ATT 1b_Appendices and Exhibits .v2.pdf

APPENDIX A

FEDFLEX, THE FEDERAL FLEXIBLE BENEFITS PLAN

The FedFlex document can be found at: https://www.opm.gov/healthcare-insurance/flexible-spending-accounts/reference-materials/fedflex2.pdf.

APPENDIX B

FEDSCOPE

This Appendix includes a description of the demographic information available as well as a link to a website that may have additional demographic data captured by OPM. While the website below may be useful, we do not believe it is necessary for completing a response to this solicitation.

The file “2018 FEHB Active Enrollment by State” is available as an attachment to this solicitation. This file offers demographic distribution of active Federal employees enrolled in the Federal Employees Health Benefits Program (FEHB).

The data is summarized based on contract counts, state (determined by duty station), and FEHB contract status (Self, Self Plus One, or Self and Family). Please note the state represents the Federal population’s place of work and may not be the same state used in determining network and access requirements. Please review the Performance Work Statement for network and access requirements. The data by state is given according to the 50 states, Washington, DC (DC), and Puerto Rico (PR)

Websites with Additional Demographic Information https://www.opm.gov/policy-data-oversight/data-analysis-documentation/federal-employment-reports/#url=Overview https://www.opm.gov/policy-data-oversight/data-analysis-documentation/federal-employment-reports/#url=Overview https://www.opm.gov/policy-data-oversight/data-analysis-documentation/federal-employment-reports/#url=Overview

APPENDIX D

LINKS TO THE FEHB AND FEDVIP BROCHURES

Each year, the Office of Personnel Management publishes plan brochures that provide the complete benefit and cost information for the carriers available to Federal employees.

This information is meant to provide information and ideas on how to use these materials for the 2021 Federal Benefits Open Season which will commence in November 2020.

The 2020 FEHB Plan Brochures can be viewed at: https://www.opm.gov/healthcare-insurance/healthcare/plan-information/plans/

The 2020 FEDVIP Plan Brochures can be viewed at:

Dental carriers - https://www.opm.gov/healthcare-insurance/dental-vision/plan-information/plans/dental

Vision carriers - https://www.opm.gov/healthcare-insurance/dental-vision/plan-information/plans/vision https://www.opm.gov/healthcare-insurance/healthcare/plan-information/plans/ https://www.opm.gov/healthcare-insurance/healthcare/plan-information/plans/ https://www.opm.gov/healthcare-insurance/dental-vision/plan-information/plans/dental https://www.opm.gov/healthcare-insurance/dental-vision/plan-information/plans/dental https://www.opm.gov/healthcare-insurance/dental-vision/plan-information/plans/vision https://www.opm.gov/healthcare-insurance/dental-vision/plan-information/plans/vision

APPENDIX C

COMMUNICATION VEHICLES

Communicating with Federal employees is decentralized at the agency/department level. We do not have one master list of email addresses for all Federal employees, nor do we have a master list of home addresses for all of them. We are not expecting the Contractor to mail information directly to all employees’ home addresses. We do expect that the Contractor will discuss, plan and schedule all communications events with OPM prior to implementation.

The rest of this section describes what communications vehicles are available, and how the Contractor can use them.

Federal Benefits Officers Each agency/department has at least one official headquarters benefits officer who handles open seasons and disseminates information on the various Federal benefits – retirement, thrift savings plan, health benefits, life insurance, leave programs, etc. There are approximately 150 benefits officers. These human resources professionals serve as the Government’s front line representatives for providing information about all Federal benefit programs.

We can share names, email addresses and phone numbers of agency Benefits Officers with the successful Contractor. They can help facilitate the educational and marketing campaigns.

Contractors should propose the best use of this communication vehicle.

We hold regular meetings of the benefits officers in OPM’s auditorium. The Contractor can plan to use these meetings to discuss and help solve any issues with FSAFEDS.

