Flexible Spending Account Administration Services

Administration of a Flexible Spending Account program, including plan reviews, employee support, system integration, and compliance services for a five-year term in Texas.

Maintain insurance coverages and limits (Workers' Compensation, Commercial General Liability, Business Automobile Liability, Professional Liability, Cyber Security Liability)
Comply with SBE Program Policy and Administrative Procedures
Provide a dedicated account manager and secondary contact
Provide quarterly employee education sessions
Support multilingual populations
Offer a mobile-friendly participation platform
Comply with federal, state, and local regulations (ERISA, HIPAA, ACA, Section 125)
Perform annual Section 125 nondiscrimination testing
Provide current SOC 1 Type II and SOC 2 Type II reports annually
Maintain encryption of data at rest and in transit
Implement multi-factor authentication for employer portal access
Provide documented disaster recovery and business continuity plans
Notify Airport of data breach within 48 hours
Provide annual compliance certification
Be responsible for penalties from administrative errors
Allow Airport to audit administrative processes, claims adjudication, and fee calculations
Ensure all participant data, enrollment records, claims history, and contribution records remain Airport property
Cooperate with successor vendors and support run-out claim administration
Process standard claims within 3 business days
Process appeals within 5 business days
Process auto-substantiated claims within 2 days
Maintain average speed to answer calls at or below 30 seconds
Maintain call abandonment rate at or below 5%
Achieve first-call resolution rate at or above 85%
Provide service hours sufficient for a 24/7 workforce
Acknowledge employer inquiries within 1 business day
Provide substantive response or resolution within 3 business days for employer inquiries
Acknowledge escalated issues impacting multiple employees within 1 business day with written status updates until resolution
Maintain minimum 99.9% system uptime (excluding scheduled maintenance)
Provide minimum 72-hour advance notice for scheduled maintenance
Provide monthly service metrics reporting
Provide quarterly service scorecard review
Duplicate existing plan design
Provide annual plan optimization review
Provide benchmarking against similar public-sector employers
Recommend participation growth strategies
Provide forfeiture mitigation analysis
Offer Healthcare FSA, Dependent Care FSA, and Limited Purpose FSA
Offer HSA administration if requested
Offer optional financial wellness products
Support initial enrollment, open enrollment periods, and qualifying life events
Provide online and paper enrollment options
Provide electronic file integration with HRIS/payroll systems
Support automated payroll reconciliation
Provide enrollment file validation and error reporting
Support new hire onboarding integration
Support real-time eligibility updates capability
Provide a documented Tier 1-3 escalation pathway with defined resolution timelines
Provide written status updates for open-unresolved issues
Provide executive-level escalation access if required
Provide quarterly business reviews (QBRs)
Maintain an issue tracking log
Provide an annual service review summarizing performance trends and strategic recommendations
Disclose full administrative fee (PEPM, asset-based, transaction-based fees)
Disclose revenue sharing arrangements
Disclose float income practices
Disclose HSA investment-related compensation, if applicable
Disclose multi-year rate guarantees
Disclose fee escalation limits
Disclose performance-based fee credit structure
Submit monthly invoicing by the 10th business day of the month following service
Submit invoices electronically in PDF format
Provide granular breakdown in invoices, including participant counts per plan type and applied service credits
Ensure payment is due 30 days from receipt of a valid electronic invoice
Notify Contractor of discrepancies within 15 days of receipt of invoice
Provide a preliminary implementation plan in Gantt Chart Format
Provide a brief narrative description of the schedule for the Work addressing key milestones
Describe proposed approach/procedures for meeting acceptance requirements
Provide a narrative description of the plan for performing any optional task(s)
Provide a list of five current client references similar in size and industry
Provide a list of at least two current client references for each proposed subcontractor
Assemble and present proposal pricing in accordance with solicitation instructions
Comply with Texas Prompt Pay Act for subcontractor payments
Submit all Proposal Response Forms, addenda, and requested information/documentation
Ensure an authorized officer signs the Proposal
Submit Proposal in English language and pricing in US Dollars
Ensure proposal prices include cost to ship all products and materials F.O.B. Destination, Freight Prepaid and Allowed
Comply with Texas Tax Code Section 151.309 (tax exempt status)
Comply with Texas Government Code Section 2252.908 (Certificate of Interested Parties)
Comply with FAA Nondiscrimination statutes and authorities
Comply with Federal Fair Labor Standards Act (FLSA)
Comply with Occupational Safety and Health Act of 1970
Prohibited from assigning, transferring, conveying, subletting, or otherwise disposing of the Contract without prior written approval
Prohibited from offering or providing Airport employees any gifts or other items not allowed by the Airport's Code of Business Ethics
Comply with all applicable Federal, State, and Local laws, statutes, and ordinances
Prohibited from boycotting Israel, contracting with foreign terrorist organizations, engaging in scrutinized business operations in Sudan/Iran, or being complicit in Darfur genocide
Prohibited from discriminating against a firearm entity or firearm trade association
Provide a qualified superintendent or designated representative
Correct work deficiencies
Provide all information requested for a responsive proposal
Organize proposals according to instructions
Provide substantive responses, not 'Comply' or 'Acknowledge'
Submit a Proposal Bond if required
Agree that Airport is not bound by non-compete agreements
Ensure proposals remain valid for at least 120 days
Submit all SBE payments using Airport Board's Compliance Management System
Ensure employees processing payments are trained on B2Gnow
Submit a Final B2Gnow Compliance Audit List
Maintain a physical place of business in the Airport's Relevant Market Area
SBEs must be certified by an approved certification agency (NCTRCA, DFW Minority Supplier Development Council, or Women's Business Council Southwest)
SBEs must be certified in the NAICS Code applicable to the scope of work
SBEs must be independent businesses and not affiliates
SBEs must perform a commercially useful function
SBE trucking companies must manage the entire operation and own/operate at least one truck
SBEs may lease trucks from other SBEs
SBEs may lease trucks without drivers from non-SBE companies if using own employees
Submit SBE Certification Certificate or letter
Firm must be certified as SBE at the time of bid/proposal submission
Dollars paid to a firm prior to certification do not count towards SBE goal
Submit Commitment to SBE Participation form
Submit Final Schedule of Subcontractors
Submit Intent to Perform as a Subcontractor form for each SBE
Submit Good Faith Effort Documentation if SBE goal is not met
Enter into formal agreements with SBE firms within 10 business days of contract execution
Notify BDD of changes to Final Schedule of Subcontractors prior to Board Approval
Appoint a high-level official to administer SBE commitments
Cannot terminate, substitute, or change terms of Final Schedule of Subcontractors without prior written consent of BDD
Document good cause for termination/substitution of SBE

