ESBD_398544_1740433049968_FSA Questoinnaire - UPDATED.xlsx

XLSX spreadsheet 132 KB Posted Feb 24, 2025

Attached to: COBRA and Flexible Spending Accounts Administration
Solicitation number: RFP2025-018
Issued by: Texas

About this file

Written by GovTribe AI · Feb 24, 2025

This is a Flexible Spending Account (FSA) administration questionnaire and financial summary document issued by the City of Waco through Lockton Companies. The document seeks responses from vendors to provide FSA administration services for approximately 425 participants (394 Healthcare FSA and 31 Dependent FSA participants). The questionnaire includes detailed sections covering organization background, customer service capabilities, implementation processes, financial arrangements, and debit card services.

The current vendor, Navia, charges $3.40 PEPM for both Medical and Dependent Care FSA administration with a $100 monthly minimum fee, totaling approximately $17,340 for the first year. The document indicates a requirement for a 60-month rate guarantee. Additional services include enrollment materials, bi-lingual support, Section 125 Plan documentation, Summary Plan Description, direct deposit capability, automatic claim adjudication, and annual discrimination testing at no additional cost. On-site enrollment meetings are available at a rate of $75/hour or $300/day plus travel expenses. The vendor must have integration capabilities with the City's HRIS/Payroll vendor, Tyler Technologies.

View the file

Other files

File	Type	Posted
ESBD_398544_1740432992173_RFP 2025-018 Zoom Information.pdf	PDF	Feb 24, 2025
ESBD_398544_1740433034017_Cobra Questionnaire - UPDATED.xlsx	XLSX spreadsheet	Feb 24, 2025
ESBD_398544_1740432969120_RFP 2025-018 Proposal Package (ESBD Posting).pdf	PDF	Feb 24, 2025
ESBD_398544_1740433017834_City of Waco FSA Elections.xlsx	XLSX spreadsheet	Feb 24, 2025

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Front Cover

Request for Proposal - Flexible Spending Account Administration

City of Waco

Prepared by:

Lockton Companies

6900 Dallas Parkway, Ste 450

Plano, TX 75024

Telephone

www.lockton.com

Vendor Information

Bidder Information

Vendor Name

Vendor Contact Name

Vendor Contact Email

Vendor Contact Phone Number

&"Garamond,Regular"&8&G &"Garamond,Regular"&8&P

FSA - Financial Summary

Flexible Spending Account Financial Summary
		Navia	Bidder Name
		Current	Proposed
Current Participation
•	Healthcare FSA	394	394
•	Dependent FSA	31	31
	TOTAL	425	425
Initial Set-Up Fees (indicate if annual or one-time)		N/A
Monthly Fees		$0.00
	Medical FSA Administration Fee PEPM	$3.40
	Dependent Care FSA Administration Fee PEPM	$3.40
	Debit Card Fee (indicate cost of replacement cards)	$0.00
Monthly Minimum Fee		$100
First Year Annual Cost		$17,340
Optional Services and Fees (please indicate whether services are included in above fees or additional cost. If additional cost, please indicate cost)
•	Enrollment Materials	Included
•	Enrollment Meetings	Lesser of $75/hr or $300/day plus travel
•	Materials & Meetings for Bi-lingual Populations	Included
•	Section 125 Plan Document	Included
•	Summary Plan Description	Included
•	Direct Deposit Capability	Included
•	Automatic Claim Adjudication	Included
•	Discrimination Testing Annually	Included
Describe any other costs that will be charged to this client
Rate Guarantee (months)		60
Notes

K 11

Carrier Opts	4
Plan	Tier	X Rows
TRUE	4	FALSE
TRUE	4	FALSE
TRUE	4	FALSE
FALSE	4	FALSE
FALSE	4	FALSE
FALSE	4	FALSE
FALSE	4	FALSE
FALSE	4	FALSE
FALSE	4	FALSE
Ben Grid	FALSE
TRUE	FALSE	FALSE
TRUE	FALSE	FALSE
TRUE	TRUE	FALSE
TRUE	FALSE	FALSE
FALSE	FALSE	FALSE
FALSE	FALSE	FALSE
FALSE	FALSE	FALSE
FALSE	FALSE	FALSE
FALSE	FALSE	FALSE
FALSE	FALSE	FALSE

