PRIME-SUB_FORM_for_Contractors_rev._01.15.2025_(lock_before_publishing).xls

This is a Prime/Subcontractor Form for the County of Volusia, Florida's Request for Proposals (RFP) for benefit administrative services, designated as Contract No. C-2014 under ITB No. 25-B-##XX. The form requires bidders to disclose all proposed subcontractors and their respective scopes of work, with the prime contractor assuming full responsibility for ensuring subcontractor licensing and qualifications. The RFP solicits comprehensive benefit administrative services including third-party administration of Medical and Dependent Care Flexible Spending Accounts with debit card functionality, Health Reimbursement Arrangements for medical claims, COBRA administration and compliance, and retiree billing and premium collection administration. The contract term spans five years (2027-2031) with one optional five-year renewal contingent upon mutual written agreement and County Council approval. Proposals must be submitted electronically by April 15, 2026 at 3:01 p.m., with technical questions due by April 1, 2026. The evaluation criteria include firm qualifications (10%), project methodology and approach (25%), functional performance (30%), total cost (20%), experience and references (10%), and financial stability and litigation (5%).

The form requires bidders to allocate dollar values and percentages of work between prime contractors and subcontractors, with all entries in green-shaded cells representing the amounts assigned to each contractor. The RFP waives minimum participation requirements, termination fees, setup fees, annual renewal fees, remittance to carrier fees, initial notice fees, and open enrollment mailer costs. Contractors must provide COBRA administration costs based on retention of a 2% COBRA administration fee, with only one monthly fee charged per participant regardless of dual FSA enrollment. Current participant populations include approximately 3,300 eligible employees, 3 HRA participants, 7 COBRA participants, and 615 enrolled retirees, with FSA account balances totaling approximately $724,576 as of March 2026. The incumbent contractor is Chard Snyder. Payment terms are established at 45 business days from invoice receipt, and the County is tax-exempt and will not pay sales or federal excise taxes. Contractors must maintain comprehensive insurance coverage including Workers' Compensation with Florida statutory limits, Commercial General Liability of $1,000,000 per occurrence/$2,000,000 aggregate, Professional Liability of $1,000,000 per claim/$2,000,000 aggregate, Cyber Insurance of $2,000,000 per claim/aggregate, Fidelity insurance of $2,000,000 single loss limit, and Technology Errors & Omissions insurance, with all insurers rated A- or higher by A.M. Best.