Release/Posted Online: March 16th, 2026

Pre-Bid/Proposal Conference: March 24th, 2026

Questions Deadline: March 27th, 2026

Answers Posted: April 1st, 2026

Close: April 6th, 2026

Bid Opening & Reading: May-2026

Evaluations: May-2026

Contract Awarded (Estimated): June-2026

Contract Award & Kickoff: August 1st, 2026

Data Specifications: August 15th, 2026

Plan Documentation: September 15th, 2026

System Integration: October 1st, 2026

Communication Launch: October 15th, 2026

Open Enrollment: November 2026

Card Issuance: December 1st, 2026

Go-Live: January 1st, 2027

First Invoice: February 15th, 2027

Dallas/Fort Worth International Airport Board

Organization overview and procurement intelligence available on paid plans.

The selected vendor will provide administration services for an Employee Flexible Spending Account (FSA) Program, with an effective date of January 1, 2027. Responsibilities include offering optional financial products, conducting annual non-discrimination testing and analysis, and supporting financial wellness and protection for employees and their families. The vendor must ensure seamless and excellent customer service throughout the administration process.

Key services encompass annual plan optimization reviews, benchmarking against similar public-sector employers, recommending participation growth strategies, and performing forfeiture mitigation analysis. The provider will facilitate initial and open enrollment periods, administer qualifying life events, and deliver both online and paper enrollment options. Integration with HRIS and payroll systems via electronic files, automated payroll reconciliation, and enrollment file validation and error reporting are required. Additional expectations include onsite engagement during annual wellness events, multilingual support, and a mobile-friendly participation platform. The contract term will be for five years.

Flexible Spending Account Administration Services

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