Exhibit_B_-_Fees_and_Performance_Guarantees.docx
DOCX document 53 KB Posted
- Attached to
- Benefit Administrative Services
- Solicitation number
- 26-P-66TF
- Issued by
- Volusia County, Florida
About this file
Exhibit B - Fees and Performance Guarantees for Volusia County Benefit Administrative Services
This is a fees and performance guarantees worksheet for the County of Volusia, Florida's Request for Proposals (RFP 26-P-66TF) for comprehensive benefit administrative services. The solicitation encompasses third-party administration of Medical and Dependent Care Flexible Spending Accounts (FSA) with debit card functionality, Health Reimbursement Arrangements (HRA), COBRA administration, and retiree billing services. Current participant populations include approximately 3,300 eligible employees for FSA administration, 3 HRA participants, 7 COBRA participants, and 615 enrolled retirees. Proposals must be submitted electronically by April 15, 2026, at 3:01 p.m., with technical questions due by April 1, 2026. The contract term spans five years (2027-2031) with one optional five-year renewal contingent upon mutual written agreement and County Council approval. The plan year commences January 1, 2027.
Contractors must provide guaranteed rate quotes on a per-participant-per-month basis for each of the five contract years across all service categories. All proposed fees, additional charges, and performance guarantees must be presented within the specified worksheet format without alterations to the structure. Contractors are required to waive minimum participation fees, termination fees, setup fees, annual renewal fees, and open enrollment mailer costs. COBRA administration costs shall be quoted based on retention of a 2% COBRA administration fee on a per-employee-per-month basis. The worksheet requires contractors to indicate which services are included in their proposal and detail any additional fees associated with service delivery. Contractors must also provide comprehensive performance guarantees addressing implementation timelines, premium remittance and reporting, customer service metrics (including average speed of answer, abandonment rates, inquiry response and resolution times), COBRA notification timelines, account management reporting frequency, debit card delivery schedules, and annual account management performance survey participation.
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26-P-66TF Exhibit B - Fees and Performance Guarantees
Complete all questions in full and return the completed worksheet with the response. Confirm with a “Yes” or “No”. If further clarification is needed provide a brief explanation. Please respond to the questions within the worksheet format – DO NOT ALTER THE WORKSHEET FORMAT. The electronic copies must be Microsoft Word format.
PLAN COSTS AND GUARANTEES
Please provide the proposed fees in the format requested below.
A. Please present the guaranteed rate quotes for each of the five (5) years requested. RATES SHALL BE QUOTED ON A PER FSA PARTICIPANT PER MONTH BASIS.
There should only be a Per Participant fee, even if the participant is enrolled in both a Medical FSA and Dependent Care FSA.
FSA (Medical and Dependent Care) Administration Current Benefit Eligible Employees = 3300
| WITH Debit Card |
| 2027 |
| 2028 |
| 2029 |
| 2030 |
| 2031 |
Per Participant Per Mth Per Participant Per Mth Per Participant Per Mth Per Participant Per Mth Per Participant
B. Please indicate (x) below the FSA Services you are proposing and provide details of any additional fees associated with the service provided. Any additional fees shall be listed in this section.
| Flexible Spending Account Service |
| Included in Proposal? |
| Additional Fee/Comments |
| Yes |
| No |
Complete administration of Medical and Dependent Care Flexible Spending Accounts
Enrollment material describing the benefits of FSA participation
Section 125 Compliant Plan Document preparation
Regulatory Updates and Plan Amendments
Customer service telephonic and web page support for all FSA participants
Direct deposit of FSA reimbursements
Debit card option for Participants
FSA information via website or telephone
Accounting services including check writing, funding requests, reconciliation
Management reports, including ad hoc report requests
Electronic data exchange in the County’s approved format (set-up and ongoing)
Carrier set-up fees
Change in file layout
Eligibility reconciliation
Records retention
Banking options
Non-discrimination testing
Attendance at open enrollment meetings
Minimum Participation Fees
Implementation fee
Run-out claims administration upon termination
Mid Year termination fees
Plan Year termination fees
Replacement debit cards
Set-up fee
Renewal fee
Other:
C. Please present the guaranteed rate quotes for each of the five (5) years requested. RATES SHALL BE QUOTED ON A PER FSA PARTICIPANT PER MONTH BASIS.
