Flexible Spending Accounts Services

The vendor required to provide flexible spending accounts (FSAS) and health savings accounts (HSA) effective January 1, 2027.
- Account support
•    Provide a designated experienced senior account executive with the ability to make timely decisions. 
•    Maintain compliance with plan requirements. 
•    Provide notice of any changes in legislation affecting the administration of flexible spending accounts and health savings accounts. 
•    Provide solutions and advice on changes in a timely manner including a cost analysis and an implementation plan, if necessary. 
•    Serve as a technical resource on compliance including internal revenue code (IRC). 
•    Upon termination or expiration of the contract, provide all necessary data and records to administer the plan under a new contractor within thirty (30) days of request by the county, including member available balances, forfeiture balances and any pending claims. 
•    Provide procedural guidelines, contact information, and sample communication materials. 
•    Provide online access for the county to enroll participants and make account changes as necessary. 
•    Biweekly communication (feedback file) of all funding discrepancies to the county. 
•    Biweekly check-in service calls with account team. ix. conduct annual meeting with the county to review account and administration. 
•    Cancellation.
- Program administration
•    Record keeping services must offer a paperless solution for both, plan participants and the county, including, but not limited to, web communications, self-service tools and resources, enrollment capabilities, account access, and status of member claims. 
•    Participant information must be kept secure and accurate. 
•    Maintain compliance with health insurance portability and accountability act (HIPAA). 
•    Prepare and provide detailed monthly accounting statements for county designated staff based on structure that is determined by the county. 
•    Provide standard FSA and HSA electronic statement that includes claim type (manual, debit card, etc.), date of service, date of transaction, member type (employee and dependent) and type of service (medical, prescription, dental, etc.) 
•    Provide standard electronic excel commuter reports, which will include the following:
o    Employees who have not used commuter benefits in four (4) months or more 
o    Inactive employees during a specified time (month, quarter, year, etc.) 
o    New eligible employees during a specified time (month, quarter, year, etc.) 
o    Detailed list of customer complaints and resolutions. 
o    Enrollment roster with member balances 
o    Forfeiture balances
•    Provide electronic claim, payment reimbursement, and enrollment reports by subgroup. 
•    Provide electronic notification on required funding by plan type and year on a weekly basis. 
•    Must be able to accept wire transfers of funds for payment by the county. 
•    Ability for participants to submit reimbursement requests via secure website and several other options (mail, facsimile, e-mail, mobile upload). 
•    Provide several options for participants to receive reimbursements.
•    Provide all plan information necessary to illustrate compliance as required by law. 
•    Perform non-discrimination testing for FSA plans at a minimum of every two (2) times per plan year: first day of plan year, mid-point, and last day of plan year. 
•    Must provide forfeiture reports within forty-five (45) days of the end of the grace period for each plan year. 
•    Provide clear explanation of benefits communications. 
•    Must include samples with proposal for the county to review. 
•    Must process retro terminations back 90 days. 
•    Provide ad-hoc reporting as requested by the county. 
•    Provide standard agency samples with proposals. 
•    Provide to the county all plan documents, summary plan descriptions (SPD) and plan highlights at no additional cost to the county. 
•    Provide clear, written guidelines including timelines for the process of handling uncertain claims, corrections and reversals. 
•    Provide clear, written guidelines including timelines for the process of handling denied claims. 
•    Maintain the ability to process claims simultaneously for different plan years while still providing reports by plan year. 
•    Reimbursements must be processed and issued in no more than forty-eight (48) hours. 
•    Provide participants with a debit card option and online access that has an option to go paperless for certain reports including but not limited to forfeiture warnings, electronic opt out for paper communications, etc. 
•    All records must be kept and accurate for all time periods.
- Enrollment and data services
•    Provide data files including enrollment in a mutually agreeable format. 
•    Must accept Ansi 834 file format or another file format approved by the county. 
•    On a weekly basis, must be able to accept a full file or change file. 
•    Must provide two (2) user id’s for sftp. 
•    Sftp password must never expire. 
•    Maintain separate accounts or subgroups as required. 
•    Provide access to full file validation parallel test environment, with a minimum testing period of at least 180 days prior to initial implementation or any requested file changes necessary. 
•    Vendor's test environment must allow mcg to see all errors before the file is moved into production and agree to communicate all errors on the full text file within 24 hours. 
•    For any eligibility file spec changes, vendor must notify the county within 90-180 business days; and updates and testing must not coincide between the months of September through December of each calendar year. 
•    Provide dedicated assigned technical resources available to the county at both initial implementation and ongoing throughout the year to address any and all eligibility file concerns and testing. 
•    Ability to accept open enrollment full file thirty (30) days in advance of the start of each plan year and distribute debit cards to participants to ensure receipt of the cards occurs prior to the start of each plan year. 
•    Ability to process and pay claims remaining from the previous plan year.
- Customer service
•    Provide representatives available between the hours of 8:00am and 5:00pm Est by local or toll-free customer service number. 
•    Maintain website available twenty-four (24) hours where participants may view account balances, activity and claim status.
•    provide participants with quarterly statement to include their account activity and account balances.
•    As well as provide communication to participants regarding the available balances in their accounts a minimum of sixty (60) days before the end of the plan year and grace period to help decrease unnecessary forfeitures. 
•    Educate employees through marketing materials on the program benefits to increase program participation. 
•    Provide samples as part of the proposal. 
•    Provide all communication materials 30-60 days in advance for review by the county prior to distributing to the employees. 
•    Provide necessary communication materials, both electronic and hard copy, for annual open enrollment by the date requested by the county as well as provide copies throughout the year when needed. 
•    Provide marketing materials at no additional costs. 
•    Actively participate at in-person open enrollment events and meetings throughout the year. 
•    Provide the county with a professional video (Brainshark or similar with a table of contents and tracking the number of views) on an annual basis during open enrollment with URL that does not expire. 
•    Provide same or next-day responses and resolutions to inquiries made by participants or the county. 
•    The offeror will commit to meet on a semi-annual basis, or more frequently, if necessary, with designated representatives to review plan operations and discuss program initiatives. 
•    The offeror will provide initial and periodic orientation to all eligible users on how to utilize the program. 
•    The offeror will provide periodic training to designated personnel upon county’s request. 
•    The county reserves the right to review, revise and approve all communications prepared by the offeror prior to distribution to employees. 
•    Provide, at their expense, any promotional material aimed at evoking member and their dependents interest, including raffle items, giveaways and printed flyers.
- Budget: $2.4 billion

- Contract Period/Term: 1 year
- Questions/Inquires Deadline: December 2, 2025