The Contractor will be responsible for educating employees as part of each annual Federal Benefits Open Season. Education may include such avenues as auditorium meetings, web videos, webinars, interactive voice response systems, a toll-free phone number, pamphlets, enrollment kits, etc. We are NOT expecting Federal human resources professionals to become flexible spending account experts and converse knowledgeably with employees about the rules and requirements of flexible spending accounts. That is what the Contractor will do. What we will expect is that when employees approach their agencies with a question, the human resources professionals will know to refer them to the Contractor’s dedicated toll-free number, the Contractor’s web site, published pamphlets, the schedule of employee meetings, etc. Agency human resources professionals will be conduits in directing employees where to go for answers, as opposed to answering the questions directly.

Payroll Officers Each agency/department also has a payroll officer to deal with payroll and financial issues related to the benefits programs. There is a separate automated email listserv for payroll officers called FINPAY. More information about this listserv can be found at listserv.opm.gov.

Web Sites OPM has a website devoted to FSAFEDS at www.opm.gov/fsa. This web site includes summary benefit information and links to the Contactor’s FSAFEDS website.

Individual Federal agencies/departments also have their own Internet web sites and/or Intranets. The Contractor can develop “turn-key” announcements to forward to agencies to post on their web sites.

List Serv We will work with the Contractor to reach benefit officers through OPM’s BenefitsInfo listserv. The listserv can be used to share information and documents.

Access to the Internet With online enrollment, online claims submission and status, and email customer support, FSAFEDS is largely a web-focused benefit. The vast majority of Federal employees have access to the internet at work and/or at home. The Contractor should consider the best ways to communicate using the internet and how to improve the FSAFEDS experience for web savvy participants.

Payroll Stuffers Most, if not all, Federal employees receive their pay through electronic funds transfer. They may or may not receive a hard-copy statement of their pay each pay period. The Contractor should not plan on using payroll stuffers as an effective means of conveying information to Federal employees.

Bulk Distribution Channels We expect the Contractor to mail educational/informational pamphlets to Federal agencies/departments for their further distribution to the Federal employees at their worksites. We use this same method to distribute bulk materials for our annual health benefits program to Federal agencies/departments. We anticipate that the Contractor can use the same distribution list for FSAFEDS. We update this list every August. Each year, we send the main insurance benefits informational booklet to approximately 500 different distribution sites.

Benefits Administration Letters We send Benefits Administration Letters (BALs) to the human resources professionals at all of the Federal agencies/departments. We post BALs on OPM’s BAL web site at http://www.opm.gov/retire/pubs/bals/index.asp as well as on the Contractor’s FSAFEDS website. We also distribute all BALs via email to subscribers of the BENEFITSInfo listserv.

We use BALs to send information and instructions to agencies, and can also send them pattern letters, pattern emails, pattern articles, pattern HTML text, etc., for use in employee letters, employee emails, house publications, Intranets, etc. This is a good way to get information to employees through their human resources offices.

To join the listserv, visit http://listserv.opm.gov/wa.exe?A0=BENEFITSINFO

Other Many Federal employees read publications such as the Federal Times, Government Executive, Federal Daily, Federal Managers Association newsletters, Federal News Radio, etc.

Federal Annuitants

Eligibility Annuitants are not eligible for the Federal Flexible Benefits Program because they do not have earned income from employment with the Federal Government. If an Annuitant is rehired by the Federal Government in a position that conveys eligibility for the FEHB Program, he or she becomes a Reemployed Annuitant and is treated as a Covered Employee.

The Reemployed Annuitant may elect participation in FSAFEDS just as any other Covered Employee as long as the Reemployed Annuitant is receiving pay from employment with an Adopting Employer.

http://listserv.opm.gov/wa.exe?A0=BENEFITSINFO

APPENDIX E

INTELLIGENCE COMMUNITY SECURITY REQUIREMENTS

Personnel Security

Contractor must be willing and able to clear an appropriate number of people. Key people who manage payroll operations and who have broad access to data and systems will be required to obtain Top Secret clearances and pass polygraph exams.

Physical Security

Contractor must be willing and able to compartmentalize and protect hard copy records. The Contractor agrees to physical security evaluations by the Intelligence Community agencies and to upgrade security as requested. The Contractor agrees to periodic inspections.