HRA Administration Current number of HRA Participants = 3
| 2027 |
| 2028 |
| 2029 |
| 2030 |
| 2031 |
Per Employee Per Mth Per Employee Per Mth Per Employee Per Mth Per Employee Per Mth Per Employee
D. Please indicate (x) below the HRA Services you are proposing and provide details of any additional fees associated with the service provided. Any additional fees shall be listed in this section.
| HRA Services |
| Included in Proposal? |
| Additional Fee/Comments |
| Yes |
| No |
Complete administration HRA Accounts
HRA Compliant Plan Document preparation
Regulatory Updates and Plan Amendments
Customer service telephonic and web page support for all HRA participants
Direct deposit of HRA reimbursements
HRA information via website or telephone
Accounting services including check writing, funding requests, reconciliation
Management reports, including ad hoc report requests
Electronic data exchange in the County’s approved format (set-up and ongoing)
Carrier set-up fees
Eligibility reconciliation
Records retention
Banking options
Non-discrimination testing
Attendance at open enrollment meetings
Minimum Participation Fees
Implementation fee
Run-out claims administration upon termination
Mid Year termination fees
Plan Year termination fees
Set-up fee
Renewal fee
Other:
E. Please present the guaranteed rate quotes for each of the five (5) years requested. Cost shall be based on retention of 2% COBRA administration fee. RATES SHALL BE QUOTED ON A PER EMPLOYEE PER MONTH BASIS.
COBRA Administration Current Benefit Eligible Employees = 3300 Current number of COBRA Participants = 7
| 2027 |
| 2028 |
| 2029 |
| 2030 |
| 2031 |
| Current number of Eligible Employees |
| Per Employee |
Per Mth
| Annual Total |
| Per Employee |
Per Mth
| Annual Total |
| Per Employee |
Per Mth
| Annual Total |
| Per Employee |
Per Mth
| Annual Total |
| Per Employee |
Annual Total
F. Please indicate (x) below the COBRA Services you are proposing and provide details of any additional fees associated with the service provided. Any additional fees shall be listed in this section.
| COBRA Service |
| Included in Proposal? |
| Additional Fees/Comments |
| Yes |
| No |
Initial notice to new enrollees
Process COBRA elections within specified timeframes
Mail COBRA enrollment packets within specified timeframes
Mail COBRA election notice to eligible employees and dependents
Premium calculation, billing to enrollees, and management of ongoing premium collection process
Pro-rate monthly premium per effective date given by the County
Late notices and termination notices
Customer service for all COBRA participants
Directly interface enrollments, changes, and terminations to insurance carriers
Retain records pursuant to current regulations
Administrative guidance on changes in COBRA laws
Eligibility reconciliation with carriers
Liability for services rendered
Minimum participation fees
Open enrollment forms (paper or online)
Implementation fee
Set-up fee
Renewal fee
Mid-year termination fee
Plan year end termination fee
Other:
G. Please present the guaranteed rate quotes for each of the five (5) years requested. RATES SHALL BE QUOTED ON A PER RETIREE PARTICIPANT PER MONTH BASIS.
Retiree Billing Services
Current number of Enrolled Retirees = 615
Coordination with FRS deductions included (Optional)
| 2028 |
| 2029 |
| 2030 |
| 2031 |
Per Participant Per Mth Per Participant Per Mth Per Participant Per Mth Per Participant Per Mth Per Participant
Coordination with FRS deductions NOT included.
| 2027 |
| 2028 |
| 2029 |
| 2030 |
| 2031 |
Per Participant Per Mth Per Participant Per Mth Per Participant Per Mth Per Participant Per Mth Per Participant
H. Please indicate (x) below the Retiree Services you are proposing and provide details of any additional fees associated with the service provided. Any additional fees shall be listed in this section.
| Retiree Service |
| Included in Proposal? |
| Additional Fees/Comments |
| Yes |
| No |
Premium calculation and billing to enrollees and management of ongoing premium collection process
Pro-rate monthly premium per effective date given by the County
Management of ongoing premium collection process
Coordination with FRS (FRS deduction is optional.)
Notice and premium payment to insurance carriers monthly
Premium reconciliation
Medicare Creditable Coverage Notice distribution to eligible retirees
Customer service for all Retiree participants
Eligibility reconciliation with carriers
Retain records
Directly interface enrollments, changes and terminations to insurance carriers
Coordination of enrollment with Medicare Supplemental Carrier
Coordination of enrollment with PDP carrier
Minimum participation fee
Open enrollment mailout – 4 or less pages
Implementation fee
Set-up fee
Renewal fee
Mid-year termination fee
Plan year end termination fee
Other:
I. List the Performance Guarantees the Contractor has included in the premiums.
| Guarantee |
| Target |
| Penalty |
1. Implementation
2. Premium Remittance & Reports
3. Customer Service
a. Average Speed of Answer
b. Abandonment Rate
c. Response to participant inquiry
d. Resolution of participant inquiry
| 4. COBRA Notification Timelines |
| As specified by the County |
| 5. Provide Account Management Reports |
| Monthly |
| 6. Delivery of Debit Cards |
| By Jan 1 of each PY |
7. Annual Account Management Performance Survey
P:\TABATHA\2026 Solicitations\26-P-66TF Benefit Administrative Services (COBRA, FSA & Retiree Billing)\1 SOLICITATION\Exhibit B - Fees and Performance Guarantees.docx Page 1 of 12
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