appeals related to COBRA coverage and premium payments. - Data sharing for Affordable Care Act reporting to ensure compliance with IRS requirements. - Implementation of regulatory changes without additional charges.

Period of Performance

The contract is anticipated to begin no later than January 1, 2027, with an initial term of one year and two optional one-year extensions.

Place of Performance

Services will be performed in Cleveland, Ohio.

Bidder Requirements

Vendors must demonstrate proficiency in COBRA administration as per Section 125 of the Internal Revenue Code. There are no specific subcontractor participation goals; however, any proposed subcontractors must be disclosed in the proposal.