Information Security

Contractor must be willing and able to compartmentalize, protect, and limit access to soft copy data. The Contractor agrees to a comprehensive INFOSEC audit of their operations, to include information handling and computer network and telecommunications security. Enhancements will be made per Intelligence Community specifications.

Telecommunications

Contractor must be willing and able to establish secure communications, i.e. phone and fax, with each Intelligence Community client.

Sources and Methods

Contractor must be willing and able to help develop, maintain, modify, and protect processes that support the operation of Intelligence Community payrolls. The Contractor must agree to work with the Intelligence Community and OPM to modify processes per guidance from the Intelligence Community.

Interfaces

Contractor must be willing and able to build or modify interfaces that meet Intelligence Community security requirements, including interfaces with time and attendance, HR, accounting, disbursing, data warehouse and financial management systems. In some cases, client agencies will need the capability to enter the data directly into the pay system.

APPENDIX F

CURRENT FSAFEDS PARTICIPATING AGENCIES

The agencies, commissions, and other entities listed below currently participate in FSAFEDS as of May 2019:

ADMINISTRATIVE CONFERENCE OF THE UNITED STATES

ADVISORY COUNCIL ON HISTORIC PRESERVATION

AFRICAN DEVELOPMENT FOUNDATION

AMERICAN BATTLE MONUMENTS COMMISSION

AMERICAN INSTITUTE IN TAIWAN

APPALACHIAN REGIONAL COMMISSION

ARCHITECT OF THE CAPITOL

ARCHITECTURAL AND TRANSPORTATION BARRIERS COMPLIANCE BOARD

ARCTIC RESEARCH COMMISSION

ARMED FORCES RETIREMENT HOME

BARRY M GOLDWATER SCHOLARSHIP AND EXCELLENCE IN EDUCATION

FOUNDATION

BONNEVILLE POWER ADMINISTRATION

BROADCASTING BOARD OF GOVERNORS

CENTRAL INTELLIGENCE AGENCY

CHEMICAL SAFETY AND HAZARD INVESTIGATION BOARD

COMMISSION FOR SECURITY AND COOPERATION IN EUROPE

COMMISSION FOR THE PRESERVATION OF AMERICA'S HERITAGE ABROAD

COMMISSION OF FINE ARTS

COMMISSION ON CIVIL RIGHTS

COMMISSION ON INTERNATIONAL RELIGIOUS FREEDOM

COMMODITY FUTURES TRADING COMMISSION

CONGRESSIONAL - EXECUTIVE COMMISSION ON THE PEOPLE'S REPUBLIC OF

CHINA

CONGRESSIONAL BUDGET OFFICE

CONSUMER PRODUCT SAFETY COMMISSION

CORPORATION FOR NATIONAL AND COMMUNITY SERVICE

COUNCIL OF THE INSPECTOR GENERAL ON INTEGRITY AND EFFICIENCY

COURT SERVICES & OFFENDER SUPERVISION AGENCY

DEFENSE NUCLEAR FACILITIES SAFETY BOARD

DELTA REGIONAL AUTHORITY

DENALI COMMISSION

DEPARTMENT OF AGRICULTURE

DEPARTMENT OF COMMERCE

DEPARTMENT OF DEFENSE AGENCIES

DEPARTMENT OF EDUCATION

DEPARTMENT OF ENERGY

DEPARTMENT OF HEALTH AND HUMAN SERVICES

DEPARTMENT OF HOMELAND SECURITY

DEPARTMENT OF HOUSING AND URBAN DEVELOPMENT

DEPARTMENT OF INTERIOR

DEPARTMENT OF JUSTICE

DEPARTMENT OF LABOR

DEPARTMENT OF STATE CIVIL AND FOREIGN SERVANTS

DEPARTMENT OF THE AIR FORCE

DEPARTMENT OF THE ARMY

DEPARTMENT OF THE NAVY

DEPARTMENT OF TRANSPORTATION

DEPARTMENT OF TREASURY

DEPARTMENT OF VETERANS AFFAIRS

DEPARTMENT OF VETERANS AFFAIRS - OFFICE OF INSPECTOR GENERAL

DISTRICT OF COLUMBIA COURT OF APPEALS

DISTRICT OF COLUMBIA COURTS

DISTRICT OF COLUMBIA SUPERIOR COURTS

DWIGHT D EISENHOWER MEMORIAL COMMISSION

EASTERN REGIONAL SUPPORT CENTER

ELECTION ASSISTANCE COMMISSION

ENVIRONMENTAL PROTECTION AGENCY

EQUAL EMPLOYMENT OPPORTUNITY COMMISSION

EXECUTIVE OFFICE OF THE PRESIDENT

EXPORT - IMPORT BANK OF THE U.S.

