RFP NO. 26-06 | ADMINISTRATION OF HEALTH REIMBURSEMENT ARRANGEMENT (HRA) FLEXIBLE SPENDING ACCOUNT (FSA) AND CONTINUATION OF BENEFITS (COBRA)

1. INTRODUCTION
1.1. Purpose of Request for Proposal (RFP)
The purpose of this Request for Proposal ("RFP") is to solicit offers from qualified service
professionals to provide: (1) Administration of the Los Angeles Community College District's
("LACCD", "District") Health Reimbursement Arrangement (HRA) services for its employees; (2) The
Administration of the District's Flexible Spending Account (FSA); and (3) Administration and
reconciliation of Continuation of Benefits (COBRA) program and California Assembly Bill (AB) 528
program (California Education Code 7000) benefits.
As discussed below in Section 2, Scope of Services, proposers shall provide a separate cost
proposal for HRA, FSA and COBRA/AB 528 (Ed. Code Section 7000) services. The District reserves
the sole right to make a single award for all programs, multiple awards for different programs listed, or
to combine any programs and make or refuse to make any award.
The LACCD welcomes a diverse pool of proposers to respond to the Request For Proposal as
outlined below. This includes those firms that have received LGBTQIA certification by recognized
municipal agencies.
1.2. About the District
The District was organized in 1969 and is governed by an elected Board of Trustees and is part of the
statewide California Community College system. Members of the Board of Trustees are elected at large
to serve four-year terms. LACCD serves a highly diverse, multi-racial and multi-lingual geopolitical area
of more than nine million people in 2025 in roughly 900 square miles of the County of Los Angeles,
including 36 cities and unincorporated communities, including the City of Los Angeles. The District
extends from the San Fernando Valley and Sylmar areas north of metropolitan Los Angeles, down to
the Port of Los Angeles in the south; from the "west side" of Los Angeles, over to the eastern side of
Los Angeles into Boyle Heights and the San Gabriel Valley.
The District's nine colleges provide comprehensive, lower-division general education (the traditional
first two years of a four-year degree) for transfer; education pathways for two-year certificates or
Associate's degrees; occupational education; credit and non-credit instructional programs and Adult
Education to meet the needs of the surrounding communities; Career Education and Strong Workforce
jobs training education; citizenship classes; and, in some instances, four-year Bachelor's degree
programs and other lifelong learning opportunities. The colleges receive accreditation, subject to
renewal, from the Accrediting Commission for Community and Junior Colleges (ACCJC). The nine
colleges are: Los Angeles City College, East Los Angeles College, Los Angeles Harbor College, Los
Angeles Mission College, Los Angeles Pierce College, Los Angeles Southwest College, Los Angeles
Trade-Technical College, Los Angeles Valley College and West Los Angeles College and all are fully
accredited. The colleges range in size from about 22 acres (Los Angeles Trade-Technical College) to
more than 450 acres (Los Angeles Pierce College). Facilities include newly constructed classroom and
instructional laboratory buildings, learning resource centers (libraries with specialized learning/tutoring
centers) as well as original instructional buildings, parking structures, maintenance yards, athletic fields
and gymnasiums. Some of the colleges, like Trade-Technical, founded in 1925, pre-date the District
RFP 26-06 - HRA, FSA & COBRA Page 5 of 51

and were brought into the District. Others were created and built as the District expanded to its current
configuration.
The District's 2024-2025 Fiscal Year budget, found online, here, is from all funds and sources is $10.2
billion, of which $8.3 billion $8.3 billion is for the District's capital improvement and construction
program, "BuildLACCD."
In Fall 2024 the District employed more than 6,000 full-and part-time personnel and served nearly
250,000 full-and part-time students in the 2024-25 academic year. More information about the District
and its colleges can be found online, here. The student population of the LACCD is ethnically diverse:
In the 2024-25 academic year 58 percent of students were Hispanic/Latinx, 19 percent White, 8 percent
African American, 6 percent Asian, and 2 percent Multi-Ethnic. More detailed information about LACCD
students can be found online, here. Over 43,000 awards to students were conferred by LACCD colleges
in the 2024-25 academic year, including bachelor's degrees, two-year degrees, degrees for transfer,
and credit and non-credit certificates of achievement.
ANNUAL ENROLLMENT (HEADCOUNT) BY COLLEGE, 2024-2025
LACC 31,535 LASC 11,793
ELAC 62,198 LATTC 22,417
LAHC 18,390 LAVC 30,768
LAMC 22,374 WLAC 19,166
LAPC 29,745
Total Enrollment Headcount: 248,386
The District maintains an active free-tuition program, the Los Angeles College Promise (LACP),
available to all first-time, full-time students, regardless of age, race/ethnicity or demographic
background. Since its inception in 2017, over 40,000 students have participated in this program and
about 12,000 LACP students were enrolled in LACCD colleges in the 2024-25 academic year.
2. GENERAL GOALS AND SCOPE OF SERVICES
The Los Angeles Community College District is seeking a qualified firm to administer the following
services for its Health Reimbursement Arrangement (HRA), Flexible Spending Account (FSA),
Continuation of Benefits (COBRA) /Assembly Bill 528 (AB-528) requirements as described below.
It is the District's intent for its employees to use the District's HRA provisions for all applicable medical
and health-related expenditures, up to the full dollar amount provided by the District, before the
employee is allowed to use a Flexible Spending Account (FSA) for such purposes. An employee will
not be permitted to use an FSA plan until all funds provided by the District for his or her HRA account
are fully expended for authorized medical and health-related purposes.
RFP 26-06 - HRA, FSA & COBRA Page 6 of 51

