RFP-Flexible Spending and Dependent Care Flexible Spending

June 1, 2026

To Whom It May Concern:

The City of Cleveland, through its Director of Human Resources, will be considering submissions from vendors qualified to serve as an administrator for its Flexible Spending Account (FSA). The program consists of Health Care Flexible Spending Accounts and Dependent Care Flexible Spending Accounts. The contract term will be for one year with two, one-year options to renew.

Background

The City of Cleveland (City) is requesting a competitive proposal for our Flexible Spending Accounts (FSA) and Dependent Care Flexible Spending Accounts (DCFSA) plan administration.

• Develop and maintain a program that ensures we are good stewards of the public’s resources.
• Create an environment where employees feel that they are rewarded fairly for the scope of their responsibilities and tenure.
• Complement an environment described as dynamic, progressive, diverse, established/secure, forward-looking and respectful.
• Provide consistent and competitive but reasonable benefits to employees at all levels.
• Offer and maintain a financially sustainable, competitive program so that the City is able to attract, retain, and motivate high quality employees who will, in turn, help the City achieve its mission and vision.
• Offer high-quality services to employees.
• Obtain competitive pricing for the FSA and Dependent Care Administration
• Build and establish long-lasting partnerships with all vendors providing benefits.

Project Details

• Department: Personnel and Human Resources
• Department Head: Matthew J. Cole (Director)

Important Dates

• Questions Due: 2026-06-15T21:00:00.000Z

Evaluation Criteria

• Experience and Staff (10 pts)
• Program Management Plan (20 pts)
• Proposed Services (25 pts)
• Proposed Fees (15 pts)
• Sustainability (5 pts)
• Schedule/Timeline (10 pts)
• Questionnaire (15 pts)

Submission Requirements

• Technical Proposal (required)
• Price Proposal (required)
• Vendor Background Information
• Provide information about any local branch offices or support centers that might serve an account in Cleveland, OH, including number of employee and type of services provided (required)
• Provide name of each principal. (required)
• Provide the year the company was established and any former firm names (required)
• Type of Company (required)
• Provide the state and type of incorporation (required)
• Provide information on related services offered by the company (required)
• Provide the total number of FTEs in the company. (required)
• Provide average years of experience of professional staff. (required)
• Vendor Client References
• VENDOR CLIENT REFERENCE #1 (required) —

  Please include the following information: 

  • Proposing Vendor Name
  • Reference Company/Organization Name
  • Reference Address
  • Reference Contact Name
  • Contact’s Position
  • Contact’s Telephone Number
  • Type of Company/Organization (Industry)
  • Number of Employees
  • Services Performed
  • Sub-contractors used
  • Identify any vendor staff that worked on this reference company's project, that are proposed for City
  • Original Cost Estimates
  • Actual Final Costs
  • Comments
• VENDOR CLIENT REFERENCE #2 (required) —

  Please include the following information: 

  • Proposing Vendor Name
  • Reference Company/Organization Name
  • Reference Address
  • Reference Contact Name
  • Contact’s Position
  • Contact’s Telephone Number
  • Type of Company/Organization (Industry)
  • Number of Employees
  • Services Performed
  • Sub-contractors used
  • Identify any vendor staff that worked on this reference company's project, that are proposed for City
  • Original Cost Estimates
  • Actual Final Costs
  • Comments
• VENDOR CLIENT REFERENCE #3 (required) —

  Please include the following information: 

  • Proposing Vendor Name
  • Reference Company/Organization Name
  • Reference Address
  • Reference Contact Name
  • Contact’s Position
  • Contact’s Telephone Number
  • Type of Company/Organization (Industry)
  • Number of Employees
  • Services Performed
  • Sub-contractors used
  • Identify any vendor staff that worked on this reference company's project, that are proposed for City
  • Original Cost Estimates
  • Actual Final Costs
  • Comments
• City Required Forms
• NOTICE TO BIDDERS AND OEO SCHEDULES (required) —

  Please download the below documents, complete, and upload.

• NON-COMPETITIVE BID CONTRACT STATEMENT FOR CALENDAR YEAR 2026 (required) —

  Please download the below documents, complete, and upload.

• Northern Ireland Fair Employment Practices Disclosure —

  INSTRUCTIONS: Pursuant to Codified Ordinance Sec. 181.36, the information requested on this page must be supplied by all contractors and any subcontractors having more than a fifty percent (50%) interest in the proposed contract prior to any contract being awarded by the City of Cleveland.  Any contractor or subcontractor who is deemed to have made a false statement shall be declared to have acted in default of its contract and shall be subject to the remedies for default contained in its contract.  For failure to cure such a default, the contractor or subcontractor shall be automatically excluded from bidding for the supply of any goods or services for use by the City for a period of two (2) years.

• CHECK WHICHEVER IS APPLICABLE: (required)
• By confirming, the proposer affirms that they are in compliant Northern Ireland Fair Employment Practices. (required)
• Pricing (required)
• Applicable Language for Goals for Subcontractors (required)
• Is this RFP for Airport? (required)
• Insurance Requirements (for Airport RFP only) (required)
• Do you require insurance from the awarded vendor for this RFP? (required)