Exhibit_D_-_FSA_RFP_25-04_Matrix_-_MUST_COMPLETE.xls
XLS spreadsheet 257 KB Posted
- Solicitation number
- 0000036101
- Issued by
- San Bernardino County, San Bernardino City, California
About this file
This document is an Exhibit Matrix for a Flexible Spending Account (FSA) Request for Proposal (RFP #25-04) issued by the Superior Court of California, County of San Bernardino. The RFP seeks an administrator for flexible spending account services, with a focus on healthcare and dependent care spending accounts. The proposed maximum contribution limits are $2,850 for healthcare and $5,000 for dependent care accounts. The contract includes comprehensive administrative services such as online claim submission, daily reimbursement schedules, debit card management, and participant support.
The proposed vendor, P&A, offers a three-year rate guarantee with an all-inclusive monthly per-participant administrative fee of $2.45 for FSA services. Key features include 24/7 online account access, a dedicated account manager, technical support, and various reimbursement methods including checks, direct deposit, and debit cards. The vendor will provide implementation support, educational materials, and strategies to increase employee participation, including online informational videos, interactive tools, and potential onsite enrollment meetings. The proposal includes live customer service hours from 8:30am-10:00pm EST and promises minimal receipt documentation requests due to high auto-adjudication rates.
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Other files
| File | Type | Posted |
|---|---|---|
| Exhibit_C1_-_P_A_FSA_Brochure.pdf | ||
| Attachment_5_-_Good_Standing_Form.docx | DOCX document | |
| Attachment_7B_-_DVBE_Declaration.docx | DOCX document | |
| Attachment_1_-_Administrative_Rules.docx | DOCX document | |
| Exhibit_E_-_2025_Benefit_Fair_Locations.xlsx | XLSX spreadsheet | |
| Exhibit_C2_-_P_A_Agreement.pdf | ||
| Exhibit_A_-USIMarketingLetterRFP25-04FSACOBRARetireeBill.pdf | ||
| Attachment_2_-_Services_-_Short_Form_Agreement_Terms.docx | DOCX document | |
| Attachment_4_-_General_Certifications_Form.docx | DOCX document | |
| Exhibit_B_-_Payment_Provisions.docx | DOCX document | |
| RFP_25-04_Flexible_Spending_Accounts_COBRA_Retiree_Billing.docx | DOCX document | |
| Exhibit_C3_-_P_A_Flexible_Benefits_Plan_Summary.pdf | ||
| Attachment_6_-_Darfur_Contracting_Act_Certification.docx | DOCX document | |
| Attachment_3_-_Acceptance_of_Short_Form_Agreement_Terms.docx | DOCX document | |
| Attachment_7A_-_Bidder_Declaration.docx | DOCX document |
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READ FIRST
| Superior Court of California, County of San Bernardino |
| EAP RFP #25-04 |
| Important note to bidding carriers: In addition to completing the Court's RFP documents, you must also complete the following tabs of this workbook and provide the supporting benefit summaries with each plan. |
FSA RFP Matrix
| Superior Court of California, County of San Bernardino | ||
| Flexible Spending Accounts Administration RFP Matrix: RFP # 25-04 | ||
| Current | ||
| P&A | Proposed | |
| Vendor (use drop down menu) | Note Deviations | |
| FEE QUESTIONS | ||
| Monthly Fee (in addition to PP fee) | N/A | |
| Initial Set Up Fee | N/A | |
| Monthly Fee per Participant - FSA | $2.45 | |
| Minimum Enrollment | N/A | |
| Minimum Monthly Cost | N/A | |
| Annual Renewal Fee | Waived | |
| Banking Charge for Stop Payment (client's bank may have a separate fee) | Included | |
| Mailing & Handling Fee per Quarterly Report | ||
| (Individually mailed to residence address - 1st qtr) | Included | |
| Banking Charge for Stop Payment | Included | |
| Direct Deposit per FSA per month | Included | |
| Initial Direct Deposit Set-Up Fee | Included | |
| Initial Debit Card Set-Up Fee | Included | |
| Debit Card Replacement/additional per Participant | Included | |
| Monthly Healthcare Debit Card Fee | Included | |
| Rate Guarantee | 3 years | |
| Other Fees | No fees. FSA PEPM admin fee is all-inclusive | |
| OPTIONS | ||
| Annual Enrollment Materials (cost) | No charge if download from website | |
| Annual Enrollment Meeting Fee | Included if rep is available | |
| Custom Reporting Requests | Fees may apply | |
| Special Check Run | $30 per incident | |
| Run-Out Period | 90 days | |
| Carry Over | IRS Limit | |
| Confirmation Statements Mailed to Participants | Electronic statements via e-mail, web, Mobile Site, text messaging 24/7. We can also mail hard copies if desired. | |
| Account Statements Mailed to Participants | Electronic statements via e-mail, web, Mobile Site, text messaging 24/7. We can also mail hard copies if desired. | |
| Initial/Renewal Plan Document Preparation | Included | |
| Plan Amendment Fee | Plan amendements for regulatory changes are provided free of charge by our on-staff ERISA Attorney. | |
| GENERAL PLAN INFORMATION | ||
| Healthcare Spending Account - Maximum | $2,850 | |
| Dependent Care Account - Maximum | $5,000 | |
