Third-Party Administrator Services

The Vendor is required to provide third-party administrator services for the county’s flexible spending accounts and commuter benefits program being requested by the county.
- Proposals for:
• Flexible Spending Account (FSA) Administration Services only;
• Commuter Benefits Administration Services only; or
• Both FSA and Commuter Benefits Administration Services as a bundled solution.
- Provide to leverage the TPA’s administrative platform, reporting tools, and account management capabilities to align with and support the County’s existing FSA and Commuter Benefits Program and processes.
- The TPA will provide the following services:
• Claims Administration – End-to-end processing, adjudication, and reimbursement of all eligible FSA and commuter claims in compliance with applicable regulations.
• Web-Based Platform – A secure, user-friendly online portal and mobile access for account inquiries, claims submission, and real-time status tracking. For Commuter Benefits, the platform must also allow employee enrollment, changes and terminations. For FSA, the platform must be able to track employee and employer funding separately.
• Debit Card Solution – A customized, compliant debit card program that enables participants to access FSA and commuter funds at point of sale.
• Customer Service – A dedicated toll-free (800) number with knowledgeable representatives and defined service level standards.
• Communications and Materials – Dual-branded, clear, and compliant communication materials, including enrollment guides and educational content.
• Account Management – A dedicated account management team responsible for implementation, ongoing support, and performance management.
• Reporting and Analytics – Robust, customizable reporting capabilities, including standard and ad hoc reports to support program oversight, compliance, and decision-making.
- Department administers employee benefits programs and currently provides benefit information through an internal online intranet site. The County utilizes PeopleSoft/Oracle as its Human Resources Information System (HRIS) platform.
- Administer a debit/credit card program for FSA and Commuter benefits with frequent claims and reimbursement processing.
• Provide clear communications regarding the features and functionality of the debit/credit card.
• Clearly explain all instances when the card may be used (pharmacy, doctor’s office, vision provider, parking, transit, etc.).
• Provide a minimum of two debit cards per account holder for reimbursement, at no additional cost to the participant.
- Ensure that commuter benefit funds are made available only after payroll deductions have been collected and posted to the participant’s account. Contractor must not permit reimbursement or spending of funds prior to posting and must prohibit use of future payroll deductions.
- Ensure that the plan design, documentation, implementation, communication, and reporting are in compliance with all current applicable laws and regulations.
- Process ongoing employee enrollment, terminations, and changes in a timely manner, in compliance with County eligibility rules and payroll calendar.
- Allow eligible employees to enroll in Commuter Benefits at any time, in accordance with program rules.
- Allow employees to modify reimbursement methods and payroll deduction amounts at any time, as permitted by regulations.
- Eliminate terminated employees from the program and payroll deduction cycle as instructed by County staff.
- Fund the program with semi-monthly deductions per paycheck per enrolled employee.
- Provide communication support for the FSA and Commuter Benefits Program, including project management, strategic communication planning, and development and editing of written and web-based information distributed to County employees.