Questionnaire No. 8 - COBRA.pdf
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- Attached to
- RFP No. 2130386 - Employee Health Benefits Plan
- Solicitation number
- RFP No. 2130386
- Issued by
- Florida
About this file
This document is a City of Miami Questionnaire for RFP No. 2130386 related to Consolidated Omnibus Budget Reconciliation Act (COBRA) administration services. The questionnaire is designed for potential vendors to provide detailed information about their COBRA administration capabilities for a proposed five-year contract with two three-year renewal options. The document comprehensively covers seven key areas of evaluation: Financial Stability and Experience, Scope of Services, Compliance and Regulatory Assistance, Technology and Security, Communications and Customer Service, Fees and Pricing, and Value Added Services.
The questionnaire seeks a vendor that can provide full COBRA administration services, including notification and enrollment processing, handling qualifying events, premium collection, and reporting. Vendors are required to demonstrate their ability to ensure ongoing compliance with COBRA laws and IRS requirements, maintain robust technology platforms with strong data security protocols, provide effective communication channels, and offer transparent fee structures. While specific pricing details are not provided, the document indicates that vendors should outline their administration fee structure, including any additional or optional fees, and confirm whether there are charges for specific services like mailing, portal use, or premium collection.
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Text version
City of Miami Questionnaire for RFP No. 2130386
Questionnaire 8 Consolidated Omnibus Budget Reconciliation Act
(“COBRA”)
Completion of this questionnaire is not mandatory, but it is strongly encouraged as failure to do so could negatively impact the overall evaluation score of the Proposal. Responses will strengthen your technical evaluation and may contribute to your overall proposal score. Please answer in the order presented.
Incomplete responses may affect scoring.
I. Financial Stability and Experience
1. Provide the total number of clients the Proposer currently serves for COBRA
Administration.
2. Describe your company’s experience with COBRA administration, including experience with public sector clients. Please name three (3) clients.
3. Describe any innovations or enhancements recently implemented or planned to improve your COBRA services.
II. Scope of Services
1. Provide a comprehensive overview of your COBRA administration services, including:
• Notification and enrollment processing
• Handling of qualifying events and terminations
• Premium collection
• Reporting to the City
2. Describe how your COBRA administration integrates with Health Care Flexible Spending
Accounts (“FSAs”) and Administrative Services Only (“ASO”) claim administration.
3. Confirm that FSA participants may elect continuation under COBRA and that contributions will not exceed 102% of the applicable premium. Describe how lump-sum or after-tax contributions are supported.
4. Confirm your acceptance of a five (5) year contract with two (2) three (3)-year renewal options
5. Confirm that renewal rates will be submitted no later than six (6) months prior to the contract anniversary.
III. Compliance and Regulatory Assistance
1. Explain how your firm ensures ongoing compliance with COBRA laws and Internal Revenue
Service/Internal Revenue Code (“IRS/IRC”) requirements.
2. Describe how you stay updated on regulatory changes that affect COBRA and FSA administration
3. Describe your process for the preparation and filing of IRS tax reporting, withholding, and distribution documentation.
IV. Technology and Security
1. Describe the technology platform used for COBRA administration, including system capabilities and automation.
2. Describe data security protocols used to protect participant data.
3. Confirm if plan participants have access to an online portal. If so, describe its key features.
4. Confirm if a mobile application is available and describe its functionality.
V. Communications and Customer Service
1. Describe how you communicate with COBRA participants, including the use of notices, enrollment kits, email, or phone.
2. Provide samples of your standard COBRA participant communications.
3. Describe the customer support services available to participants, including hours of operation and service channels.
4. Describe your process for communicating coverage updates to the City and collecting participant premiums.
VI. Fees and Pricing
1. Provide a detailed breakdown of your administration fee structure, including any additional or optional fees.
2. Confirm whether there are fees for specific services such as mailing, portal use, or premium collection.
VII. Value Added Services
1. Describe any additional services, enhancements, or resources you offer that would add value to the City’s COBRA administration.
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