RFP 26-06 -HRA FSA COBRA.pdf

REQUEST FOR PROPOSAL (RFP) NO. 26-06

Administration of Health Reimbursement Arrangement (HRA) Flexible Spending Account (FSA) and Continuation of Benefits

(COBRA)

RFP PROPOSED SCHEDULE

RFP Posted Monday, July 20, 2026

Advertisement Monday, July 20, 2026 to Friday, July 31, 2026

Optional Pre-Proposal Conference Tuesday, August 11, 2026, from 10:30 am to 11:30 am PST

Questions regarding this RFP submitted to District by 2:00 pm PST

Tuesday, August 21, 2026

Questions and Answers posted to Website Thursday, August 30, 2026

Proposer Responses Due by 2:00 pm PST Wednesday, September 12, 2026

Interviews with Proposers Tuesday, September 18, 2026 & Wednesday, September 19, 2026

Tentative Award Date Thursday, October 1, 2026

Board Date for Approval Wednesday, December 16, 2026

Business Services - Procurement Unit Attention: Mr. Andrew Amavisca

770 Wilshire Boulevard, 6th Floor Los Angeles, CA 90017-3719

RFP 26-06 – HRA, FSA & COBRA Page 2 of 51

TABLE OF CONTENTS

1. INTRODUCTION

1.1. Purpose of Request for Proposal (RFP)

1.2. About the District

2. GENERAL GOALS AND SCOPE OF SERVICES

2.1. Health Reimbursement Arrangement (HRA) Administration Requirements

2.2. Flexible Spending Account (FSA) Administration

2.3. Continuation of Benefits (COBRA) Administration

2.4. AB 528 (California Education Code 7000) Administration

2.5. Invoicing

2.6. Web Application Online Open Enrollment

2.7. Customer Service

2.8. Records Retention

2.9. Term of Contract

2.10. Optional Pre-Proposal Conference

3. GENERAL INFORMATION AND GUIDELINES

3.1. District Contact Person

3.2. Internet Access to this RFP

3.3. Unauthorized Communications

3.4. Interested Parties

3.5. Proposer Clarifications

3.6. False Information

3.7. District Confirmation

3.8. No Joint Offers Accepted

3.9. District Determinations

4. INSTRUCTIONS AND GENERAL CONDITIONS

4.1. RFP Schedule

4.2. Proposal Submission

4.3. Meeting RFP Specifications Identified in Scope of Services

4.4. Proposed Information to be Accurate, Complete and Valid

4.5. Authorized Signatures

RFP 26-06 – HRA, FSA & COBRA Page 3 of 51

4.6. Authorization to Do Business

4.7. Requirements

4.8. Questions about RFP

4.9. RFP Addenda

4.10. Interpretation of Documents

4.11. Withdrawal/Proposal Irrevocable for 180 Days

4.12. Exemption from Disclosure

4.13. Pre-Contractual Expenses

4.14. Subcontractors

4.15. Immaterial Defect in Proposal

4.16. Oral Communications

4.17. RFP as Part of Final Contract

4.18. Proposed Contract

4.19. Exceptions/Deviations

4.20. No Commitment to Award

4.21. No Agreement Until Signed

4.22. News Releases

4.23. Use of District Employee’s Names

4.24. Adjustments to Contract

4.25. Contractor Evaluation

4.26. Termination or Cancellation

4.27. Protests

4.28. Other District Rights

5. PROPOSAL FORMAT AND CONTENT

5.1. General

5.2. Required Format of Proposals

5.3. Required Content of Proposals

5.4. Appendices to be Included in Proposal

6. PROPOSAL EVALUATION AND CONTRACT AWARD

6.1. Evaluation Process

6.2. Evaluation Criteria for Interview / Presentations

6.3. Contract Award

EXHIBIT A – NON-COLLUSION AFFIDAVIT

RFP 26-06 – HRA, FSA & COBRA Page 4 of 51

EXHIBIT B- CERTIFICATION OF NON-DISCRIMINATION

EXHIBIT C – CONFIDENTIALITY AGREEMENT

EXHIBIT D – ACKNOWLEGEMENT OF ADDENDA

EXHIBIT E – EXCEPTIONS AND DEVIATIONS

EXHIBIT F - SAMPLE FORM AGREEMENT

EXHIBIT G – SLEDV CERTIFICATION

APPENDIX A – PROPOSED FEES

RFP 26-06 – HRA, FSA & COBRA Page 5 of 51

1. INTRODUCTION

1.1. Purpose of Request for Proposal (RFP)

The purpose of this Request for Proposal (“RFP”) is to solicit offers from qualified service professionals to provide: (1) Administration of the Los Angeles Community College District’s (“LACCD”, “District”) Health Reimbursement Arrangement (HRA) services for its employees; (2) The Administration of the District’s Flexible Spending Account (FSA); and (3) Administration and reconciliation of Continuation of Benefits (COBRA) program and California Assembly Bill (AB) 528 program (California Education Code 7000) benefits.

As discussed below in Section 2, Scope of Services, proposers shall provide a separate cost proposal for HRA, FSA and COBRA/AB 528 (Ed. Code Section 7000) services. The District reserves the sole right to make a single award for all programs, multiple awards for different programs listed, or to combine any programs and make or refuse to make any award.

The LACCD welcomes a diverse pool of proposers to respond to the Request For Proposal as outlined below. This includes those firms that have received LGBTQIA certification by recognized municipal agencies.

1.2. About the District

The District was organized in 1969 and is governed by an elected Board of Trustees and is part of the statewide California Community College system. Members of the Board of Trustees are elected at large to serve four-year terms. LACCD serves a highly diverse, multi-racial and multi-lingual geopolitical area of more than nine million people in 2025 in roughly 900 square miles of the County of Los Angeles, including 36 cities and unincorporated communities, including the City of Los Angeles. The District extends from the San Fernando Valley and Sylmar areas north of metropolitan Los Angeles, down to the Port of Los Angeles in the south; from the “west side” of Los Angeles, over to the eastern side of

Los Angeles into Boyle Heights and the San Gabriel Valley.