&G &P

Questionnaire FSA Questionnaire

Organization			[Insert Bidder Name]
v	How long has your business been in existence?
v	How long has your business been administering FSA accounts?
v	Provide the location of your business.
v	For how many clients do you provide FSA administration services?
v	What is the average size of your clients? What is the largest? The smallest?
v	Provide three current client references similar in size and industry. Include contact name, title and phone number.
Customer Service/Member Service
v	Will you provide a dedicated account manager for this client?		Please Select
	v	Will member and client calls be handled by this individual or by your general customer service department?	Please Select
v	What is your claims turnaround time?
v	How do you assure turnaround times are meeting your commitment?
v	Do you have an arrangement with the health plan claims administrator that will facilitate automatic claims adjudication?		Please Select
v	Is claims verification (receipts) required?		Please Select
v	Do you offer a mobile app?		Please Select
	v	Can participants submit claims and view balance information via the app?	Please Select
v	The City of Waco wishes to have their FSA vendor on site for annual enrollment meetings. Can you provide this at no additional cost? If there is an additional cost associated with this, please list that here.
v	What types of standard reports do you provide the client?
Implementation
v	What is the lead time for implementation administration? (Please provide a tentative timeline.)
v	What information do you require in order to begin the implementation process?
v	Are you willing to work with the incumbent administrator to transfer data electronically?		Please Select
v	Do you have integration capability with the City's HRIS/Payroll vendor, Tyler Technologies?		Please Select
Financial Information
v	Please describe the banking options for bill payment that are available to City of Waco.
v	Can City of Waco use its own bank?		Please Select
v	Is a minimum deposit required?		Please Select
v	When do you request funds and for what claims period?
v	Do you utilize an imaging system to record claims documents?		Please Select
v	What is the turnaround on completed claim forms?
v	How are incomplete or denied claims communicated?
v	Please confirm if the rates/costs are guaranteed for a minimum of five years.		Please Select
v	Please indicate which of the following services you provide and include in your pricing: (If the service is optional at an additional cost, please note cost.)
	v	Plan Document
	v	Summary Plan Description
	v	Toll-free call center
	v	Daily claims adjudication
	v	Non-discrimination testing
	v	Participation in on site open enrollment meetings
	v	Other (please list)
Debit Card
v	Is a debit card an option, or is it mandatory?
v	Is your debit card outsourced, or is it a wholly-owned card?
v	How do you ensure the amounts debited to the FSA are for "qualified benefits" under Code section 125?
v	Describe your process for working with health care providers' claim data feeds.
v	Describe your process for working with pharmacy benefit manager claim data feeds.
v	Describe how your debit card features can be customized for different plan designs and spending accounts.
v	Does your organization have the technology to view information online (i.e. account history, balance, etc.)?
v	How do you verify card transactions?
v	How do participants request a debit card?
v	What is the maximum number of debit cards per account holder?

&"Garamond,Regular"&8&G &"Garamond,Regular"&8&P

Template Flexible Spending Account Questionnaire Comparison

Organization			Carrier 1	Carrier 2
v	Identify and describe your relevant experience with administering FSA services similar to this plan in both size and design.
v	Provide three current client references similar in size (based on funded lives) and industry. Include contact name, title and phone number.
v	Provide three prior client references similar in size (based on funded lives) and industry. Include contact name, title, and phone number.
Implementation
v	Describe your process for implementation of the benefit plan including:
	v	Timeline required by your company.
	v	ID card design and welcome package options including time needed for approval by City of Waco.
	v	Claim form design and approval from City of Waco.
	v	Participant material production, review, approval, and distribution process.
	v	Implementation and open enrollment communication strategy.
	v	Assuming a business award date of (date), please include a copy of your detailed transition plan/timeline that includes completion dates for each specific task. List any start-up fees.
v	Please provide an implementation guarantee that includes having ID cards in employees hands and loading/testing of all benefits accurately on or before the effective date of the new plan. Include 'drop dead' dates for receiving all information and the fees you will place at risk for non-performance.

