Affordable Care Act Mandatory Employer Reporting Services, RFQ 698017

The intent of this Request for Proposal (RFP) is for the County of Loudoun, Virginia (County) to obtain firm fixed pricing for the delivery of reporting services for the Affordable Care Act (ACA) mandatory employer reporting requirements. Specifically, to:

1.1 Provide complete administration for the Affordable Care Act’s (ACA) reporting requirements (Internal Revenue Service (IRS) 6055 / 6056);

1.2 Provide an online tool that has the ability to assist in the administration of varying measurement periods, administrative and stability periods, and track eligibility status as defined by legislation for new and current employees;

1.3 Provide consultative services related to ACA reporting and compliance to assist the County in meeting its obligations under ACA which includes such tasks as determining employee classifications, offering sample employee communications and forms, and conducting a risk analysis specific to the County;

1.4 Collect necessary health plan enrollment data from multiple sources, including the County’s Human Resources Information System (HRIS);

1.5 Analyze data, assign, and track correct ACA codes;

1.6 Complete and submit new tax forms electronically to the IRS with detailed information about health plan coverage of all individuals eligible for employer sponsored coverage in accordance with the Affordable Care Act Employer Mandate and related regulations (IRS Forms 1094-C, 1095-C, 1095-B and fully complying with Internal Revenue Code (IRC) Section 6055 (Self-Insured employer);

1.7 Complete and submit new State tax forms as mandated including distribution of individual statements;

1.8 Complete and provide individual written statements, in compliance with IRC Section 6055, to all employees, retirees, dependents, and other categories of individuals eligible for employer sponsored coverage;

1.9 Have the ability to identify potential noncompliance issues on a real-time basis including trending information to predict areas of risk; and

1.10 Provide ongoing data management, reporting, administration, and compliance support.

The County intends to award a single contract as a result of this RFP.

Pre-proposal Conference:

An optional Pre-Proposal Conference will be held virtually using Microsoft Teams on Monday, June 8, 2026, at 10:00 a.m. Local Time.