The District’s nine colleges provide comprehensive, lower-division general education (the traditional first two years of a four-year degree) for transfer; education pathways for two-year certificates or

Associate’s degrees; occupational education; credit and non-credit instructional programs and Adult

Education to meet the needs of the surrounding communities; Career Education and Strong Workforce jobs training education; citizenship classes; and, in some instances, four-year Bachelor’s degree programs and other lifelong learning opportunities. The colleges receive accreditation, subject to renewal, from the Accrediting Commission for Community and Junior Colleges (ACCJC). The nine colleges are: Los Angeles City College, East Los Angeles College, Los Angeles Harbor College, Los

Angeles Mission College, Los Angeles Pierce College, Los Angeles Southwest College, Los Angeles

Trade-Technical College, Los Angeles Valley College and West Los Angeles College and all are fully accredited. The colleges range in size from about 22 acres (Los Angeles Trade-Technical College) to more than 450 acres (Los Angeles Pierce College). Facilities include newly constructed classroom and instructional laboratory buildings, learning resource centers (libraries with specialized learning/tutoring centers) as well as original instructional buildings, parking structures, maintenance yards, athletic fields and gymnasiums. Some of the colleges, like Trade-Technical, founded in 1925, pre-date the District https://www.lacc.edu/ https://nam04.safelinks.protection.outlook.com/?url=https%3A%2F%2Fwww.elac.edu%2F&data=05%7C02%7CDANIELAR2%40EMAIL.LACCD.EDU%7C1eb9500f7b874ba607fb08dd301fbbd5%7C0b71261a495f4ea99911da844b9402ef%7C0%7C0%7C638719635031511637%7CUnknown%7CTWFpbGZsb3d8eyJFbXB0eU1hcGkiOnRydWUsIlYiOiIwLjAuMDAwMCIsIlAiOiJXaW4zMiIsIkFOIjoiTWFpbCIsIldUIjoyfQ%3D%3D%7C0%7C%7C%7C&sdata=Nn7EUKJDMWQBEn9ge615x1Mzh%2FX8T7K30kMefTjoplQ%3D&reserved=0 https://nam04.safelinks.protection.outlook.com/?url=https%3A%2F%2Fwww.lahc.edu%2F&data=05%7C02%7CDANIELAR2%40EMAIL.LACCD.EDU%7C1eb9500f7b874ba607fb08dd301fbbd5%7C0b71261a495f4ea99911da844b9402ef%7C0%7C0%7C638719635031521605%7CUnknown%7CTWFpbGZsb3d8eyJFbXB0eU1hcGkiOnRydWUsIlYiOiIwLjAuMDAwMCIsIlAiOiJXaW4zMiIsIkFOIjoiTWFpbCIsIldUIjoyfQ%3D%3D%7C0%7C%7C%7C&sdata=2qMyDJ91FfudZcsBK0TC%2Foyha7Tn070EkGAlZ6gpdPc%3D&reserved=0 https://nam04.safelinks.protection.outlook.com/?url=https%3A%2F%2Fwww.lamission.edu%2F&data=05%7C02%7CDANIELAR2%40EMAIL.LACCD.EDU%7C1eb9500f7b874ba607fb08dd301fbbd5%7C0b71261a495f4ea99911da844b9402ef%7C0%7C0%7C638719635031531711%7CUnknown%7CTWFpbGZsb3d8eyJFbXB0eU1hcGkiOnRydWUsIlYiOiIwLjAuMDAwMCIsIlAiOiJXaW4zMiIsIkFOIjoiTWFpbCIsIldUIjoyfQ%3D%3D%7C0%7C%7C%7C&sdata=0VqQiW7nfrNOePpURs3%2BQa1Maybh534bQ6LS0RMEKZQ%3D&reserved=0 https://nam04.safelinks.protection.outlook.com/?url=https%3A%2F%2Fwww.lamission.edu%2F&data=05%7C02%7CDANIELAR2%40EMAIL.LACCD.EDU%7C1eb9500f7b874ba607fb08dd301fbbd5%7C0b71261a495f4ea99911da844b9402ef%7C0%7C0%7C638719635031531711%7CUnknown%7CTWFpbGZsb3d8eyJFbXB0eU1hcGkiOnRydWUsIlYiOiIwLjAuMDAwMCIsIlAiOiJXaW4zMiIsIkFOIjoiTWFpbCIsIldUIjoyfQ%3D%3D%7C0%7C%7C%7C&sdata=0VqQiW7nfrNOePpURs3%2BQa1Maybh534bQ6LS0RMEKZQ%3D&reserved=0 https://nam04.safelinks.protection.outlook.com/?url=https%3A%2F%2Fwww.piercecollege.edu%2F&data=05%7C02%7CDANIELAR2%40EMAIL.LACCD.EDU%7C1eb9500f7b874ba607fb08dd301fbbd5%7C0b71261a495f4ea99911da844b9402ef%7C0%7C0%7C638719635031541220%7CUnknown%7CTWFpbGZsb3d8eyJFbXB0eU1hcGkiOnRydWUsIlYiOiIwLjAuMDAwMCIsIlAiOiJXaW4zMiIsIkFOIjoiTWFpbCIsIldUIjoyfQ%3D%3D%7C0%7C%7C%7C&sdata=e6RJIWoeoiPSe1eCRZKv8bZMIC8mqEqKjpqDmIpAVt8%3D&reserved=0 https://nam04.safelinks.protection.outlook.com/?url=https%3A%2F%2Fwww.lasc.edu%2F&data=05%7C02%7CDANIELAR2%40EMAIL.LACCD.EDU%7C1eb9500f7b874ba607fb08dd301fbbd5%7C0b71261a495f4ea99911da844b9402ef%7C0%7C0%7C638719635031550987%7CUnknown%7CTWFpbGZsb3d8eyJFbXB0eU1hcGkiOnRydWUsIlYiOiIwLjAuMDAwMCIsIlAiOiJXaW4zMiIsIkFOIjoiTWFpbCIsIldUIjoyfQ%3D%3D%7C0%7C%7C%7C&sdata=JLoFXrmMaJ%2Bo0bqgL0Bts3KY3OgpCNK7sOgDerq%2F8Mg%3D&reserved=0 https://nam04.safelinks.protection.outlook.com/?url=http%3A%2F%2Fwww.lattc.edu%2F&data=05%7C02%7CDANIELAR2%40EMAIL.LACCD.EDU%7C1eb9500f7b874ba607fb08dd301fbbd5%7C0b71261a495f4ea99911da844b9402ef%7C0%7C0%7C638719635031560722%7CUnknown%7CTWFpbGZsb3d8eyJFbXB0eU1hcGkiOnRydWUsIlYiOiIwLjAuMDAwMCIsIlAiOiJXaW4zMiIsIkFOIjoiTWFpbCIsIldUIjoyfQ%3D%3D%7C0%7C%7C%7C&sdata=Ih8Is7VS15MeZY8h1P8XXFqr7iDxTGhKOm3v%2FFHiFaQ%3D&reserved=0 https://nam04.safelinks.protection.outlook.com/?url=http%3A%2F%2Fwww.lattc.edu%2F&data=05%7C02%7CDANIELAR2%40EMAIL.LACCD.EDU%7C1eb9500f7b874ba607fb08dd301fbbd5%7C0b71261a495f4ea99911da844b9402ef%7C0%7C0%7C638719635031560722%7CUnknown%7CTWFpbGZsb3d8eyJFbXB0eU1hcGkiOnRydWUsIlYiOiIwLjAuMDAwMCIsIlAiOiJXaW4zMiIsIkFOIjoiTWFpbCIsIldUIjoyfQ%3D%3D%7C0%7C%7C%7C&sdata=Ih8Is7VS15MeZY8h1P8XXFqr7iDxTGhKOm3v%2FFHiFaQ%3D&reserved=0 https://nam04.safelinks.protection.outlook.com/?url=https%3A%2F%2Fwww.lavc.edu%2F&data=05%7C02%7CDANIELAR2%40EMAIL.LACCD.EDU%7C1eb9500f7b874ba607fb08dd301fbbd5%7C0b71261a495f4ea99911da844b9402ef%7C0%7C0%7C638719635031570687%7CUnknown%7CTWFpbGZsb3d8eyJFbXB0eU1hcGkiOnRydWUsIlYiOiIwLjAuMDAwMCIsIlAiOiJXaW4zMiIsIkFOIjoiTWFpbCIsIldUIjoyfQ%3D%3D%7C0%7C%7C%7C&sdata=yNFR8vZ6eMhJw3KGYwvb4OLytJdJ52u%2B8GS0E%2BZR%2Fzs%3D&reserved=0 https://nam04.safelinks.protection.outlook.com/?url=http%3A%2F%2Fwww.wlac.edu%2F&data=05%7C02%7CDANIELAR2%40EMAIL.LACCD.EDU%7C1eb9500f7b874ba607fb08dd301fbbd5%7C0b71261a495f4ea99911da844b9402ef%7C0%7C0%7C638719635031580788%7CUnknown%7CTWFpbGZsb3d8eyJFbXB0eU1hcGkiOnRydWUsIlYiOiIwLjAuMDAwMCIsIlAiOiJXaW4zMiIsIkFOIjoiTWFpbCIsIldUIjoyfQ%3D%3D%7C0%7C%7C%7C&sdata=IcAD80ieTaOXuMlRgzuPAkwzfBF8bosL3MavjyPxrp4%3D&reserved=0