| Claim Submission Options | Online claim upload via website and Mobile App/Site, fax, & U.S. Mail. Secured e-mail is also acceptable. | |
| Reimbursement Schedules | Daily | |
| Quarterly Statement Available? | Available via website, Mobile App/ site, by e-mail, or U.S. Mail if desired. | |
| Timing of Year End Statement | We mail Year End Statements approximately 45-90 days prior to the end of the plan year. | |
| Available Claim Funding Options | We are flexible can can accommodate a format with which the Court will be comfortable. We can match the current Auto-ACH method, provide a weekly check register, or discuss other options. | |
| Available Reimbursement Methods | Checks, direct deposit, debit card | |
| On-line/Web Based Capabilities | 24/7 account access | |
| Assigned Account Mgmt. Support | Dedicated Account Manager | |
| Participant Support | Included | |
| Technical Support | Included | |
| USPS Postage for checks | Included | |
| Website Access | Included | |
| Discrimination Testing | Included | |
| Service Location | Buffalo, NY | |
| How would you administer plan implementation/renewal? | P&A requires installation paperwork/data files to be completed for implementation. For renewal, we provide enrollment materials/file. We also offer Online Enrollment through our website. Implementation & renewal data can be submitted to us securely through our website or secure FTP site. Ongoing data files can be submitted via secure file feed through our employer web portal or FTP site. | |
| Implementation Timeline (time required to implement plan) | N/A | |
| How would you help increase participation? | We know employee education is the key to a successful FSA program. We provide educational materials, brochure, online informational videos, interactive tools such as the FSA Tax Savings Calculator. We will speak with employees about the program during onsite enrollment meetings to promote the program and answer questions. We can also send e-mail blasts to employees to encourage participation and provide payroll stuffers. We can also provide webinar demos of our secure online employee portal My Benefits. We can discuss the Court's participation goals during implementation and develop a plan to achieve those goals together. | |
| What is the renewal process? | We send HR an email with active links to an enrollment file, payroll dates calendar, and status sheet (for IRS testing purposes). If the Court is doing Online Enrollment then we set that up in our system and HR can monitor activity online through our website via HR Connect. Once complete, enrollment data is automatically processed within our system and accounts are set up for the new plan year. | |
| What is the process for collecting receipts? | Any requests for receipts or other medical documentation is minimal since our auto-adjudication rate is so high with IIAS compliance. In the rare event that we have to request receipt documentation, we will send the participant an Additional Documentation Request Letter/E-mail. This letter/e-mail will identify the transaction in question and steps to submit the requested documentation. |
If the participant does not respond to our initial request, over the course of 30 days we will send out three additional letters/e-mails. The first three letters/e-mails request documentation and warn that we will turn the card off if there is no response. The fourth letter/e-mail alerts the participant that we have turned their card off. This typically triggers a response from the participant who contacts our customer service to resolve the issue.
If the participant has submitted the requested documentation at any time during this process and we verify the transaction was eligible, we will send the participant a letter/email to let them know of its approval.
| Live Customer Service Hours | Live, in-house customer service available M-F, 8:30am-10:00pm Est (5:30am-7:00pm PST) | ||
| IVR/Online access | Yes | ||
| Management Reports | Yes | ||
| This is merely a summary of benefits for comparison purposes. Details are contained in carrier benefit summaries / proposals. | |||
| Proposed Vendor's Financial Ratings | AM Best | Moody's | Standard & Poors |
| Will match | |||
| Enhance | |||
| Takeaway |
COBRA_RET Matrix
| Superior Court of California, County of San Bernardino | |||
| COBRA Administration & Retiree Billing RFP Matrix: RFP # 25-04 | |||
| Current | |||
| P&A | Proposed | ||
| Vendor (use drop down menu) | Note Deviations | ||
| FEE QUESTIONS | |||
| Monthly Fee (in addition to PP fee) | N/A | ||
| Initial Set Up Fee | N/A | ||
| Monthly Fee per Participant - Retiree Admin | $4.50 | ||
| Monthly Fee per Eligible Employee - COBRA | $0.65 | ||
| Minimum Enrollment (Retiree) | 19 | ||
| Minimum Annual Cost (Retiree) | $1,000 | ||
| Payments sent to carriers monthly | Included | ||
| Rate Guarantee | 3 years | ||
| Will match | |||
| Enhance | |||
| Takeaway |
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