Bid Detail

21-074 - Flexible Spending Account Administration

The City of Springfield is requesting competitive proposals to provide Flexible Spending Account (FSA) Administration for Health Care Spending Accounts (HCSA) and Dependent Care Spending Accounts (DCSA) that employees may contribute to as a way to fund out-of-pocket health care and dependent care costs. The request for proposal allows for an alternate option of offering an FSA program along with an ancillary benefit program.

The Administrator must have experience in the design, implementation, administration and communication of the Health Care and Dependent Care FSAs. Proposers should also have experience working with Municipalities in Massachusetts offering comparable services.

The successful bidder will be required to provide complete FSA services to the City commencing on or about July 1, 2021. This Request for Proposal is being sought to insure that the best services available for FSA plans are received by the City and its employees at competitive costs.

Method of Bid Submissions:

Complete bid packets must be received by January 11, 2021 at 2:00 p.m. (EST) by:
Lauren Stabilo, Chief Procurement Officer
Springfield Office of Procurement
36 Court Street, Room 307
Springfield, Massachusetts 01103

The submission package must be submitted as follows:

Complete submission must be received: January 11, 2021 at 2:00PM a hard copy submitted in duplicate should be delivered to: Lauren Stabilo, Chief Procurement Officer, Office of Procurement, 36 Court Street, Room 307, Springfield, MA 01103.

Bidders may submit in either of the following ways. All bids will be time stamped and must be received no later than the due date and time.

1. Deliver your sealed bid package to the City employee located at a desk at the back entrance of City Hall off of Pynchon Street.
2. Sealed bids can be sent to City Hall through the US Postal Service or other delivery services (e.g. FedEx, UPS, and Courier Service).

Questions concerning this RFP must be submitted in writing and emailed to Lauren Stabilo at lstabilo@springfieldcityhall.com. All questions must be received no later than Monday, January 4, 2021 by 4:00 PM. An addendum responding to all questions or clarifications will be sent via email to all Proposers who took out documents through this office.




This bid will be total award to one vendor. Proposer to agree to one-year contract term, with the option for up to two (2) additional one (1) year renewals for a total contract length of three (3) years. Renewals shall not be automatic unless confirmed in writing thirty (30) days prior to the effective date. Prices must remain FIRM for the entire contract period.

Prior to bid opening, bidder may correct, modify or withdraw its bid by making the request in writing prior to the time and date for the bid opening. All corrections and modifications must be delivered to the Office of Procurement in a sealed envelope with a notation on the envelope stating that it contains a modification or correction of the original bid submitted for Bid No. 21-074 and indicating the date and time of the bid opening.

Contract obligation for each succeeding year will be subject to the appropriation of available funds.

The City is reserved to reject any and all bids, to waive informalities, and to make award as may be determined to be in the best interest of the City of Springfield.

Award to successful bidder may be canceled if successful bidder fails to prosecute the work with promptness and diligence. The City of Springfield can cancel contract at any time within 30 days written notice.

Special Instructions

I. Instructions to those responding:

1. Responses should be completed for all questions/inquiries.
2. If you are unable to comply with certain provisions, please stipulate the reasons in the comment section.
3. If there are provisions that you deem have a better alternative, please include in the comment section.
4. The City reserves the right to accept or reject any offer or split the selection
among multiple vendors or award total bid to one vendor.
6. You are not required to quote on all benefits to be considered.


General

The Flexible Spending Plan should accommodate all legally permissible categories of expenditure including, but not limited to the following:

A. Qualified Health Care Expenses consistent with sections 125 & 129 of the Internal Revenue Code to accommodate employee out of pocket expenses such as:


• Medical insurance deductibles
• Co-payments
• Vision care (eyeglasses, contact lenses, examinations)
• Medical examination costs not covered by insurance
• All medical procedures not covered by insurance and OTC expenses
• Prescription drug costs not covered by insurance
• Chiropractor and other specialists costs not covered by insurance
• Psychiatric counseling not covered by insurance
• Other medical expenses qualified under IRC Section 125
• Dental expenses such as examinations, cleanings, fillings, crowns, bridges, dentures, orthodontist services, implants, inlays, x-rays, and other dental expenses qualified under IRC Section 125
• Other out of pocket expenses eligible for reimbursement consistent with Sections 125 and 129 of the Internal Revenue Code.

B. Qualified Dependent Care Expenses

• All expenses qualified under Sections 125 and 129 of the Internal Revenue Code, and any other sections of the IRS code or other statute pertaining to payment of dependent care expenses on a pre-tax basis.

The Flexible Spending Account Plan will have two components: A qualified health care flexible spending account and a dependent care flexible spending account. Open enrollment will take place in April 2021 with an effective plan date of July 1, 2021. The plan year will be based on the City’s fiscal year July 1st through June 30th of each year.

This bid will be total award to one vendor. Proposer to agree to one-year contract term, with the option for up to two (2) additional one (1) year renewals for a total contract length of three (3) years. Renewals shall not be automatic unless confirmed in writing thirty (30) days prior to the Effective date. Prices must remain FIRM for the entire contract period.
Funding is subject to appropriation on a fiscal year basis.


Covered Employees:

The City of Springfield has approximately 5600 benefit active employees eligible for the FSA. The estimated annual enrollment for FSA is approximately 625 in the Flexible Spending Account Program. This includes both City and School Department personnel.

The City of Springfield supports the goal of twenty percent minority and women participation in all contracts. No questions will be answered unless received by the Chief Procurement Officer at least 7 days prior to the expiration of the time set for submitting bids or proposals. The Chief Procurement Officer reserves the right to waive any informality in and to reject any or all bids if it is in the public interest to do so.

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