RFP 26-06 – HRA, FSA & COBRA Page 6 of 51 and were brought into the District. Others were created and built as the District expanded to its current configuration.

The District’s 2024-2025 Fiscal Year budget, found online, here, is from all funds and sources is $10.2 billion, of which $8.3 billion $8.3 billion is for the District’s capital improvement and construction program, “BuildLACCD.”

In Fall 2024 the District employed more than 6,000 full-and part-time personnel and served nearly

250,000 full-and part-time students in the 2024-25 academic year. More information about the District and its colleges can be found online, here. The student population of the LACCD is ethnically diverse:

In the 2024-25 academic year 58 percent of students were Hispanic/Latinx, 19 percent White, 8 percent

African American, 6 percent Asian, and 2 percent Multi-Ethnic. More detailed information about LACCD students can be found online, here. Over 43,000 awards to students were conferred by LACCD colleges in the 2024-25 academic year, including bachelor’s degrees, two-year degrees, degrees for transfer, and credit and non-credit certificates of achievement.

The District maintains an active free-tuition program, the Los Angeles College Promise (LACP), available to all first-time, full-time students, regardless of age, race/ethnicity or demographic background. Since its inception in 2017, over 40,000 students have participated in this program and about 12,000 LACP students were enrolled in LACCD colleges in the 2024-25 academic year.

2. GENERAL GOALS AND SCOPE OF SERVICES

The Los Angeles Community College District is seeking a qualified firm to administer the following services for its Health Reimbursement Arrangement (HRA), Flexible Spending Account (FSA), Continuation of Benefits (COBRA) /Assembly Bill 528 (AB-528) requirements as described below.

It is the District’s intent for its employees to use the District’s HRA provisions for all applicable medical and health-related expenditures, up to the full dollar amount provided by the District, before the employee is allowed to use a Flexible Spending Account (FSA) for such purposes. An employee will not be permitted to use an FSA plan until all funds provided by the District for his or her HRA account are fully expended for authorized medical and health-related purposes.

