Project Information

Bid Title

FSA Services

Issuing Agency

City of Westfield

Location

Massachusetts

Published Date

Jan 12, 2026

Closing Date

Feb 3, 2026

Government Level

State & Local

Status

Closed

Ref. #

RFP 26-016

Original Source

Join to Access Full Details

Bid Inquiries

Join to Access Full Details

Bid Documents

Join to Access Full Details

Project Description

Bid Number:	RFP 26-016
Bid Title:	FSA Services
Category:	Consulting Services
Status:	Open

Description: The City of Westfield, Massachusetts, acting through its Chief Procurement Officer, will receive sealed proposals for: RFP #26-016  FLEXIBLE SPENDING – ACCOUNT PLAN ADMINISTRATION Proposal procedures will be in accordance with the latest edition of M.G.L. Chapter 30B. Said proposals will be addressed to the Purchasing Department, 59 Court Street, Westfield, MA 01085. These proposals will be received until 2:00 pm February 3, 2026.  Any proposals received after the specified time will not be accepted. All proposals will be submitted in a sealed envelope clearly marked "SEALED PROPOSAL ENCLOSED RFP# 26-016, Flexible Spending Account Plan Administration”. Price proposals must be submitted in a separate sealed envelope clearly marked “SEALED PRICE PROPOSAL ENCLOSED RFP# 26-016. Flexible Spending Account Plan Administration” The City of Westfield Purchasing Department reserves the right to accept or reject any or all proposals or to waive any informality in the proposing. Also reserved is the right to reject, for cause, any proposal in part or whole, if it is judged by the Chief Procurement Officer that the best interests of the City will be served thereby. Attention is called to the "Equal Opportunity Clause" and the standard Federal Equal Employment Opportunity Construction contract specifications. All Proposers will receive consideration without regard to race, color, creed, age, sex, religion, or national origin. Publication Date/Time: 1/12/2026 9:00 AM Closing Date/Time: 2/3/2026 2:00 PM Submittal Information: sealed RFP Bid Opening Information: non public opening Contact Person: Purchasing 413-572-6254 Plan & Spec Available: Nancy Reynolds at n.reynolds@cityofwestfield.org Business Hours: m-f 8:30 to 4:30 Related Documents: Specifications 26-016AML

Attachment Preview

CITY OF WESTFIELD

PURCHASING DEPARTMENT

CONTRACT FOR PERSONNEL OFFICE

REQUEST FOR PROPOSAL:

FLEXIBLE SPENDING

ACCOUNT PLAN ADMINISTRATION

RFP #26-016

Submittal Date: February 3, 2026 @ 2:00 pm

January 2026

Michael A. McCabe, Mayor

CITY OF WESTFIELD

PURCHASING DEPARTMENT

REQUEST FOR PROPOSAL #26-016

The City of Westfield (City) invites sealed proposals from Contractors for:

FLEXIBLE SPENDING – ACCOUNT PLAN ADMINISTRATION

Proposals will be received until: February 3, 2026 at 2:00 pm

at the Purchasing Department, Westfield City Hall, 59 Court Street, Westfield, MA 01085.

Propsal Documents will be available by contacting Purchasing at n.reynolds@cityofwestfield.org or

t.tefft@cityofwestfield.org after 9:00 a.m., January 12, 2026.

There will be no charge for bid documents. Bid surety is not required with this bid.

Award will be made to the most advantageous proposer for services based on a Service Percentage. Provision

of services is required to start upon the execution of the contract, and to meet the renewal dates listed

in our subscription list without gaps or overlaps in coverage. The dollar value of the contract may be

increased in accordance with M.G.L. c. 30B, §13 but in any event shall not be increased by an amount more

than twenty five percent (25%) of the contract total.

The term of the awarded contract shall extend from the time of execution July 1, 2026 through June

30, 2029.

If for any part thereof during the term of this Agreement, funds for the discharge of the City’s obligations

under this Agreement are not appropriated and authorized, or funds so appropriated and authorized are

reduced or withdrawn, then this Agreement shall terminate.

All proposals are subject to the provisions of M.G.L. c.30B. F.O.B. Destination inside designated department,

Westfield, MA.

All proposals shall be submitted as follows: one (1) ORIGINAL and three (3) COPIES of the Technical

Proposal and one (1) ORIGINAL COPY of the Price Proposal along with one (1) electronic (zipdrive).

It is the sole responsibility of the contractor to ensure they have received any and all addenda prior to the bid

opening, all addendums will be emailed to the contractor on record.

The City will reject any and all bids in accordance with the above referenced General Laws. In addition, the

City reserves the right to waive minor informalities in any or all bids, or to reject any or all bids (in whole or

in part) if it be in the public interest to do so.

