Flexible Spending Account and Health Reimbursement Account Administration Services

The vendor is required to provide flexible spending account (FSA) and health reimbursement account (HRA) administration services for the city’s employees.
- Administration, reports and support including the following requirements:
a. FSA and HRA administration:
• Provide support for plan and plan document development and maintenance (this includes the two HRA plan documents and summary plan descriptions as well as plan document and summary plan description for the health care FSAs) 
• Maintain a record of deposits and withdrawals for each employee’s FSA account 
• Provide each FSA participant and HRA participant with a debit card 
• Generate annual individual account statements reflecting the balance in their FSA and HRAs, and mail the statements to the employee and retiree home address within a defined timeframe after the end of the plan year 
• Update FSA and HRA balances as often as monthly based on the city’s plan design 
• Set up FSA and HRAs for new hires on a monthly basis 
• Maintain a record of contributions and withdrawals for each employee’s HRA account 
• Provide for direct claims submissions by mail, web, fax, or email 
• Accommodate a weekly automated file feed of claims from the city’s medical carrier for substantiation purposes, if deemed necessary 
• Reimburse qualified employee medical expenses from the appropriate account (health care FSA funds used first, then HRA funds) up to the annual election amount for FSAs and available account balance for HRAs
• Provide online claims inquiry and toll-free number for employee claims submissions and inquiries 
• Allow the city online access to detailed account information for employee FSA and HRAs 
• Provide assistance in development of required payroll and employee data system changes 
• Provide on demand funding reports, contributions and payment reports, enrollment reports, invoices, account activity report 
• Completion of annual non-discrimination testing for applicable plans 
• The city currently does not have a prefunding arrangement with its vendor and the preference would be for current funding arrangement to continue.
- Information on billing required by the city must include at a minimum:
• Medical FSA administration fee details
• Dependent care FSA administration fee details
• HRA administration fee details
• Debit card administration fee details.
- Contract Period/Term: 3 years
- Questions/Inquires Deadline: July 21, 2025