ANNUAL ENROLLMENT (HEADCOUNT) BY COLLEGE, 2024-2025

LACC 31,535 LASC 11,793

ELAC 62,198 LATTC 22,417

LAHC 18,390 LAVC 30,768

LAMC 22,374 WLAC 19,166

LAPC 29,745

Total Enrollment Headcount: 248,386 https://www.laccd.edu/offices/cfo/budget https://nam04.safelinks.protection.outlook.com/?url=https%3A%2F%2Fwww.laccd.edu%2Foffices%2Fepie%2Fresearch%2Ffast-facts&data=05%7C02%7CDANIELAR2%40EMAIL.LACCD.EDU%7C1eb9500f7b874ba607fb08dd301fbbd5%7C0b71261a495f4ea99911da844b9402ef%7C0%7C0%7C638719635031601562%7CUnknown%7CTWFpbGZsb3d8eyJFbXB0eU1hcGkiOnRydWUsIlYiOiIwLjAuMDAwMCIsIlAiOiJXaW4zMiIsIkFOIjoiTWFpbCIsIldUIjoyfQ%3D%3D%7C0%7C%7C%7C&sdata=KA1PIhFCAi5vPCKgGw6AGeFWR5lDsfFzjY74T%2F0R2ug%3D&reserved=0 https://nam04.safelinks.protection.outlook.com/?url=https%3A%2F%2Fwww.laccd.edu%2Foffices%2Fepie%2Fdashboards&data=05%7C02%7CDANIELAR2%40EMAIL.LACCD.EDU%7C1eb9500f7b874ba607fb08dd301fbbd5%7C0b71261a495f4ea99911da844b9402ef%7C0%7C0%7C638719635031615851%7CUnknown%7CTWFpbGZsb3d8eyJFbXB0eU1hcGkiOnRydWUsIlYiOiIwLjAuMDAwMCIsIlAiOiJXaW4zMiIsIkFOIjoiTWFpbCIsIldUIjoyfQ%3D%3D%7C0%7C%7C%7C&sdata=iRHHahNGk61Hw7pbFv3mYA%2Fsa1r88IvhHPKdS53QZ04%3D&reserved=0

RFP 26-06 – HRA, FSA & COBRA Page 7 of 51

The scope of services includes the firm administering all COBRA services including preparing and mailing general notices to inform newly hired employees and their dependents of their rights in the event of loss of dental and vision coverage. In addition, the District assumes COBRA administrative responsibilities for qualified beneficiaries (QB’s) already on COBRA. Scope of Services include providing QB’s customized premium payment statements with details of coverages and applicable rates, due dates for the plan year in effect. The District would require access to electronic report of activity, elections and terminations.

Included in the scope of services is the administration of Assembly Bill 528 (California Education Code 7000) for QB’s (Faculty, Adjunct Faculty and their spouses) the right to purchase District medical and dental benefits once retired from the public retirement system. Administration would include notification of their rights, premium collection and termination. The District would require access to the billing and eligibility system for those participating in the plan.

The firm selected would administer the reimbursement of Medicare premiums to retirees via a separate the HRA. Administration includes the ability for retirees to submit proof of Medicare premiums, authoring of appropriate business rules and disbursement of refunds via the HRA mechanism.

Additionally, the firm selected would provide direct billing for items related to employees who are on a leave of absence and need to pay premiums to carriers for certain types of benefits (including, but not limited to dental, vision, voluntary life premiums, etc.).

The District requires a monthly file that contains balances in employee accounts. The file should be in a CSV format, with employee details such as name, employee number or employee ID, and balances and delivered via a secure method that can be uploaded into our system that will enable us to add reminders related to FSA/HRA balances remaining to employee pay stubs. In addition, the District will require reports in similar formats for COBRA and AB 528 plan management. Proposer shall also provide ad hoc reports requested from the District from time to time at no additional cost.

Subject to the discretion and determination by District’s Information Technology Department data security requirements, information may be shared and transferred electronically, without additional cost to the District.

Proposers shall provide a proposal showing separate costs for a medical and health-related expenditures HRA, a Medicare reimbursement FSA, COBRA/AB 528 and Direct Billing services.

2.1. Health Reimbursement Arrangement (HRA) Administration Requirements

Initial Set‐Up for MEDICAL AND HEALTH RELATED HRA Accounts

The District is seeking to award a professional service contract to one or several qualified providers with a minimum of five (5) years of experience providing independent auditing services.

The LACCD welcomes a diverse pool of proposers to respond to the Request for Proposal as outlined above, with a strong preference for those with a demonstrable history of providing support to individuals and communities from diverse backgrounds, especially in service to educational institutions and higher education. This includes those firms that have received LGBTQIA certification

RFP 26-06 – HRA, FSA & COBRA Page 8 of 51 by recognized municipal agencies.

1. Update Eligibility list monthly for the HRA plan, and submit the annual eligibility data file electronically.

2. Provide an Open Enrollment process to take place by website or other electronic means.

3. Provide Open Enrollment literature informing employees of the enrollment process and providing a summary-level benefit description.

4. Provide communication to employees to confirm their enrollment prior to the Open Enrollment cutoff date.

5. Proposer will provide to the District an electronic data file of all employees and retirees eligible for HRA enrollment by December 1 of each year.

6. Proposer will maintain employee enrollment data, and year-to-date expenditures.

Employer Account Funding

1. A debit card shall be provided to each employee for all applicable and authorized medical and health-related expenses. The employee may request a card for dependents.

2. Provide electronic access to the District’s Health Benefits Representatives to verify issuance of debit cards and account balances for all HRA accounts

3. Account funding will be made monthly by Electronic Funds Transfer (EFT) or Automated

Clearing House (ACH: direct deposits and debits).

4. Requests for account funding will consist of a statement/invoice which clearly displays:

a. an Invoice/Statement ID

b. the billing period in xx/xx/xxxx to xx/xx/xxxx format

c. the total dollar amount of claims that funding is being requested for the period:

d. bank name,

e. ABA number,

f. account number

5. This shall be accompanied by an Excel CSV formatted list of claims. The list of claims shall list each transaction with employee name and either full social security number or alternate ID (LACCD employee number), and identify each person as either an active employee or a retiree. The format of this report shall not be changed without first discussing with LACCD.

6. Payment made to the employee shall be by check or EFT.

Claims Payment Reporting to the District

1. Provide monthly to the District, a summary of claims payment reports to support eligible expenditures.

2. Provide to the District and to each employee, an annual report of total expenditures made by the employee.

3. Provide electronic access to employees to review contributions, expenditures, and remaining balances.

4. Allow employees to validate their claims immediately after an expense either online or by fax (do not require them to hold their documentation and submit only quarterly).

RFP 26-06 – HRA, FSA & COBRA Page 9 of 51

Initial Set‐Up for MEDICARE Reimbursement HRA Accounts

1. Eligibility to be updated monthly for the HRA plan, and the annual eligibility data file submitted electronically

2. Open Enrollment process to take place by website or other electronic means.

3. Provide Open Enrollment literature informing employees of enrollment process and providing summary-level benefit description.