The scope of services includes the firm administering all COBRA services including preparing and
mailing general notices to inform newly hired employees and their dependents of their rights in the
event of loss of dental and vision coverage. In addition, the District assumes COBRA administrative
responsibilities for qualified beneficiaries (QB's) already on COBRA. Scope of Services include
providing QB's customized premium payment statements with details of coverages and applicable
rates, due dates for the plan year in effect. The District would require access to electronic report of
activity, elections and terminations.
Included in the scope of services is the administration of Assembly Bill 528 (California Education Code
7000) for QB's (Faculty, Adjunct Faculty and their spouses) the right to purchase District medical and
dental benefits once retired from the public retirement system. Administration would include notification
of their rights, premium collection and termination. The District would require access to the billing and
eligibility system for those participating in the plan.
The firm selected would administer the reimbursement of Medicare premiums to retirees via a
separate the HRA. Administration includes the ability for retirees to submit proof of Medicare
premiums, authoring of appropriate business rules and disbursement of refunds via the HRA
mechanism.
Additionally, the firm selected would provide direct billing for items related to employees who are on a
leave of absence and need to pay premiums to carriers for certain types of benefits (including, but not
limited to dental, vision, voluntary life premiums, etc.).
The District requires a monthly file that contains balances in employee accounts. The file should be in
a CSV format, with employee details such as name, employee number or employee ID, and balances
and delivered via a secure method that can be uploaded into our system that will enable us to add
reminders related to FSA/HRA balances remaining to employee pay stubs. In addition, the District will
require reports in similar formats for COBRA and AB 528 plan management. Proposer shall also
provide ad hoc reports requested from the District from time to time at no additional cost.
Subject to the discretion and determination by District's Information Technology Department data
security requirements, information may be shared and transferred electronically, without additional
cost to the District.
Proposers shall provide a proposal showing separate costs for a medical and health-related
expenditures HRA, a Medicare reimbursement FSA, COBRA/AB 528 and Direct Billing services.
2.1. Health Reimbursement Arrangement (HRA) Administration Requirements
Initial SetUp for MEDICAL AND HEALTH RELATED HRA Accounts
The District is seeking to award a professional service contract to one or several qualified providers
with a minimum of five (5) years of experience providing independent auditing services.
The LACCD welcomes a diverse pool of proposers to respond to the Request for Proposal as outlined
above, with a strong preference for those with a demonstrable history of providing support to
individuals and communities from diverse backgrounds, especially in service to educational
institutions and higher education. This includes those firms that have received LGBTQIA certification
RFP 26-06 - HRA, FSA & COBRA Page 7 of 51

by recognized municipal agencies.
1. Update Eligibility list monthly for the HRA plan, and submit the annual eligibility data file
electronically.
2. Provide an Open Enrollment process to take place by website or other electronic means.
3. Provide Open Enrollment literature informing employees of the enrollment process and
providing a summary-level benefit description.
4. Provide communication to employees to confirm their enrollment prior to the Open Enrollment
cutoff date.
5. Proposer will provide to the District an electronic data file of all employees and retirees eligible
for HRA enrollment by December 1 of each year.
6. Proposer will maintain employee enrollment data, and year-to-date expenditures.
Employer Account Funding
1. A debit card shall be provided to each employee for all applicable and
authorized medical and health-related expenses. The employee may
request a card for dependents.
2. Provide electronic access to the District's Health Benefits Representatives
to verify issuance of debit cards and account balances for all HRA accounts
3. Account funding will be made monthly by Electronic Funds Transfer (EFT) or Automated
Clearing House (ACH: direct deposits and debits).
4. Requests for account funding will consist of a statement/invoice which
clearly displays:
a. an Invoice/Statement ID
b. the billing period in xx/xx/xxxx to xx/xx/xxxx format
c. the total dollar amount of claims that funding is being requested for the period:
d. bank name,
e. ABA number,
f. account number
5. This shall be accompanied by an Excel CSV formatted list of claims. The list of claims shall list
each transaction with employee name and either full social security number or alternate ID
(LACCD employee number), and identify each person as either an active employee or a
retiree. The format of this report shall not be changed without first discussing with LACCD.
6. Payment made to the employee shall be by check or EFT.
Claims Payment Reporting to the District
1. Provide monthly to the District, a summary of claims payment reports to support eligible
expenditures.
2. Provide to the District and to each employee, an annual report of total expenditures made by
the employee.
3. Provide electronic access to employees to review contributions, expenditures, and remaining
balances.
4. Allow employees to validate their claims immediately after an expense either online or by fax
(do not require them to hold their documentation and submit only quarterly).
RFP 26-06 - HRA, FSA & COBRA Page 8 of 51

