Flexible Spending Account (FSA) Administrator

The Greater Dayton Regional Transit Authority (GDRTA), a regional transit authority in Montgomery County, Ohio, is issuing Request for Quotation (RFQ 26-19) to procure Flexible Spending Account (FSA) administration services for its employee population. The procurement seeks a qualified vendor to manage comprehensive FSA program administration, including Health Care FSAs, Dependent Care FSAs, and other pre-tax benefit accounts, with core responsibilities encompassing account setup, claims processing, compliance management, customer service, and detailed reporting functions. The GDRTA currently has 186 employees enrolled in Medical Reimbursement accounts and anticipates participant enrollment fluctuations throughout the 40-month contract period. Vendors must submit detailed proposals by April 22, 2026, at 2:00 PM Eastern time via OpenGov, with the final deadline for questions and clarifications established at April 8, 2026, at 5:00 PM. Proposals must include identification and qualifications of assigned personnel, three client references from similar projects in public and private sectors, a detailed scope of work restatement, comprehensive explanation of the reimbursement process with claim deadlines and payment intervals, transition and implementation plans, and run-out claims handling procedures. Pricing must be submitted on a per-participating-employee-per-month (PPM) basis, tiered by participant count ranges (76-99 employees, 100-249 employees, and 250+ employees), with all fees and expenses itemized, remaining firm throughout the contract period, and including no additional charges post-award. The contract includes optional renewal provisions, whereby the RTA may extend the agreement by written notice provided at least 30 days before contract expiration.

The GDRTA contract is subject to Federal Transit Administration (FTA) requirements, including civil rights provisions and disadvantaged business enterprise (DBE) participation mandates, with prospective contractors required to provide debarment and suspension certifications and comply with applicable federal compliance clauses. The incumbent vendor is Navia Benefit Solutions, which currently charges $4.00 per participating employee per month with a $100 minimum monthly fee, establishing a benchmark for cost comparison. All contractors must maintain comprehensive insurance coverage, including workers' compensation, commercial general liability ($1,000,000 per occurrence/$2,000,000 aggregate), commercial auto liability ($1,000,000 combined single limit), and excess/umbrella coverage ($2,000,000), with additional specialized coverage as required by scope. Payment terms are Net 30 days following invoice approval, with the RTA's tax-exempt status requiring all pricing to exclude state sales tax and federal excise taxes. While specific budget ranges or award values are not explicitly detailed in the solicitation documents, estimated annual costs can be calculated based on the current participant enrollment of 186 employees at the incumbent rate of approximately $8,928 annually (186 employees × $4.00 PPM × 12 months), though actual costs will depend on final proposal pricing and enrollment fluctuations during the contract term.