4. Proposer will provide to the District an electronic data file of retirees eligible for HRA enrollment by December 1 of each year.

5. Proposer will maintain employee enrollment data, and year-to-date expenditures.

1. Provide electronic access to the District’s Health Benefits Representatives to verify document uploads account balances for all HRA accounts.

2. Account funding will be made annually by Electronic Funds Transfer (EFT) or Automated Clearing House (ACH: direct deposits and debits).

3. Requests for account funding will consist of a statement/invoice which clearly displays:

a. an Invoice/Statement Id

b. the billing period in xx/xx/xxxx to xx/xx/xxxx format

c. the total dollar amount of claims that funding is being requested for the period

d. bank name

e. American Bankers Association (ABA) routing number

f. account number

4. This shall be accompanied by an Excel CSV formatted list of claims. The list of claims shall list each transaction with employee name and either full social security number or alternate ID (LACCD employee number), and identify each person as either an active employee or a retiree. The format of this report shall not be changed without first discussing with LACC

5. Payment made to the employee shall be by check or EFT.

Claims Payment Reporting to the District

1. Provide biannually to the District, a summary of claims payment reports to support eligible expenditures.

2. Provide to the District and to each employee, an annual report of total reimbursements requested by the employee.

3. Provide electronic access to employees to review document uploads and reimbursements.

2.2. Flexible Spending Account (FSA) Administration

Initial Set‐Up for FSA Accounts

1. Eligibility to be updated monthly for the FSA plan, and the annual eligibility data file submitted electronically.

2. Open Enrollment process to take place by website or other electronic means.

3. Provide Open Enrollment literature informing employees of enrollment process and providing a summary-level benefit description.

RFP 26-06 – HRA, FSA & COBRA Page 10 of

4. Provide communication to employees to confirm their enrollment prior to the Open Enrollment cutoff date.

5. Proposer will provide to the District an electronic data file of all FSA enrollments by December 1 of each year.

6. Proposer will maintain employee enrollment data, and year-to-date expenditures.

1. A debit card shall be provided to each employee for all applicable and authorized medical and health-related expenses.

2. Provide electronic access to the District’s Health Benefits Representatives to verify issuance of debit cards and account balances for all FSA accounts.

3. Account funding will be made monthly by Electronic Funds Transfer (EFT) or Automated Clearing House (ACH: direct deposits and debits).

4. Payment made to the employee shall be by check or EFT.

Claims Reimbursement Reporting to the District

1. Allow submission of reimbursement claims by hard copy, fax, and electronically.

2. Provide monthly to the District, a summary of claims payment reports to support eligible expenditures.

3. Provide to the District and to each employee, an annual report of total expenditures made by the employee.

4. Provide electronic access to employees to review contributions, expenditures, and remaining balances.

5. Allow employees to validate their claims immediately after an expense either online or by fax

(do not require them to hold their documentation and submit only quarterly).

2.3. Continuation of Benefits (COBRA) Administration

Proposer shall be responsible for all account set-up, developing, drafting and releasing eligibility information, all work usual and customary for setting, managing, coordinating an account, and providing outreach, education/training, and customer service in a proactive and collegial manner to the District and its employees and eligible dependents. Proposer shall provide all required reporting to the District, including all financial documentation and supporting materials. Proposer shall be required to work with the District to set up financial reporting, tracking, and banking processes. Further, proposer shall be responsible for customer outreach, and assist and support the District as necessary and proper to fulfill the provision of COBRA administration whether or not specified within this RFP.

2.4. AB 528 (California Education Code 7000) Administration

Proposer shall be responsible for all account set-up, developing, drafting and releasing eligibility information, all work usual and customary for setting, managing, coordinating an account, and providing outreach, education/training, and customer service in a proactive and collegial manner to the District and its employees and eligible dependents. Proposer shall provide all required reporting to the District, including all financial documentation and supporting materials. Proposer

RFP 26-06 – HRA, FSA & COBRA Page 11 of shall be required to work with the District to set up financial reporting, tracking, and banking processes. Further, proposer shall be responsible for customer outreach, and in assisting and supporting the District as may be necessary and proper to fulfill provision of AB 528 whether or not specified within this RFP.

In addition, the firm will assume COBRA administrative responsibilities for Qualifying Beneficiary’s

(QBs) already on COBRA. Services should include providing QB’s customized premium payment statements with details of coverages and applicable rates, due dates for the plan year then in effect. The District would require access to electronic report of activity, elections, and terminations.

The District may include the administration of Assembly Bill 528 (California Education Code 7000) for QB’s Administration would include notification of their rights, premium collection and termination. The District would require access to the billing and eligibility system for those participating in the plan.

In addition to the required services listed above, each Proposer should have the ability to comply with the following requirements related to Invoicing, Web Application, Customer Service capabilities and Records Retention requirements.

2.5. Invoicing

1. Invoices for payment of services related to FSA to include claims/backup details included, but not necessarily limited to:

a. Participant names

b. Participant ID numbers (either whole social security numbers or alternate ID numbers, such as LACCD employee numbers)

c. Service(s) rendered (per participant per month fee, run-out fee, for example)

d. Date of service

2. Per participant per month fees shall be a flat rate fee that includes debit cards, administration, welcome kits, etcetera (there shall not be additional per participant fees)

3. Terminology used on invoices shall exactly match those agreed upon within the final contract

2.6. Web Application Online Open Enrollment

1. Open enrollment will be for a period of four (4) weeks starting in September of each year.

2. The web application must be available twenty-four (24) hours a day, seven (7) days a week, except for routine maintenance.

2.7. Customer Service

Telephone.

A toll-free telephone number shall be provided for use by the District’s employees, from 8:00 a.m.

to 5:00 p.m. Pacific time, Monday through Friday, to respond to inquiries regarding the status of an HRA and/or FSA account.

RFP 26-06 – HRA, FSA & COBRA Page 12 of

Interactive Voice Response (IVR)

Availability of obtaining account information by calling the IVR 24/7, seven (7) days per week, excluding routine maintenance or unforeseen/unforeseeable events. During regular telephone hours, HRA and FSA Plan participants may elect to exit the IVR and speak with a customer service representative.