FEDERAL COMMUNICATIONS COMMISSION

FEDERAL ELECTION COMMISSION

FEDERAL ENERGY REGULATORY COMMISSION

FEDERAL FINANCIAL INSTITUTIONS EXAM COUNCIL

FEDERAL HOUSING FINANCE AGENCY

FEDERAL LABOR RELATIONS AUTHORITY

FEDERAL MARITIME COMMISSION

FEDERAL MEDIATION AND CONCILIATION SERVICE

FEDERAL MINE SAFETY AND HEALTH REVIEW COMMISSION

FEDERAL RESERVE BOARD

FEDERAL RETIREMENT THRIFT INVESTMENT BOARD

FEDERAL TRADE COMMISSION

GALLAUDET UNIVERSITY

GENERAL SERVICES ADMINISTRATION

GOVERNMENT ACCOUNTABILITY OFFICE

GOVERNMENT PUBLISHING OFFICE

GULF COAST ECOSYSTEM RESTORATION COUNCIL

HARRY S TRUMAN SCHOLARSHIP FOUNDATION

INSTITUTE OF MUSEUM AND LIBRARY SERVICES

INTER-AMERICAN FOUNDATION

INTERNATIONAL BOUNDARIES & WATER COMMISSION

INTERNATIONAL TRADE COMMISSION

JAMES MADISON MEMORIAL FELLOWSHIP FOUNDATION

JAPAN-U.S. FRIENDSHIP COMMISSION

JOHN C. STENNIS CENTER FOR PUBLIC SERVICE

JOHN F. KENNEDY CENTER FOR PERFORMING ARTS

LIBRARY OF CONGRESS

MARINE MAMMAL COMMISSION

MEDICAID AND CHIP PAYMENT AND ACCESS COMMISSION

MEDICARE PAYMENT ADVISORY COMMISSION

MERIT SYSTEMS PROTECTION BOARD

MID-ATLANTIC REGIONAL FINANCE OFFICE

MILLENNIUM CHALLENGE CORPORATION

MORRIS K. UDALL AND STEWART L. UDALL FOUNDATION

NATIONAL AERONAUTICS AND SPACE ADMINISTRATION

NATIONAL ARCHIVES AND RECORDS ADMINISTRATION

NATIONAL CAPITAL PLANNING COMMISSION

NATIONAL COMMISSION ON LIBRARIES AND INFORMATION SCIENCE

NATIONAL COUNCIL ON DISABILITY

NATIONAL CREDIT UNION ADMINISTRATION

NATIONAL ENDOWMENT FOR THE ARTS

NATIONAL ENDOWMENT FOR THE HUMANITIES

NATIONAL GALLERY OF ART

NATIONAL LABOR RELATIONS BOARD

NATIONAL MEDIATION BOARD

NATIONAL SCIENCE FOUNDATION

NATIONAL SECURITY AGENCY

NATIONAL TRANSPORTATION SAFETY BOARD

NORTHERN BORDER REGIONAL COMMISSION

NORTHERN REGIONAL PERSONNEL CENTER

NUCLEAR REGULATORY COMMISSION

NUCLEAR WASTE TECHNICAL REVIEW BOARD

OCCUPATIONAL SAFETY AND HEALTH REVIEW COMMISSION

OFFICE OF COMPLIANCE

OFFICE OF GOVERNMENT ETHICS

OFFICE OF NAVAJO AND HOPI INDIAN RELOCATION

OFFICE OF PERSONNEL MANAGEMENT

OFFICE OF THE DIRECTOR OF NATIONAL INTELLIGENCE

OVERSEAS PRIVATE INVESTMENT CORPORATION

PEACE CORPS

PENSION BENEFIT GUARANTY CORPORATION

POSTAL REGULATORY COMMISSION

POTOMAC SUPPORT CENTER

PRESIDIO TRUST

PRIVACY AND CIVIL LIBERTIES OVERSIGHT BOARD

PUBLIC DEFENDER SERVICE FOR THE DISTRICT OF COLUMBIA

RAILROAD RETIREMENT BOARD

SECURITIES AND EXCHANGE COMMISSION

SELECTIVE SERVICE SYSTEM

SMALL BUSINESS ADMINISTRATION

SMITHSONIAN INSTITUTION FEDERAL

SOCIAL SECURITY ADMINISTRATION

STATE JUSTICE INSTITUTE

SURFACE TRANSPORTATION BOARD

THE UNIFORMED SERVICES UNIVERSITY OF THE HEALTH SCIENCES

