FSA Services
| Location: | Massachusetts |
|---|---|
| Posted: | Jan 12, 2026 |
| Due: | Feb 3, 2026 |
| Agency: | City of Westfield |
| Type of Government: | State & Local |
| Category: |
|
| Solicitation No: | RFP 26-016 |
| Publication URL: | To access bid details, please log in. |
| Bid Number: |
RFP 26-016
|
| Bid Title: |
FSA Services
|
| Category: | Consulting Services |
| Status: | Open |
|
Attachment Preview
CITY OF WESTFIELD
PURCHASING DEPARTMENT
CONTRACT FOR PERSONNEL OFFICE
REQUEST FOR PROPOSAL:
FLEXIBLE SPENDING
ACCOUNT PLAN ADMINISTRATION
RFP #26-016
Submittal Date: February 3, 2026 @ 2:00 pm
January 2026
Michael A. McCabe, Mayor
CITY OF WESTFIELD
PURCHASING DEPARTMENT
REQUEST FOR PROPOSAL #26-016
The City of Westfield (City) invites sealed proposals from Contractors for:
FLEXIBLE SPENDING – ACCOUNT PLAN ADMINISTRATION
Proposals will be received until: February 3, 2026 at 2:00 pm
at the Purchasing Department, Westfield City Hall, 59 Court Street, Westfield, MA 01085.
Propsal Documents will be available by contacting Purchasing at n.reynolds@cityofwestfield.org or
t.tefft@cityofwestfield.org after 9:00 a.m., January 12, 2026.
There will be no charge for bid documents. Bid surety is not required with this bid.
Award will be made to the most advantageous proposer for services based on a Service Percentage. Provision
of services is required to start upon the execution of the contract, and to meet the renewal dates listed
in our subscription list without gaps or overlaps in coverage. The dollar value of the contract may be
increased in accordance with M.G.L. c. 30B, §13 but in any event shall not be increased by an amount more
than twenty five percent (25%) of the contract total.
The term of the awarded contract shall extend from the time of execution July 1, 2026 through June
30, 2029.
If for any part thereof during the term of this Agreement, funds for the discharge of the City’s obligations
under this Agreement are not appropriated and authorized, or funds so appropriated and authorized are
reduced or withdrawn, then this Agreement shall terminate.
All proposals are subject to the provisions of M.G.L. c.30B. F.O.B. Destination inside designated department,
Westfield, MA.
All proposals shall be submitted as follows: one (1) ORIGINAL and three (3) COPIES of the Technical
Proposal and one (1) ORIGINAL COPY of the Price Proposal along with one (1) electronic (zipdrive).
It is the sole responsibility of the contractor to ensure they have received any and all addenda prior to the bid
opening, all addendums will be emailed to the contractor on record.
The City will reject any and all bids in accordance with the above referenced General Laws. In addition, the
City reserves the right to waive minor informalities in any or all bids, or to reject any or all bids (in whole or
in part) if it be in the public interest to do so.
CITY OF WESTFIELD
Tammy Tefft
Tammy Tefft
Chief Procurement Officer
Request for Proposal #26-016 - Flexible Spending Account Plan Administration
Page 2 of 21
CITY OF WESTFIELD, MASSACHUSETTS
PURCHASING DEPARTMENT
REQUEST FOR PROPOSAL #26-016
FLEXIBLE SPENDING ACCOUNT PLAN ADMINISTRATION
DECISION TO USE COMPETITIVE SEALED PROPOSALS
The Chief Procurement Officer has determined that in order to select the most advantageous proposal for
Flexible Spending Account Plan Administration for the City of Westfield Personnel Department,
comparative judgments of technical factors, in addition to price, will be necessary. This proposal is being
sought to ensure that the best services available for flexible spending are received by the City and its
employees at competitive costs.
INTRODUCTION
Services to be covered include assistance to the City of Westfield Personnel Department in the administration of
a Flexible Spending Account (FSA) for eligible City of Westfield employees. The Flexible Spending Account
Plan will have two components: A qualified health care reimbursement account component, and dependent care
assistance plan component. The City self-administers an insurance premium conversion plan, and this plan is
excluded from this proposal request. The proposal request is for FSA services only. The successful proposer
cannot offer to City of Westfield employees, directly or indirectly, any other financial service or product as a
result of being awarded this contract. The names of City employees and those participating in the FSA cannot
be used for solicitation purposes or sold. The administration of the flexible spending account shall consist in the
adjudication and processing of claims and reimbursement of funds to participants who sign up for this plan.
