Section 125 Cafeteria Plan Administrator

The Leon County Board of County Commissioners (BOCC) is soliciting proposals from qualified and experienced firms to provide comprehensive administrative services for the County’s Employee Benefits Cafeteria Plan, including pre-tax medical, dental, and vision premium contributions; Flexible Spending Accounts (FSAs) for Unreimbursed Medical Expenses and Dependent Care Expenses; and voluntary insurance products, excluding life and disability insurance. The effective date for all programs shall be January 1, 2027. Annual Open Enrollment for all programs generally occurs each October.

The selected firm will be required to actively participate in Open Enrollment activities, including attendance at the annual Benefit Fair conducted by the County in addition to any other informational sessions deemed necessary for education and training purposes. The anticipated population covered includes approximately 800 County employees, with the potential inclusion of up to 850 additional employees from other Constitutional Offices. There is no guaranteed minimum level of participation. Eligibility currently extends to all full-time employees and part-time employees (working at least 20 hours per week) who have been employed for two years.

Proposals must be comprehensive and address all required components—Cafeteria Plan administration, Flexible Spending Account administration, and voluntary insurance offerings. Proposals that address only a portion of the required services will be deemed non-responsive and will not be considered. Each proposal must include complete and detailed responses to all specified requirements for each program under consideration.

The selected firm shall provide full administrative services for all eligible employees who elect to participate in any offered program. Enrollment opportunities shall be available during the annual Open Enrollment period, within the designated eligibility period following commencement of employment, and upon the occurrence of qualifying life events consistent with applicable regulations.

The County currently incurs no direct cost for these services. The existing program structure is commission-funded, whereby commissions generated from voluntary insurance products fully offset all expenses associated with administration of the Cafeteria Plan, including the Medical and Dependent Care Flexible Spending Accounts. The selected firm must maintain a cost-neutral structure to the County. In addition to claims and account administration, the selected firm shall develop, produce, and distribute all necessary employee communications materials, enrollment forms, and educational resources to effectively explain program benefits and facilitate enrollment among eligible employees.

Program Objectives

The primary objectives of the Board of County Commissioners are to:

1. Provide employees with meaningful opportunities to reduce taxable income by participating in qualified employee benefit plans authorized under Section 125 of the Internal Revenue Code.

1. Deliver a comprehensive and competitive voluntary benefits program that complements and enhances the Cafeteria Plan.

1. Secure high-quality claims administration and exceptional customer service while maintaining cost-effectiveness and fiscal responsibility.