2.8. Records Retention

Maintenance of Records

The proposal must describe how separate records will be maintained with respect to the services specified herein for seven (7) calendar years following any year in which it performs services hereunder or, if longer, such period as provided under ERISA or other applicable law.

Inspection of Records

The proposal must describe the availability to the District to inspect, examine and copy records during normal business hours and upon reasonable notice from the successful Proposer.

The selected firm would be required to work with the incumbent on the transition of the LACCD account information.

2.9. Term of Contract

The contract(s) awarded through this RFP are expected to be effective for a five (5) year period from January 1, 2027 to December 31, 2032. Either party may terminate the contract with no less than 30 days' written notice of the intent to terminate the contract.

2.10. Optional Pre-Proposal Conference

An optional pre-proposal conference will be held on Tuesday, August 11, 2026 at 10:30 am PST, VIA ZOOM MEETING, WHICH IS AVAILABLE BY REGISTERING HERE:

https://laccd.zoom.us/j/84477085310?pwd=guvogbQsUiKePcp1jP7DHgY2tWCRRg.1

The purpose of this conference is to review the scope of services, proposal requirements, and explain how to submit questions. Attendance is not mandatory; however, interested firms are strongly encouraged to attend as the conference will provide useful information and clarification. Any changes to the solicitation resulting from this conference will be issued in writing through an addendum. Verbal discussions will not alter the requirements of this solicitation. All times noted above and elsewhere in this RFP are in Pacific Standard Time (PST).

3. GENERAL INFORMATION AND GUIDELINES

This is a competitive Request for Proposal (“RFP”) conducted under the laws and regulations of the State of California applicable to the District. Proposers should carefully examine the entire RFP and be fully aware of the nature and quality of the services sought, as well as the conditions in providing such services. Proposers must fully comply with the instructions set forth below or their proposals may be rejected as non-responsive.

https://laccd.zoom.us/j/84477085310?pwd=guvogbQsUiKePcp1jP7DHgY2tWCRRg.1

RFP 26-06 – HRA, FSA & COBRA Page 13 of

3.1. District Contact Person

The District Contact Person for this RFP is given below. Potential contractors who either: (1) require clarification regarding the intent or content of this RFP; or (2) did not receive all of the materials must contact the District Contact Person. Contact regarding this RFP with any District representative other than the District Contact Person, or his/her designee, may disqualify the proposer. Requests for clarification shall be submitted in writing add date and may be posted on the District’s website, with the responses.

Andrew Amavisca Procurement Specialist Los Angeles Community College District Procurement Unit, 6th Floor 770 Wilshire Boulevard Los Angeles, CA 90017-3719

TEL: 213.891.2332

email: AMAVISAP@LACCD.EDU

3.2. Internet Access to this RFP

All materials related to the RFP are available on the internet at:

https://www.laccd.edu/offices/business-services/contract-services/bids-proposals

A Proposer who chooses to download an RFP solicitation will be responsible for checking the aforementioned website for clarifications and/or addenda. Failure to obtain clarifications and/or addenda from the website shall not relieve Proposer from being bound by any additional terms and conditions in the clarifications and/or addenda, or from considering additional information contained therein in preparing your Proposal.

Note: There may be multiple clarifications and/or addenda. Any harm to the Proposer resulting from such failure shall not be valid grounds for a protest against award(s) made under the solicitation.

All Proposers are solely responsible for obtaining all RFP materials.

3.3. Unauthorized Communications

Proposers shall not, prior to approval of the Award of Contract by the District Board of Trustees, contact or communicate, either verbally or in writing, with any of the following persons (other than the person named above) for the purpose of discussing the requirements of the RFP Documents or the

RFP process: (1) any trustee, officer, employee, or representative of the District; or (2) any consultant, or employee of a consultant, providing the District with assistance, advice, or professional services relating to the matters covered by the RFP Documents or who is involved in any aspect of the RFP evaluation or scoring processes. Unauthorized communication by a Proposer in violation of the foregoing may result in disqualification.

mailto:AMAVISAP@LACCD.EDU

RFP 26-06 – HRA, FSA & COBRA Page 14 of

3.4. Interested Parties

Proposers who are advisors to the District in respect to the RFP process are not allowed to submit, or participate in submission of, Proposals. A Proposer shall not participate in, or be “interested in,” more than one Proposal. For purposes of this paragraph, “interested in” means having a managerial or financial interest in another Proposer or a Subcontractor to another Proposer. Notwithstanding the foregoing, a Subcontractor may be proposed as a subcontractor to more than one Proposer.

3.5. Proposer Clarifications

Without limitation to the District’s rights relating to the conduct and content of Negotiations, the District reserves the right, but assumes no obligation to, at any point in the RFP process to contact a Proposer directly, without notice to other Proposers, for purpose of obtaining clarifications of, or to address minor irregularities, informalities, or apparent clerical mistakes in, a Proposal (“Proposer Clarifications”).

Where the District determines that there is a need and justification for seeking Proposer Clarifications, the District may request Proposer Clarifications from some Proposers and no other Proposers. If Proposer Clarifications are sought from all Proposers, the questions asked may be different for each Proposer.

3.6. False Information

In addition to and without limitation upon any other requirements of the RFP Documents, the District reserves the right, but assumes no obligation, to disqualify any Proposer and reject any Proposal should District determine that any information submitted by the Proposer is false, incorrect, or materially incomplete.

3.7. District Confirmation

The District reserves the right, but assumes no obligation, to confirm through any means available to the District the truth, accuracy, or completeness of any information contained within the resumes or other information submitted by a Proposer or communicated by a Proposer or a Subcontractor during face-to-face communications with the District or its representatives or consultants administering the RFP process.

3.8. No Joint Offers Accepted

Where two or more Proposers desire to submit a single proposal in response to this RFP, they should do so on a prime/subcontractor basis rather than as a joint venture or informal team. For this engagement, District intends to contract with individual provider(s) and not with multiple providers doing business as a joint venture. Accordingly, where two or more providers desire to join in preparing and submitting Proposals, they should do so on a prime-subcontractor basis, rather than as a joint venture or informal team. The provider acting as the “prime”, if it receives the Award, will enter into the Agreement with the District.