A. GOVERNING LAW and DEADLINE FOR SUBMISSION: All proposals must be submitted in
accordance with Massachusetts General Laws Chapter 30B, § 6, to the Chief Procurement Officer in
the Purchasing Department, Westfield City Hall, 59 Court Street, Westfield, MA 01085 NO LATER
THAN 2:00 p.m. February 3, 2026. Proposals must be submitted in two separate sealed
envelopes, one marked “Technical Proposal” the other marked “Price Proposal”. Price
Proposals shall NOT be submitted with Technical Proposal. Any Technical Proposal
containing any part of a Price Proposal shall be deemed non-responsive.
One Original and three (3) copies of the Technical Proposal must be submitted in a sealed
envelope, plainly marked:
Technical Proposal, RFP #26-016- “Flexible Spending Account Plan Administration”
along with your company name on the front of the envelope.
Addenda must be acknowledged on the Technical Proposal form. Any proposal without
an acknowledgement on the Technical Proposal form may be rejected as non-responsive.
Request for Proposal #26-016 - Flexible Spending Account Plan Administration
Page 3 of 21
One (1) copy of the Price Proposal must be submitted in a sealed envelope, plainly marked:
Price Proposal, RFP # 26-016 - “Flexible Spending Account Plan Administration”
along with your company name on the front of the envelope.
Faxed or Emailed proposals shall not be accepted.
Proposals will not be opened publicly. Proposal contents will be kept confidential and not disclosed
until after the evaluation and award.
The submission proposals must be addressed to:
City of Westfield
Purchasing Dept. –
Attn: Tammy Tefft, Chief Procurement Officer
59 Court Street
Westfield, MA 01085
Proposals received after the deadline will not be considered. The name of all parties submitting
proposals will be recorded but no proposal content will be made public until the City has completed the
evaluation of the submittals.
B. QUESTIONS: Inquiries involving procedural or technical matters shall be in writing no later than
January 23, 2026 at 12:00 noon to t.tefft@cityofwestfield.org or faxed to:
Tammy Tefft, Chief Procurement Officer
City of Westfield, Purchasing Department
59 Court Street
Westfield, MA 01085
(413) 572-1708 fax
C. EXAMINATION OF DOCUMENTS: Each proposer shall be satisfied as to the requirements of the
contemplated services to enable the intelligent preparation of this proposal. The proposer shall be
familiar with all RFP Documents before submitting the proposals in order that no misunderstanding
shall exist in regard to the nature and character of the contemplated services to be performed. No
allowance will be made for any claim that the proposal is based on incomplete information. Any
questions must be submitted in writing to the Chief Procurement Officer at the above address, by
email to t.tefft@cityofwestfield.org or may be faxed to 413-572-1708.
D. EVALUATION OF PROPOSALS: The Technical proposals shall be evaluated by a committee
brought together by the Purchasing Department. They shall prepare their evaluation based on the
criteria contained herein. An interview may be required as part of the evaluation of this proposal.
E. The contract award will be made within 90 days, only to a responsive and responsible proposer who
is determined to be the most advantageous taking into consideration evaluative criteria and is capable
of performing the services contemplated and meeting the minimum criteria set forth in the RFP.
Each proposal will be screened in order to determine whether it meets all of the proposal submission
requirements as described in the RFP.
Request for Proposal #26-016 - Flexible Spending Account Plan Administration
Page 4 of 21
SCOPE OF WORK
PLAN TO BE COVERED:
A Flexible Spending Account Plan has been offered for the past twenty (20) years. The current administrator is
TASC. The Flexible Spending Plan should accommodate all legally permissible categories of expenditure
including, but not limited to, the following:
Qualified Health Care Reimbursement Account
- 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 accommodating employee out of pocket expenses such as:
- Medical Insurance Deductibles
- Co-payments
- Vision Care (eyeglasses, contact lenses, examinations)
- Dental Work
- Orthodontia
Dependent Care Assistance Plan
- 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.
COVERED EMPLOYEES:
- The City of Westfield has One Thousand four hundred (1,400) benefits eligible employees.
- Most employees are included in a collective bargaining unit.
- All unions have bargained for this benefit.
SERVICES OUTLINE:
The successful bidder will:
1. Provide all necessary plan documents, including 125 plan document
2. Provide all descriptive literature
3. Receive and process all claims
4. Determine and administer employee reimbursements
5. Provide points of contact for employees to call regarding questions, information, etc.
6. Provide the City of Westfield with reports necessary for the administration of the Flexible Spending
Account Plan, including: 1) periodic reports by employee showing amounts credited to the employees
account, the amount paid from the account, and the account balance; 2) an end-of-plan-year report
showing, by employee, amounts left unexpended; and 3) other reports commonly provided
7. Have an app feature that an individual subscriber can use to look at all spending history and submit
receipts to.
8. Provide other reports, services, etc. typically required in the administration of Flexible Spending
Account balance
9. One point of contact for contract negotiations and for ongoing contract administration.
Request for Proposal #26-016 - Flexible Spending Account Plan Administration
Page 5 of 21
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