City of Charlottesville • VA • opengov
FLEXIBLE SPENDING ACCOUNT, HEALTH REIMBURSEMENT ACCOUNT & COBRA ADMINISTRATION
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Summary
The purpose of this Request for Proposal (RFP) is to solicit sealed proposals to establish a contract through competitive negotiation for the purchase of Flexible Spending Account (FSA) , Health Reimbursement Account (HRA), COBRA administration coverage for all eligible employees and qualified beneficiaries.
Full description
The City of Charlottesville (“City”) currently offers Health Care and Dependent Care Flexible Spending Accounts to benefits-eligible employees. One of the City’s healthcare plan options includes a Health Reimbursement Account (HRA). The City offers COBRA continuation benefits for Medical, Dental, Vision, EAP, and HRA (unbundled).The City has approximately 1,100 regular, benefits-eligible employees.Retirees are not eligible for FSA benefits; however, approximately ninety (90) pre-65 retirees who are not eligible for Medicare may enroll in the healthcare plan that includes the HRA.The City currently offers two medical plan options for employees: A POS plan and an HMO plan coupled with HRA. Aetna is the carrier.The City offers one dental plan option with Delta Dental of VirginiaThe City offers one voluntary vision plan with Met LifeThe City offers an Employee Assistance Plan with SentaraBenefit Focus is the City’s benefits enrollment platform. Vendors must be willing and able to coordinate with Benefit Focus, which includes establishing a secure file feed.The City’s plan year runs from July 1 through June 30, with annual open enrollment occurring in May. The objective is that the awarded vendor will work with the City during the upcoming open enrollment for plan effective dates of July 1, 2026.These programs are currently administered by Flexible Benefit Administrators.CURRENT PLAN STRUCTURES: FLEXIBLE SPENDING ACCOUNTS EmployeesEligibilityRegular Full-time, active employees working 40 hours per week; Regular Part-Time, active employees working a minimum of 20 hours per weekReimbursement MaximumsHealthcare: $3,300; Dependent Care: $5,000*Will change to the new 2026 limits for July 1, 2026, PlanReimbursement FrequencyWeeklyReimbursement MethodDirect Deposit and Debit CardPayroll ScheduleBi-weeklyCurrent ParticipationDependent Care Accounts: 28Health Care Accounts: 301 HEALTH REIMBURSEMENT ACCOUNT EmployeesEligibilityRegular Full-time, active employees working 40 hours per week; Regular Part-Time, active employees working a minimum of 20 hours per weekBenefit AmountEE only: $500; EE & Spouse: $900; Employee & Child: $900; Employee & Children: $1,000; Family: $1400Eligible ReimbursementsMedical expenses subject to the plan deductible only; no prescriptions, dental, or visionAnnual Roll overMaximum of $4,500 EE; $9,000 EE/Child, EE/Spouse and FamilyCurrent ParticipationTotal Active: 125Employee Only: 60Employee + 1 Child: 10Employee + Spouse: 14Employee +Children: 12Employee + Family: 29Total Under 65 RetireeEmployee + Spouse: 1Employee Only: 1 CURRENT COBRA PARTICIPATION: COBRA Participants (medical, dental, EAP, HRA & vision)Medical: 0Dental: 2Vision: 3EAP: 0HRA: 0Active Employees Enrolled in Dental (currently): 955Active Employees Enrolled in POS Medical Plan (currently)Total: 900Employee only: 571Employee+1 child: 71Employee +Spouse: 72Employee +Children: 37Employee +Family: 149Active Employees Enrolled in HMO Medical Plan (currently)Total: 125Employee Only: 60Employee + 1 Child: 10Employee + Spouse: 14Employee +Children: 12Employee + Family: 29Active Employees Enrolled in Voluntary Vision PlanTotal: 848Employee Only: 528Employee + Child(ren): 91Employee + Spouse: 103Employee + Family: 126Active Employees Enrolled in EAPAll regular employees automatically enrolled (1,100)Qualifying Life Events in 202583Benefit Eligible Employees1,100New Hires in 2025174Terminations in 2025143Benefits Available through COBAMedical, Dental, Vision, EAP, HRA (unbundled)
Attachments
Contact
- Email:
- butlers@charlottesville.gov
- Phone:
- (434)970-3462
- Title:
- Benefits Administrator
- Address:
- [object Object]
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