v	What type of cost and performance guarantees are you willing to provide for the following areas, along with the amount you will be putting at risk:
	v	Implementation
	v	Delivery of Cards
	v	Delivery of Contract/SPD
	v	Account Management
	v	Claims Processing
	v	Customer Service
	v	Reporting
v	Are your fees (rates) guaranteed for more than one year? If not, are you willing to provide a guarantee of two or three years?
v	Do you provide introductory letters to member homes?
	v	If so, please provide a copy of your standard new member communications materials.
v	Are you willing to work with the incumbent vendor to transfer data electronically through out the implementation phase?
v	Open enrollment meetings each year will be held at each of the [Client]'s facilities . The carrier representative will need to be available to attend those meetings. There could be as many as ___ different enrollment meetings the first year of implementation.
v	Are you willing to set up and host a "Net Meeting" or a "Web Cast" in order to accommodate open enrollment for employees who live in more rural areas or areas with few employees?
v	Please provide if you will allow enrolled members to change or drop coverage during an annual open enrollment period.
v	What is the minimum amount of time you believe is necessary to implement City of Waco's plans in an efficient and effective manner?
v	Do you offer an integrated program (one system, one member, service number, etc.)?
v	Will you require City of Waco's members/employees to complete new enrollment forms?
v	What specific information, not already provided in this RFP, do you need in order to be able to implement properly?
Communication
v	Do you provide the following at no additional cost?
	v	Enrollment kits, posters, brochures
	v	Monthly employee articles
	v	Monthly payroll stuffers
	v	Wallet cards
	v	Ongoing employee orientations
	v	Participate in health fairs and/or organizational events
	v	Monthly HR e-mailer
	v	Member access to a Web site for educational tools
	v	Can your Web site be customized by client?
Customer Service/Member Service
v	Describe your standards and procedures for maintaining contact with the employer and employee. Provide timing of these contacts.
v	Does your organization have service offices in [City/State]? If not, from which location will you service City of Waco's account?
v	Do these offices have previous experience in City of Waco's type of business? If yes, please specify which and what size employee groups. If not, what will you do to become familiar with the claims experience and nuances of City of Waco's business?
v	Will you guarantee that all incoming calls form City of Waco will be returned the same day they are placed?
v	Do you provide dedicated customer service teams to handle member questions/issues or do service center call agents handle claim issues?
v	The bidder will provide a description of their resources for effective and timely customer service. This will include current customer service staffing levels, dedicated staff commitments, customer service representative (CSR) training (initial and ongoing), systems for CSR call reporting and tracking, CSR performance management and other related activities.
v	Specify the documentation procedures for inquiries to the customer service department.
	v	What percentage of inquiries are documented?
	v	Are inquiries updated immediately?
v	Please answer the following regarding your customer service reporting capabilities.
	v	Will you provide client-specific reports?
	v	Will you provide issue-specific reports?
	v	How frequently will customer service reports be provided to City of Waco?
v	Does your company have employer online eligibility capabilities?
v	Does your company have employee online eligibility capabilities?
Account Management
v	What is the current number of clients serviced by the account manager/account executive that would be assigned to City of Waco?
v	Do you provide a dedicated account manager?
v	What was the turnover rates of your account managers for the last three years, respectively?
v	Will you provide support to City of Waco to manage client eligibility and other administrative tasks? Can City of Waco update in real time on-line?
v	How will you help City of Waco monitor plan performance?
v	How frequently do you provide status updates to your clients? What information is documented and provided at these meeting?
v	How often will your account manager review the quality and effectiveness of the program with the client?
Claims
v	Please provide the location(s) where [client] claims would be paid.
v	How long have you been processing claims in this location(s)?
v	How many employees are located in this claims office(s)?
v	In this claims office(s), how many covered employees do you process claims for?
v	In this claims office(s), specify the number of accounts you process claims for by employee.
v	In this claims office(s), how many covered employees are included in the largest account for which your serve as claims administrator?
v	In this claims office(s), what is the average size account?
v	Will you allow City of Waco to choose an auditing firm, to perform an operational and claims audit, without incurring cost from you?
v	Do you have the capability to feed the client's Flexible Spending Account (FSA) vendor claims data to be used for substantiation of claims under the FSA program?
	v	Is it available for this client?
	v	If so, is there an additional cost for this service?
v	What claims reporting will be provided to monitor claims dollars paid in-network, dollars paid by participant tier, total savings attributable to network discounts, dollars not covered, etc? Provide samples of claims reports considered ‘Standard’ and those considered ‘Custom’ (additional cost).

