REQUEST FOR PROPOSAL - COBRA/RETIREE BILLING/FSA/HSA CONTRACT

The City of East Orange, New Jersey, is actively soliciting Requests for Proposal (RFP) from qualified vendors for comprehensive COBRA Administration, Retiree Billing Administration, Flexible Spending Account (FSA) Administration, and Health Savings Account (HSA) Administration services. This procurement aims to secure a third-party administrator to manage these essential employee benefit programs efficiently, with the new contract anticipated to be effective January 1, 2023. The scope of work includes, but is not limited to, handling all administrative tasks associated with COBRA, retiree billing, FSA, and HSA, ensuring compliance, seamless transitions from current providers (WEX and Aetna/WealthCare Saver), and high-quality service delivery for the City's personnel and retirees. The municipality is seeking proposals for contract terms of one, two, or three years, with a requirement that proposed plans meet or exceed current benefit levels. Prospective contractors must satisfy several minimum requirements to be considered. These include providing a complete financial proposal detailing all costs, terms, and conditions, submitting a completed Administrative Workbook, and quoting fees/commissions net of any commissions. Crucially, vendors are required to comply with N.J.S.A. 10:5-31 et seq. (Affirmative Action Against Discrimination) and N.J.A.C. 17:27-1 et seq., as well as N.J.S.A. 52:32-44 concerning the New Jersey Business Registration Certificate for both the vendor and any subcontractors. Demonstrable experience from at least three public agencies in New Jersey over the past five years for work of a similar nature is also requested. All questions pertaining to the RFP process or technical aspects of administration must be submitted in writing by July 26, 2022, at 5:00 p.m., with responses issued via Addenda by July 29, 2022, at 5:00 p.m. Proposals must be submitted by August 16, 2022, at 3:00 p.m. Each proposal requires submission in duplicate (one original, one hard copy) in a sealed, labeled envelope delivered to the Office of the Manager (City Administrator) at 44 City Hall Plaza, East Orange, NJ 07018. Concurrently, an electronic submission of the entire proposal in the required format must be sent via email to both the City Administrator at Solomon.steplight@eastorange-nj.gov UNLOCK and the broker at publicentityRFPsJL@connerstrong.com. UNLOCK Essential documents for submission include the Proposal Form, Acknowledgement of Addenda, Political Contributions Disclosure Form, Disclosure of Investment in Iran Form, Non-Collusion Affidavit, Stockholder/Partnership Disclosure and Statement of Ownership Form, Americans with Disabilities Act (Appendix A) form, Affirmative Action Compliance Notice Form, New Jersey Business Registration Certificate, and Certification Regarding Debarment, Suspension, Ineligibility, and Voluntary Exclusion. Failure to submit any documents marked with an asterisk [*] will result in automatic disqualification. The primary contacts for this RFP are Solomon Steplight, City Administrator, and Conner Strong & Buckelew for electronic submissions and technical inquiries.