The purpose of this Request for Proposals (RFP) is to provide interested and qualified vendors with information to enable them to prepare and submit competitive Proposals to administer the following programs: Health Savings Account (HSA) Benefit Program, Section 125 Cafeteria Plan, Employee Reimbursement Account (ERA) Benefit Program, and Commuter Fringe Benefit Account Program. The Department intends to use the results of this solicitation to award one or more Contracts for the administration of the programs listed below. The Contract(s) will be administered and managed by the Department, with oversight by the State of Wisconsin Group Insurance Board (Board). This RFP document, its attachments, and the awarded Proposal(s) will be incorporated into the Contract(s).
There are two RFPs covered in this document (sometimes referred to herein in the singular as “the RFP” or “this RFP”):
ETD0052 – Third Party Administration of Health Savings Accounts
ETD0053 – Third Party Administration of the Section 125 Cafeteria Plan, which includes administration of:
- Employee Reimbursement Accounts, including:
- Health Care Flexible Spending Accounts
- Limited Purpose Flexible Spending Accounts
- Dependent Day Care Accounts (sometimes referred to as Dependent Care Flexible Spending Accounts)
- Commuter Fringe Benefit Accounts (Parking and Transit)
- Section 125 Cafeteria Plan Non-Discrimination Testing and Section 125 Cafeteria Plan Documentation for:
- Health Savings Accounts
- Health Care Flexible Spending Accounts
- Limited Purpose Flexible Spending Accounts
- Dependent Day Care Accounts
- Commuter Fringe Benefit Accounts (Parking and Transit) (non-discrimination testing does not apply)
Vendors may submit a Proposal for one or both of the RFPs listed above. Submitting a Proposal for both RFPs is not a requirement. If submitting a Proposal for ETD0053, the Proposer must submit a Proposal for all types of accounts/services listed under ETD0053 above.
The Department administers the Wisconsin Retirement System (WRS), the Group Health Insurance Program (GHIP) for State of Wisconsin (State) employers and many local government entities, and a variety of other public employee benefit programs. The WRS has consistently ranked among the top 10 largest public pension funds in the United States, providing retirement benefits for more than 678,000 current and former State and local government employees and their families on behalf of more than 1,500 employers. Participants in the WRS include public school teachers, current and former employees of State agencies and the Universities of Wisconsin, and employees of most State and local governments. All State WRS Members and those from participating local employers are eligible to enroll in the GHIP.
The Department intends to use the results of this solicitation process to award one or more contracts for the services described in the RFP and its attachments. The contract(s) will be administered and managed by the Department, with oversight by the Group Insurance Board (Board). The RFP document, its attachments, and the awarded Proposal(s) will be incorporated into the contract(s).
Note: Proposers are required to provide a copy of their organization’s most recent SOC 2 / Type 2 report along with a Letter of Attestation if they submit a Proposal for one or both of the RFPs. If a Proposer does not have a SOC 2 / Type 2 report and Letter of Attestation, the Proposer must provide such materials to the Department before May 1, 2025. The Department may reject a Proposal if these materials are not provided or if the documentation provided does not assure the Department that the Proposer is able to provide the services requested for the life of the Contract to the Department’s satisfaction.
Note: The Contractor(s) will assist the Department with implementation, transition, and Participant communication prior to Services being made available for the 2026 Plan Year. This implementation and transition period will begin after a Contract is executed and continue until implementation and transition are completed.
One or more separate Contracts may be awarded pursuant to this RFP. The term for each Contract for providing Services will commence on the date a Contract is executed and extend through December 31, 2028 (Initial Term), unless terminated earlier per the terms of the Contract.
The Board retains the option, by mutual agreement of the Board and the Contractor, to renew the Contract for two (2) additional two (2) year periods extending the Contract through December 31, 2032, subject to the satisfactory negotiation of terms, including pricing. Extensions may be for a shorter period of time if the Board so chooses. Extensions beyond this may occur as needed for 1 year (or shorter) to transition services to another service provider during a transition period.
The RFP documents can be viewed at the links provided below. The RFP details the procedures proposers must follow to submit a proposal, and the minimum requirements that proposers must meet to be eligible for consideration.
The deadline for receipt of vendor questions is Thursday, May 23, 2024. See RFP for submission details.
The deadline for receipt of proposals is Thursday, August 1, 2024 by 2:00 p.m. central time. Note: Proposals must be submitted electronically to BOX. See the RFP for submission details. Late submissions will not be considered.
This solicitation is authorized under Chapter 40 of the Wisconsin State Statutes. All decisions and actions regarding this solicitation are solely under the authority of the Board. Procurement statutes and rules that govern other State of Wisconsin agencies may not be applicable.
Any news releases or release of broadcast e-mails pertaining to this solicitation, any resulting contract(s), or the acceptance, rejection, or evaluation, or review of vendor proposals shall not be made without the prior written approval of the Department.
NOTE: All modifications and other information associated with the RFP will be posted on this web site (https://etf.wi.gov/node/35441). Interested vendors are encouraged to check this site for updates frequently. No other notification regarding modifications will be provided.
Questions must be submitted as indicated in the RFP via email to ETFsmbProcurement@etf.wi.gov.
Revision History
| Date | item |
|---|---|
| April 18, 2024 | RFP Released |
Uploaded Documents
RFP ETD0052-53 Third Party Administration of the Section 125 Cafeteria Plan and Pre-Tax Benefit Programs (HSA, FSA, Commuter)Appendix 1 - 834 Overview & Companion Guide
Appendix 2 - Department Terms and Conditions
Appendix 3 - State Employer Organizational Relationship Overview
Appendix 4 - State Employer Group Roster
Appendix 5 - Local Employer Group Roster
Appendix 6 - ETD0052-HSA Program Agreement
Appendix 7 - ETD0053-Sec. 125-ERA-Commuter Program Agreement
Appendix 8 - Data Supplier Agreement (sample)
Appendix 9 - Non-Disclosure Agreement (Data Out) (sample)
Appendix 10 - Sample FSA HSA Layout
Appendix 11 - Enrollment and Contribution File Specifications
Form A - Proposer Checklist
Form B - Mandatory Proposer Qualifications
Form C - Subcontractor Information
Form D - Request for Proposal Signature Page
Form E - Vendor Information
Form F - Vendor References
Form G - Designation of Confidential and Proprietary Information
Form H - Cost Proposal Workbook (ETD0052-53)