RFP 26-06 – HRA, FSA & COBRA Page 15 of

3.9. District Determinations

The District shall have the right to make all determinations and interpretations relating to the RFP Documents or the RFP process, including, without limitation, any Proposer’s compliance with the RFP Documents or its qualifications to participate in the RFP process, and all such determinations shall be final and binding.

4. INSTRUCTIONS AND GENERAL CONDITIONS

This RFP contains the instructions and conditions governing the requirements for a proposal to be submitted by an interested Proposer, the format in which the proposal is to be submitted, the material to be included therein, and the requirements that must be met. Each Proposer should carefully examine the entire RFP and be fully aware of the nature and quality of the services sought by District as well as the conditions for providing such services.

PROPOSALS MAY BE REJECTED AS NON-RESPONSIVE IF THE PROPOSER FAILS TO FULLY

COMPLY WITH ANY OR ALL OF THE INSTRUCTIONS OR CONDITIONS SET FORTH IN THIS

RFP.

4.1. RFP Schedule

RFP SCHEDULE

RFP Posted Monday, July 20, 2026

Optional Pre-Proposal Conference Tuesday, August 11, 2026 From 10:30 am to 11:30 am PST

Questions regarding this RFP submitted to District by 2:00 pm PST

Tuesday, August 21, 2026

Questions and Answers posted to Website Thursday, August 30, 2026

Proposer Responses Due by 2:00 pm PST Wednesday, September 12, 2026

Interviews with Proposers* Tuesday, September 18, 2026 & Wednesday, September 19, 2026

Tentative Award Date Thursday, October 1, 2026

Anticipated Board Date for Approval Wednesday, December 16, 2026

*Please reserve these dates on your calendars as the District will not provide additional notification of the interview dates.

The District reserves the right, at any time to make adjustments in the form of additions, modifications or deletions to the RFP schedule. Such adjustments, if any shall be made by RFP Addendum.

References in the RFP Documents to the RFP Schedule or to date in the RFP Schedule shall mean the RFP Schedule as so adjusted.

RFP 26-06 – HRA, FSA & COBRA Page 16 of

4.2. Proposal Submission

The proposer shall submit to the District a printed original and six (6) copies of its proposal, together with one (1) copy on an USB drive containing an electronic version of the proposal in Microsoft Word format, no later than 2:00 p.m. PST, on August 12, 2026. Proposals are to be enclosed in a sealed package plainly marked and displaying the proposer’s legal name and the words

The proposer shall submit its proposal to the District, addressing each of the items in this RFP and must be received by the District no later than 2:00 p.m. PST on Wednesday, September 12, 2026.

Proposals are to be submitted displaying the proposer’s name, California Secretary of State Certificate of registration/Entity File number, and the words: “PROPOSAL RESPONDING TO RFP 26-06:

"ADMINISTRATION OF HEALTH REIMBURSEMENT ARRANGEMENT (HRA), FLEXIBLE

SPENDING ACCOUNT AND CONTINUATION OF BENEFITS (COBRA)".

Mail or deliver proposals to:

Andrew Amavisca, Procurement Specialist Los Angeles Community College District Business Services Division 770 Wilshire Boulevard – 6th Floor Los Angeles, CA 90017-3719 Email: amavisap@laccd.edu

It is the sole responsibility of the proposer to ensure that the proposal is delivered on time. Any proposal received after the stated deadline, may, at the sole discretion of the District, be returned without consideration. It is the practice of LACCD not to consider late offers unless it is determined that a selection cannot be made from among the proposals received on time. LACCD shall not be responsible for, nor accept as a valid excuse for late proposal delivery, any delay in mail service, or other method of delivery used by the proposer. Proposals submitted via fax, telephone or e-mail will not be accepted. If hand- delivered, ample time should be allowed for delays caused by downtown Los Angeles traffic and parking. LACCD does not provide parking accommodations to proposers submitting proposals.

All proposals must be firm offers subject to acceptance by LACCD and may not be withdrawn for a period of 90 calendar days following the last day to submit proposals. Proposals may not be amended once submitted to LACCD, except as permitted by LACCD. Proposals must be received by 2:00 p.m., PST on Wednesday, September 12, 2026. Any proposals received after the time and date above may at the sole and absolute discretion of the District, be accepted or set aside without consideration.

Delivery of the proposal by the specified deadline is the sole responsibility of the Proposer to ensure that its proposal is delivered on time.

Proposals submitted via fax, telephone, email, or in-person will not be accepted.

All proposals must be provider offers subject to acceptance by District and may not be withdrawn for a period of 180 calendar days following the Proposal Submission Deadline. Proposals may not be amended once submitted to District, except as permitted by District.

mailto:amavisap@laccd.edu

RFP 26-06 – HRA, FSA & COBRA Page 17 of

4.3. Meeting RFP Specifications Identified in Scope of Services

The services offered by the Proposer must meet the specifications as described in this RFP. The

District reserves the right to reject as non-responsive any proposal that does not meet the specifications as described in this RFP.

4.4. Proposed Information to be Accurate, Complete and Valid

The Proposer must provide information including, but not limited to, fees for all offered services based on the scope of services, which is set forth in Section No. 2 General Goals and Scope of Services.

Failure to do so may invalidate the proposal. The price must be accurate, complete, and valid for the term of the agreement. The Proposer is responsible for the accuracy of the proposal submitted, and no allowance will be made for error or fee increases that the Proposer later alleges are retroactively applicable.

4.5. Authorized Signatures

Exhibits A through K (Exhibit H and J excluded) must all be signed by the Proposer’s authorized signatory along with its proposal. The District is unable to accept any proposal submitted without these statements completed and signed by the Proposer’s authorized signatory.

4.6. Authorization to Do Business

All Proposers must be authorized to do business in California. If a Proposer is a sole proprietorship or partnership, the Proposer should furnish with its proposal a copy of a current business license issued in California. If the Proposer is a corporation, it must be approved by the California Secretary of State to do business in California as shown by it having an “ACTIVE” status listed on the California Secretary of State website as of the date of submission of the proposal. The Proposer shall provide the corporate number issued by the Secretary of State with its proposal.

