Flexible Spending and Dependent Care Flexible Spending

Background

The City of Cleveland, through its Director of Human Resources, is seeking qualified vendors to serve as administrators for its Flexible Spending Account (FSA) program. This program includes Health Care Flexible Spending Accounts and Dependent Care Flexible Spending Accounts. The goal is to develop and maintain a program that ensures responsible stewardship of public resources while providing competitive benefits to attract and retain quality employees. The contract term is for one year with two optional one-year renewals.

Work Details

The selected vendor will provide comprehensive administrative services for the FSA program, including: 1. FSA administrative services and recordkeeping system that interfaces with the plan sponsor’s systems. 2. Compliance with federal regulations regarding rollover and carry forward specifications. 3. Prompt claims reimbursement turnaround for Healthcare FSA and Dependent Care FSA claims submitted via various methods (debit card, paper claims, online portal). 4. Secure electronic receipt of eligibility census and contribution information. 5. A toll-free call center based in the U.S. with high-quality customer service standards. 6. Issuance of member debit cards (minimum of two per family) at no additional cost. 7. A member portal for account monitoring and claims submission. 8. Effective communication processes for participant education and notifications. 9. Client service engagement for effective management of the FSA Plan. 10. Development of non-ERISA summary documents detailing Section 125 benefits plan requirements.

Period of Performance

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

Place of Performance

The services will be performed in Cleveland, Ohio.

Bidder Requirements

Vendors must demonstrate thorough knowledge and proficiency in administering Flexible Spending Accounts in accordance with Section 125 of the Internal Revenue Code. There are no specific subcontractor participation goals; however, any proposed subcontractors must be disclosed in the proposal.