City of Newton Flexible Spending Account Plan Administration RFP #27-07 2026
City of NewtonCity · Newton, MA- Due
- Sep 3, 2026
- Deadline passed
- Posted
- Aug 13, 2026
- Contract term
- 3 years
- Primary contact
- Karen Munro
- (617) 796-1220
The 30-second brief
The City of Newton is soliciting proposals for full-service administration of its Flexible Spending Account (FSA) plans, including Health Care, Dependent Care, Transit, and Parking accounts for approximately 2,600 benefit-eligible employees. The selected vendor will manage enrollment, participant support, debit card issuance, claims adjudication, reimbursements, compliance support (Section 125), and reporting. The contract term is three years beginning January 1, 2027, with two optional one-year renewals. Proposals must include separate technical and price components. Requirements include at least 15 years of experience and experience with at least 30 municipal clients. Submissions are due September 3, 2026, at 10:00 a.m. at the Purchasing Department in Newton City Hall.
Technical Proposal, Price Proposal, Attachment B Technical Proposal Cover Sheet, Bidders Qualifications and References Form, Certificate of Non-Collusion, Certification of Tax Compliance, Debarment Letter, IRS W-9 Form, Business Category Information Form, Vendor Payment Security Questionnaire
Experience and Expertise, Implementation and Transition Plan, Participant Services and Claims Administration, City Administration and Reporting, HIPAA and Information Security, Price (PMPM fee)
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Summary
The City of Newton is soliciting proposals for full-service administration of its Flexible Spending Account (FSA) plans, including Health Care, Dependent Care, Transit, and Parking accounts for approximately 2,600 benefit-eligible employees.
The selected vendor will manage enrollment, participant support, debit card issuance, claims adjudication, reimbursements, compliance support (Section 125), and reporting. The contract term is three years beginning January 1, 2027, with two optional one-year renewals. Proposals must include separate technical and price components. Requirements include at least 15 years of experience and experience with at least 30 municipal clients. Submissions are due September 3, 2026, at 10:00 a.m. at the Purchasing Department in Newton City Hall.
EVALUATION CRITERIA
6- Experience and Expertise
- Implementation and Transition Plan
- Participant Services and Claims Administration
- City Administration and Reporting
- HIPAA and Information Security
- Price (PMPM fee)
REQUIRED DELIVERABLES
10- Technical Proposal
- Price Proposal
- Attachment B Technical Proposal Cover Sheet
- Bidders Qualifications and References Form
- Certificate of Non-Collusion
- Certification of Tax Compliance
- Debarment Letter
- IRS W-9 Form
- Business Category Information Form
- Vendor Payment Security Questionnaire
- Submit to
- Purchasing Department, Room 108, Newton City Hall, 1000 Commonwealth Ave., Newton, MA 02459
- Scope location
- Newton, MA
Questions about this RFP
How do I respond to this RFP from City of Newton?
Review the full solicitation document for submission requirements, evaluation criteria, and deadlines. The submission deadline is September 3, 2026. The solicitation specifies required deliverables that must be addressed in your response. Submissions should be delivered to: Purchasing Department, Room 108, Newton City Hall, 1000 Commonwealth Ave., Newton, MA 02459. For questions, contact Karen Munro.
Can small businesses or minority-owned firms bid on this RFP?
Most government agencies, including City of Newton in MA, encourage participation from small businesses, minority-owned, women-owned, and disadvantaged business enterprises (MBE/WBE/DBE). Check the full solicitation for any small business participation goals.
What happens after the RFP submission deadline?
After the deadline, the issuing agency reviews all submissions against the stated evaluation criteria. This typically includes a compliance check, technical evaluation, cost analysis, and may involve oral presentations with shortlisted vendors.
Can I ask questions about this solicitation before submitting?
Yes, most solicitations allow vendors to submit questions during a designated period. The primary contact is Karen Munro at (617) 796-1220. Questions and answers are typically shared with all prospective bidders.
What are the key deliverables?
The solicitation specifies the following deliverables: Technical Proposal, Price Proposal, Attachment B Technical Proposal Cover Sheet, Bidders Qualifications and References Form, Certificate of Non-Collusion, Certification of Tax Compliance, Debarment Letter, IRS W-9 Form, Business Category Information Form, Vendor Payment Security Questionnaire. Proposals should clearly address how each deliverable will be met.
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What are the evaluation criteria for this solicitation?
This solicitation includes specific evaluation criteria that will be used to score proposals. The criteria include: "Experience and Expertise, Implementation and Transition Plan, Participant Services and Claims Administration, City Administration and Reporting, HIPAA and Information Security, Price (PMPM fee)" Vendors should carefully align their proposals with each criterion to maximize their score.
Where can I find more RFPs from City of Newton?
All active and historical solicitations from City of Newton are tracked and searchable. As a city agency, City of Newton regularly publishes solicitations. Visit the agency profile to see current open bids, past contracts, vendor relationships, and decision-maker contacts.
What is the contract term for this solicitation?
The anticipated contract term is 3 years. Contract terms may include renewal options.
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, past performance references, and any forms specified in the solicitation. Review the full document from City of Newton for the complete list.
What is the scope of this project?
This solicitation defines a specific project scope. The scope covers the following locations: Newton, MA. Review the full solicitation for detailed scope requirements.