Each Proposer is required to possess at the time of submitting its Proposal, and at all times during the RFP process (and, in the case of the Proposer that receives award, at the time of award, upon execution of the Agreement, and at all times during performance of the Agreement) any licenses required by Applicable Law for the performance of the Agreement.

4.7. Requirements

The Proposer shall be responsible for becoming familiar with the scope of services required by the District as set forth on pages of this RFP, and shall rely solely upon his or her own independent judgment, and not upon any statements or representations made by the District, whether express or implied. The failure or omission of any Proposer to acquaint himself or herself with the service requirements of the District shall in no way relieve any Proposer from any obligation with respect to this proposal or to the resulting agreement. The submission of a proposal shall be taken as prima facie evidence of compliance with this section.

RFP 26-06 – HRA, FSA & COBRA Page 18 of

4.8. Questions about RFP

Questions or comments regarding this RFP (except to inquire about the number of addendums issued) must be put in writing by email to Andrew Amavisca at amavisap@laccd.edu on or before

August 21, 2026 (the “Questions Submission Deadline), with the subject, "Questions for RFP No.

26-06: Administration of Health Reimbursement Arrangement (HRA), Flexible Spending

Account (FSA) and Continuation of Benefits (COBRA).”

Proposers are asked to submit all questions in writing by the question deadline. LACCD shall not be obligated to answer any questions received after the above- specified deadline or submitted in a manner other than as instructed above.

Proposers are instructed not to contact District personnel or its agents in any other manner concerning this RFP. Unauthorized contact, at LACCD’s sole discretion, will be grounds for disqualification of a proposer. Written responses from the District will be posted on the website:

http://www.laccd.edu/Departments/BusinessServices/Contract-Services/Pages/Bids-And-

Proposals.aspx

Proposers are instructed not to contact District board members, personnel or its agents in any other manner concerning this RFP. Unauthorized contact, at LACCD’s sole and absolute discretion, will be grounds for disqualification of a proposer (see Section 3.3 Unauthorized Communications).

4.9. RFP Addenda

If it becomes necessary for District to revise any part of this RFP or to provide clarification or additional information after the proposal documents are released, written addenda will be posted online, here.

It shall be the responsibility of the Proposer to check the website or to appropriately inquire with

District for any addenda issued. All addenda issued by DISTRICT shall become part of the RFP and the Proposer shall acknowledge, in writing, receipt and incorporation of all addenda and clarifications in its response. Specifically, Proposer’s acknowledgement of the addenda must be declared in the proposal in Exhibit D.

Failure of the Proposer to receive addenda shall not relieve the Proposer from any obligation under its proposal as submitted. The Proposer shall identify and list in its proposal all addenda received and included in its proposal. The Proposer’s failure to identify and list in its proposal all addenda received and included in its proposal may be asserted by the District as a basis for determining a proposal as non-responsive.

4.10. Interpretation of Documents

If any person contemplating submitting a proposal for the services proposed herein is in doubt as to the true meaning of any part of the proposal documents, or finds discrepancies in, or omissions from the documents, he/she may submit to the District a written request for an interpretation of correction thereof. The person submitting the request will be responsible for its prompt delivery. Any mailto:amavisap@laccd.edu https://www.laccd.edu/offices/business-services/contract-services/bids-proposals http://www.laccd.edu/Departments/BusinessServices/Contract-Services/Pages/Bids-And-Proposals.aspx http://www.laccd.edu/Departments/BusinessServices/Contract-Services/Pages/Bids-And-Proposals.aspx

RFP 26-06 – HRA, FSA & COBRA Page 19 of interpretation or correction of the proposal documents will be made only by addendum duly issued and a copy of such addendum will be mailed or delivered to each person receiving a set of the proposal documents. No person is authorized to make any oral interpretation of any provision in the proposal documents to any Proposer, and no Proposer is authorized to rely on any such unauthorized oral interpretation.

4.11. Withdrawal/Proposal Irrevocable for 180 Days

A Proposer may withdraw its proposal at any time prior to the submittal deadline by sending the District a request in writing from the same person who signed the submitted proposal. As of the deadline for submittal, any proposal received by the District and not withdrawn becomes an irrevocable offer available for acceptance by the District immediately and for one hundred and eighty (180) days thereafter. The Proposer is responsible for the accuracy of the proposal submitted, and no allowance will be made for errors or price increases that the Proposer later alleges are retroactively applicable.

4.12. Exemption from Disclosure

Proposals will remain confidential in their entirety until the evaluation and analysis process is complete and a recommendation of an award has been approved by the LACCD Board of Trustees. All proposals submitted will become the property of the LACCD. The Proposer must identify, in writing, all copyrighted material, trade secrets, or other proprietary information that the preparer claims are exempt from disclosure under the Public Records Act (California Government Code Section 6250 et seq.). Any

Proposer claiming such an exemption must also state in the proposal that “the provider agrees to indemnify and hold harmless the Los Angeles Community College District, its Board of Trustees, Los

Angeles City College, East Los Angeles College, Los Angeles Harbor College, Los Angeles Mission

College, Los Angeles Pierce College, Los Angeles Southwest College, Los Angeles Trade-Technical

College, Los Angeles Valley College, West Los Angeles College, and its officers, employees and agents, from any claims, liability, or damages against, and to defend any action brought against above said entities for their refusal to disclose such material, trade secrets, or other proprietary information by any party." Failure of a proposal to include such a statement will be deemed a waiver of any exemption from disclosure under the California Public Records Act. A blanket statement that all contents of the proposal are confidential or proprietary will not be honored by the District. The Proposer’s identification of a document as “proprietary” or “confidential” does not automatically confer exclusion from disclosure under the California Public Records Act.

4.13. Pre-Contractual Expenses

Pre-contractual expenses are defined as any expenses incurred by the Proposer to:

(1) Prepare its proposal in response to this RFP; (2) Submit that proposal to District; (3) Negotiate with

District on any matters related to this…