v	Is claim verification required (copies of receipts)? Please clarify for groups with and without Debit Card availability.
v	Is a Debit Card an option or is it mandatory?
v	Is there a charge for an additional debit card?
v	Does the Debit Card have "excluded facility" function (i.e., at the pharmacy)?
Financial Information
v	What is your minimum participation requirement, if any?
v	What are standard commissions?
v	Please describe the banking options for bill payment that are available to this client.
v	Please provide a detailed list of the standard exclusions and limitations included within your standard contract.
v	Have you waived the actively at work/non-confinement clause? Please explain.
v	Have you waived all limitations for preexisting conditions, subject to plan provisions (no loss-no gain)?
v	Please provide your limitations/language regarding experimental/investigational procedures.
v	Please list your typical set-up fees (if any):
	v	Is this rate flexible or is it a set rate depending on client size, bundling products, etc?
v	Do these ongoing fees vary by client size?
	v	Administration (per HCRA participant per month)
	v	Administration (per DCRA participant per month)
	v	Minimum monthly fee
	v	Renewal/annual fee
v	Do you offer the optional services below? If yes, please indicate applicable fees/rates.
	v	Enrollment Kits
	v	Enrollment Meetings
	v	IVR/Web Enrollment with Spanish Capability
	v	Participant Confirmation Statements
	v	Section 125 Plan Document
	v	Summary Plan Description
	v	Direct Deposit Reimbursement
	v	Discrimination Testing for Highly Comp'd EE's
	v	Annual 5500 Form Preparation
v	Is your administration fee inclusive of certain services or is "a la carte" pricing available?
v	Are there any other services not listed above that are included in the Admin Fee?
v	Do your costs vary by size of the client? If yes, please explain.
v	If you assume run out on a grace period for a prior plan year, is there a monthly fee?
Benefit Plan Design
v	What incentive-based benefit plan designs and communication tools do you have to encourage semi-annual preventive care and ongoing excellent health?

v Describe how recent improvements in your administrative systems and billing capabilities will enhance the internal administration at City of Waco.

v	What plan designs can you support?
v	What resources will you provide to ensure effective and timely communication of the new program?

v	Do you have the ability to price only desired services (i.e., a la carte) versus your full array of services?
v	Please describe your willingness to waive pre-existing condition limitations?
v	Do you offer limited reimbursement accounts?
Reporting
v	Describe what reporting is available to City of Waco.
	v	Can City of Waco generate these reports? Is this reporting capability available on-line at no additional charge?
	v	Do you offer ad hoc or special-request reporting? Are these also available on-line? Are there additional fees for the standard reporting package and/or ad hoc reports? If so, explain costs.
v	What standard reports are available and how frequently (monthly, quarterly, annually)? Are there additional costs associated with any of these reports?
v	Does your reporting indicate the following:
	v	Total Identified Members
	v	Total Participating Members
	v	Total Members who declined participation
v	Are customized reports available through your organization's web site?
v	Do you provide the client reporting on the number of face-to-face consultations?
Underwriting and Renewal
v	Do you agree to provide the renewal no later than 120 days prior to the renewal date?

&"Garamond,Regular"&8&G &"Garamond,Regular"&8&P

Back Cover

Our Mission

To be the worldwide value and service leader in insurance brokerage, employee benefits, and risk management

Our Goal

To be the best place to do business and to work

www.lockton.com

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File details come from the government source that posted it. Updated Feb 24, 2025.