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RFPCLOSED

Flex Spending Account Administration Services for Santa Rosa County School Board

Santa Rosa County School District, FL·School
Apr 29, 2024
Submission Deadline
Reported: Santa Rosa County School Board
Bryan Gabbard
(850) 983-5130
5 year term
60 months duration
Submit at: https://www.floridabidsystem.com

Summary

Santa Rosa County School Board is soliciting proposals for Flex Spending Account Administration services. The contract will be for a 5-year period with an option for 5 additional one-year renewals. Key evaluation factors include compliance, experience, performance, and pricing.

Evaluation Criteria

Compliance (Pass/Fail), Technical Experience (25%), Technical Performance (25%), Pricing/Warranty (50%)

Required Deliverables

Legally compliant plan document, SPD and employee communication materials, Amendments and modifications to documents and SPDs, Support and guidance to Risk Management staff, Enrollment support materials and attendance at meetings, Point of contact for customer service, problem resolution, and expediting services, Information on significant new compliance/legislative issues, Communications material for enrollment purposes, Salary reduction agreement, Central claims and membership files and records of claims reimbursements, State-of-the-art tracking and claims payment services, Periodic statements and notices to participants, Access to customer service representatives, Direct deposit of reimbursements, Perform discrimination testing, Combined FSA (dependent care and flexible spending accounts)

Required Attachments

Proposal Form, Drug Free Workplace Form, Public Entity Crimes Form, Certification Regarding Lobbying Form, Disclosure of Lobbying Activities Form, Conflict of Interest Certification Form, E-Verify, Business Proposal (including Scope of Work and Questionnaire responses), Pricing (Envelope #2)

Section 4.2 — Scope of Services and Deliverables

The selected vendor shall provide all labor, materials, equipment, and supervision necessary to perform the services described herein. Work shall commence within fifteen (15) calendar days of the Notice to Proceed and shall be completed within the timeframe specified in the project schedule attached as Exhibit B.

Proposals must include a detailed implementation timeline, staffing plan with key personnel qualifications, and three (3) references from comparable government engagements completed within the past five years. Evaluation will be based on technical approach (40%), experience and qualifications (30%), cost proposal (20%), and small business participation plan (10%).

Source Document Available

The full solicitation document, attachments, and evaluation details are available on Civic IQ. Book a demo to get access.

Frequently Asked Questions

How do I respond to this RFP from Santa Rosa County School District?

To respond, review the full solicitation document for submission requirements, evaluation criteria, and deadlines. The submission deadline is April 29, 2024. Proposals should be submitted to: https://www.floridabidsystem.com. For questions, contact Bryan Gabbard at (850) 983-5130.

What are the evaluation criteria for this solicitation?

This solicitation includes specific evaluation criteria that will be used to score proposals. Key factors are outlined in the Evaluation Criteria section above. Vendors should carefully align their proposals with each criterion to maximize their score.

Where can I find more RFPs from Santa Rosa County School District?

Civic IQ tracks all active and historical solicitations from Santa Rosa County School District. Visit the agency profile to see current open bids, past contracts, vendor relationships, and decision-maker contacts — giving you a complete picture of the procurement landscape.

What is the contract term for this solicitation?

The anticipated contract term is 5 years. Contract terms may include renewal options. Review the full solicitation document for details on renewal periods, performance benchmarks, and termination clauses.

What documents are required to bid on this RFP?

Requirements vary by solicitation, but common documents include a technical proposal, cost/price proposal, proof of insurance, relevant certifications or licenses, past performance references, and any forms or attachments specified in the solicitation. Review the full document from Santa Rosa County School District for the complete list of required submissions.

Can small businesses or minority-owned firms bid on this RFP?

Most government agencies, including Santa Rosa County School District in FL, encourage participation from small businesses, minority-owned, women-owned, and disadvantaged business enterprises (MBE/WBE/DBE). Some solicitations include set-aside provisions or evaluation preferences for these firms. Check the full solicitation for any small business participation goals or requirements.

What happens after the RFP submission deadline?

After the deadline, the issuing agency reviews all submissions against the stated evaluation criteria. This process typically includes an initial compliance check, technical evaluation, cost analysis, and may involve oral presentations or interviews with shortlisted vendors. The timeline from submission to award varies but usually takes several weeks to months.

Can I ask questions about this solicitation before submitting?

Yes, most solicitations allow vendors to submit questions during a designated period. The primary contact for this solicitation is Bryan Gabbard at (850) 983-5130. Questions and answers are typically shared with all prospective bidders to ensure fairness. Check the solicitation for the question submission deadline and process.

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