U.S. ABILITY ONE COMISSION

U.S. AGENCY FOR INTERNATIONAL DEVELOPMENT

U.S. CAPITOL POLICE

U.S. CENSUS BUREAU WEEKLY

U.S. CHINA ECONOMIC AND SECURITY REVIEW COMMISSION

U.S. COURT OF APPEALS FOR THE ARMED FORCES

U.S. COURT OF APPEALS FOR VETERANS CLAIMS

U.S. HOLOCAUST MEMORIAL MUSEUM

U.S. HOUSE OF REPRESENTATIVES

U.S. INTERAGENCY COUNCIL ON HOMELESSNESS

U.S. OFFICE OF SPECIAL COUNSEL

U.S. POSTAL SERVICE

U.S. SENATE

U.S. TAX COURT

U.S. TRADE AND DEVELOPMENT AGENCY

US WORLD WAR I CENTENNIAL COMMISSION

UTAH RECLAMATION MITIGATION AND CONSERVATION COMMISSION

VIETNAM EDUCATION FOUNDATION

WOODROW WILSON INTERNATIONAL CENTER FOR SCHOLARS

APPENDIX G

ENROLLMENT HISTORY

FSAFEDS Historical Enrollment data by year

Year HealthCare FSA Limited Expense Healthcare FSA

Dependent Care

FSA

Total Unique Participants

2010 312,593 1,053 46,792 318,044 2011 319,346 1,192 49928 324,954 2012 324,093 1,398 54,023 330,130 2013 328,103 1,851 55,113 334,165 2014 327,952 2,104 57,446 334,107 2015 345,858 2,530 61,607 350,742 2016 353,506 2,848 65,506 362,501 2017 412,926 5,399 72,484 421,333 2018 433,394 6,954 80,990 442,196 2019 439,811 9,427 86,802 461,749

APPENDIX H

DEFINITIONS

The following definitions are only for the purpose of this Request for Proposal, and its attachments and appendices.

Adopting Employer The Executive Branch of the Federal Government. Adopting

Employer also means an Employer that signs an adoption agreement, accepted by OPM, to participate in this Plan. An Employer remains an Adopting Employer until the Plan terminates, the Adopting Employer withdraws from the Plan, or OPM terminates the Adopting Employer’s participation in the Plan.

Agency(ies) Departments and independent agencies of the Federal Government, including the Tennessee Valley Authority, but not including the D.C.

Government.

Allotment Also called an election. The total amount of pre-tax gross income a participant puts into their FSAFEDS flexible spending account for the benefit period.

Annuitants Federal retirees (who retired on an immediate annuity), and survivors (of those retired on an immediate annuity) receiving annuity compensation. Also includes those receiving compensation from the Department of Labor. Sometimes called retirees.

BC Benefits Counselor. Also called a Customer Service Representative or

CSR.

BENEFEDS An enrollment and premium administration portal contracted by OPM Covered Employee Under FedFlex, means an individual who is an employee under

Section 2.9, is employed by an executive branch or Adopting Employer, and satisfies coverage requirements under Article 3.

