RFP 25-04 Flexible Spending Accounts COBRA Retiree Billing (USI)

The Superior Court of California, County of San Bernardino is seeking a third-party administrator for Flexible Spending Accounts (FSA), COBRA, and Retiree Administration services through RFP 25-04, with services scheduled to commence on January 1, 2026. The procurement covers comprehensive flexible benefits administration for 396 plan participants, including Health Care Spending Accounts (FSA-HC) and Dependent Care Spending Accounts (FSA-DCAP). The selected vendor will be responsible for administering accounts with specific requirements, including a 0% net commission, current plan maximums of $3,300 for FSA-HC and $5,000 for FSA-DC, and a rollover feature allowing up to $660 to be carried forward annually. Proposals are due by July 25, 2025, at 1:15 PM Pacific Time, with a potential best and final offer (BAFO) opportunity on July 28, 2025. The evaluation will be conducted on a 100-point scale, with points allocated across plan quality (55 points), rate guarantees (5 points), cost (30 points), and acceptance of terms and conditions (10 points). The court anticipates making final recommendations to the Employee Benefits Advisory Committee in August and selecting a vendor with capabilities including online claim submission, daily reimbursement schedules, debit card management, and comprehensive participant support.

The procurement includes opportunities for Disabled Veteran Business Enterprises (DVBE), with a potential incentive of up to 3% of the lowest responsible bid, not exceeding $100,000. Bidders must complete various certification forms, including the Darfur Contracting Act Certification and DVBE Declaration, demonstrating compliance with state procurement regulations. The current incumbent appears to be P&A Administrative Services, Inc., which has been providing flexible benefits administration services with a monthly administration fee of $2.45 per eligible individual. The contract is structured for an initial five-year term ending December 31, 2030, with options for renewal through the fifth year at the Court's discretion. The maximum amount payable under the previous contract was $45,000.00, though the new contract may have different financial parameters. The court serves San Bernardino County, covering over 20,000 square miles with 81 judges, 17 subordinate judicial officers, and 1,139 employees across 11 locations, indicating a complex administrative environment for the selected vendor.