Initial SetUp for MEDICARE Reimbursement HRA Accounts
1. Eligibility to be updated monthly for the HRA plan, and the annual eligibility data file submitted
electronically
2. Open Enrollment process to take place by website or other electronic means.
3. Provide Open Enrollment literature informing employees of enrollment process and providing
summary-level benefit description.
4. Proposer will provide to the District an electronic data file of retirees eligible for HRA
enrollment by December 1 of each year.
5. Proposer will maintain employee enrollment data, and year-to-date expenditures.
Employer Account Funding
1. Provide electronic access to the District's Health Benefits Representatives
to verify document uploads account balances for all HRA accounts.
2. Account funding will be made annually by Electronic Funds Transfer (EFT)
or Automated Clearing House (ACH: direct deposits and debits).
3. Requests for account funding will consist of a statement/invoice which
clearly displays:
a. an Invoice/Statement Id
b. the billing period in xx/xx/xxxx to xx/xx/xxxx format
c. the total dollar amount of claims that funding is being requested for the
period
d. bank name
e. American Bankers Association (ABA) routing number
f. account number
4. This shall be accompanied by an Excel CSV formatted list of claims. The list of claims shall list
each transaction with employee name and either full social security number or alternate ID
(LACCD employee number), and identify each person as either an active employee or a
retiree. The format of this report shall not be changed without first discussing with LACC
5. Payment made to the employee shall be by check or EFT.
Claims Payment Reporting to the District
1. Provide biannually to the District, a summary of claims payment reports to support eligible
expenditures.
2. Provide to the District and to each employee, an annual report of total reimbursements
requested by the employee.
3. Provide electronic access to employees to review document uploads and reimbursements.
2.2. Flexible Spending Account (FSA) Administration
Initial SetUp for FSA Accounts
1. Eligibility to be updated monthly for the FSA plan, and the annual eligibility data file submitted
electronically.
2. Open Enrollment process to take place by website or other electronic means.
3. Provide Open Enrollment literature informing employees of enrollment process and providing a
summary-level benefit description.
RFP 26-06 - HRA, FSA & COBRA Page 9 of 51

4. Provide communication to employees to confirm their enrollment prior to the Open Enrollment
cutoff date.
5. Proposer will provide to the District an electronic data file of all FSA enrollments by December
1 of each year.
6. Proposer will maintain employee enrollment data, and year-to-date expenditures.
Employer Account Funding
1. A debit card shall be provided to each employee for all applicable and authorized medical and
health-related expenses.
2. Provide electronic access to the District's Health Benefits Representatives to verify issuance of
debit cards and account balances for all FSA accounts.
3. Account funding will be made monthly by Electronic Funds Transfer (EFT) or Automated
Clearing House (ACH: direct deposits and debits).
4. Payment made to the employee shall be by check or EFT.
Claims Reimbursement Reporting to the District
1. Allow submission of reimbursement claims by hard copy, fax, and electronically.
2. Provide monthly to the District, a summary of claims payment reports to support eligible
expenditures.
3. Provide to the District and to each employee, an annual report of total expenditures made by
the employee.
4. Provide electronic access to employees to review contributions, expenditures, and remaining
balances.
5. Allow employees to validate their claims immediately after an expense either online or by fax
(do not require them to hold their documentation and submit only quarterly).
2.3. Continuation of Benefits (COBRA) Administration
Proposer shall be responsible for all account set-up, developing, drafting and releasing eligibility
information, all work usual and customary for setting, managing, coordinating an account, and
providing outreach, education/training, and customer service in a proactive and collegial manner
to the District and its employees and eligible dependents. Proposer shall provide all required
reporting to the District, including all financial documentation and supporting materials. Proposer
shall be required to work with the District to set up financial reporting, tracking, and banking
processes. Further, proposer shall be responsible for customer outreach, and assist and support
the District as necessary and proper to fulfill the provision of COBRA administration whether or not
specified within this RFP.
2.4. AB 528 (California Education Code 7000) Administration
Proposer shall be responsible for all account set-up, developing, drafting and releasing eligibility
information, all work usual and customary for setting, managing, coordinating an account, and
providing outreach, education/training, and customer service in a proactive and collegial manner
to the District and its employees and eligible dependents. Proposer shall provide all required
reporting to the District, including all financial documentation and supporting materials. Proposer
RFP 26-06 - HRA, FSA & COBRA Page 10 of
51