CSR Customer Service Representative. Also called BC.

DCFSA Dependent Care Flexible Spending Account EFT Electronic Funds Transfer.

Election Also called an allotment. The total amount of pre-tax gross income a participant puts into their FSAFEDS flexible spending account for the benefit period.

Employee Under FedFlex, for purposes of the Health Care Flexible Spending Account, and no other purpose, an employee is as defined in 5 USC section 8901(1); except that Employee does not include: employees of the judicial branch; employees of the District of Columbia government; or employees not eligible to participate in the FEHB Program in accordance with applicable statutes and regulations; or a Reemployed Annuitant.

For purposes of the Dependent Care Flexible Spending Account, and no other purpose, an employee as defined in 5 USC section 8901(1);

except that Employee does not include: employees of the judicial branch; employees of the District of Columbia government; or a Reemployed Annuitant.

Employee Express A portal used by some agencies that allow employees to initiate the processing of their discretionary personnel-payroll transactions electronically.

Employer Any Agency whose employees are eligible to elect a health care and/or dependent care FSA under the Federal Flexible Benefits Plan (FedFlex). In the case of an employee whose payroll office is not an Executive Branch payroll office, the employer is the entity that issues pay on behalf of the Employee.

FedFlex Federal Flexible Benefits Plan (FedFlex) is a cafeteria benefits plan document under Section 125 of the Internal Revenue Code. OPM enhanced FedFlex to implement health care and dependent care flexible spending accounts in 2003.

FEDVIP Federal Employees Dental and Vision Insurance Program FEGLI Federal Employees' Group Life Insurance FEHB Federal Employees Health Benefits FLTCIP Federal Long Term Care Insurance Program FSA A health care or dependent care Flexible Spending Account, as allowed by Internal Revenue Code Section 125.

FSAFEDS The Federal Flexible Spending Account Program offered to eligible employees of an employer, as determined by OPM.

FSAFEDS Fund Also called “All Program Funds” held by the Contractor, excluding

Contractor fees. The aggregate of all FSAFEDS participant account funds, any loan balance from the Risk Reserve and participant forfeitures, including all applicable interests.

GAO United States Government Accountability Office Grace Period An additional 2 ½ months (January 1 through March 15) during which

FSAFEDS participants can incur eligible expenses that can be reimbursed from the prior year balance.

HCFSA Health Care Flexible Spending Account HIPAA Health Insurance Portability and Accountability Act IPAC Intra-Governmental Payment and Collection IVR Interactive Voice Response System LEX HCFSA Limited Expense HCFSA. A LEX HCFSA is considered to be an

HCFSA.

LTC Long term care OPM United States Office of Personnel Management.

Paperless Reimbursement

(PR)

The process by which participating FEHB and FEDVIP carriers regularly submit claims data to the Contractor on behalf of their FSAFEDS-participating members. The data includes all information required by the Contractor to process a health care FSA claim, including date of service, type of service, and patient out-of-pocket liability. The Contractor uses this data to automatically adjudicate claims and reimburse health care FSA participants for eligible expenses without the need for the participant to submit a manual claim.

Plan Agent A third party administrator under contract to OPM to provide designated administrative services with regard to the Plan.

Plan Year A 12-month period ending on each December 31. The plan year may be extended 2 ½ months by a grace period in some situations.

PHPM Per HCFSA Per Month PMPM Per Member Per Month Qualifying Life Event

Also called a QLE. An event defined by the Internal Revenue Service in Internal Revenue Code, Section 125 that allows participants to change their flexible spending account election outside of the annual Open Season.

Reemployed Annuitant

An individual who is retired from the Federal Government, is reemployed as an employee as defined in 5 USC 8901(1), and who continued to receive an annuity.

Risk Reserve OPM’s FSAFEDS funds. Sometimes referred to as Risk Reserve Account. This account holds all of the FSAFEDS program funds except the participants’ allotments and Contractor fees.

SOB Summary of Benefits

Exhibit A Sample Risk Reserve Collection Invoice