CITY OF WESTFIELD

Tammy Tefft

Tammy Tefft

Chief Procurement Officer

Request for Proposal #26-016 - Flexible Spending Account Plan Administration

Page 2 of 21

CITY OF WESTFIELD, MASSACHUSETTS

PURCHASING DEPARTMENT

REQUEST FOR PROPOSAL #26-016

FLEXIBLE SPENDING ACCOUNT PLAN ADMINISTRATION

DECISION TO USE COMPETITIVE SEALED PROPOSALS

The Chief Procurement Officer has determined that in order to select the most advantageous proposal for

Flexible Spending Account Plan Administration for the City of Westfield Personnel Department,

comparative judgments of technical factors, in addition to price, will be necessary. This proposal is being

sought to ensure that the best services available for flexible spending are received by the City and its

employees at competitive costs.

INTRODUCTION

Services to be covered include assistance to the City of Westfield Personnel Department in the administration of

a Flexible Spending Account (FSA) for eligible City of Westfield employees. The Flexible Spending Account

Plan will have two components: A qualified health care reimbursement account component, and dependent care

assistance plan component. The City self-administers an insurance premium conversion plan, and this plan is

excluded from this proposal request. The proposal request is for FSA services only. The successful proposer

cannot offer to City of Westfield employees, directly or indirectly, any other financial service or product as a

result of being awarded this contract. The names of City employees and those participating in the FSA cannot

be used for solicitation purposes or sold. The administration of the flexible spending account shall consist in the

adjudication and processing of claims and reimbursement of funds to participants who sign up for this plan.

A. GOVERNING LAW and DEADLINE FOR SUBMISSION: All proposals must be submitted in

accordance with Massachusetts General Laws Chapter 30B, § 6, to the Chief Procurement Officer in

the Purchasing Department, Westfield City Hall, 59 Court Street, Westfield, MA 01085 NO LATER

THAN 2:00 p.m. February 3, 2026. Proposals must be submitted in two separate sealed

envelopes, one marked “Technical Proposal” the other marked “Price Proposal”. Price

Proposals shall NOT be submitted with Technical Proposal. Any Technical Proposal

containing any part of a Price Proposal shall be deemed non-responsive.

One Original and three (3) copies of the Technical Proposal must be submitted in a sealed

envelope, plainly marked:

Technical Proposal, RFP #26-016- “Flexible Spending Account Plan Administration”

along with your company name on the front of the envelope.

Addenda must be acknowledged on the Technical Proposal form. Any proposal without

an acknowledgement on the Technical Proposal form may be rejected as non-responsive.

Request for Proposal #26-016 - Flexible Spending Account Plan Administration

Page 3 of 21

One (1) copy of the Price Proposal must be submitted in a sealed envelope, plainly marked:

Price Proposal, RFP # 26-016 - “Flexible Spending Account Plan Administration”

along with your company name on the front of the envelope.

Faxed or Emailed proposals shall not be accepted.

Proposals will not be opened publicly. Proposal contents will be kept confidential and not disclosed

until after the evaluation and award.

The submission proposals must be addressed to:

City of Westfield

Purchasing Dept. –

Attn: Tammy Tefft, Chief Procurement Officer

59 Court Street

Westfield, MA 01085

Proposals received after the deadline will not be considered. The name of all parties submitting

proposals will be recorded but no proposal content will be made public until the City has completed the

evaluation of the submittals.

B. QUESTIONS: Inquiries involving procedural or technical matters shall be in writing no later than

January 23, 2026 at 12:00 noon to t.tefft@cityofwestfield.org or faxed to:

Tammy Tefft, Chief Procurement Officer

City of Westfield, Purchasing Department

59 Court Street

Westfield, MA 01085

(413) 572-1708 fax

C. EXAMINATION OF DOCUMENTS: Each proposer shall be satisfied as to the requirements of the

contemplated services to enable the intelligent preparation of this proposal. The proposer shall be

familiar with all RFP Documents before submitting the proposals in order that no misunderstanding

shall exist in regard to the nature and character of the contemplated services to be performed. No

allowance will be made for any claim that the proposal is based on incomplete information. Any

questions must be submitted in writing to the Chief Procurement Officer at the above address, by

email to t.tefft@cityofwestfield.org or may be faxed to 413-572-1708.

D. EVALUATION OF PROPOSALS: The Technical proposals shall be evaluated by a committee

brought together by the Purchasing Department. They shall prepare their evaluation based on the

criteria contained herein. An interview may be required as part of the evaluation of this proposal.

E. The contract award will be made within 90 days, only to a responsive and responsible proposer who

is determined to be the most advantageous taking into consideration evaluative criteria and is capable

of performing the services contemplated and meeting the minimum criteria set forth in the RFP.

Each proposal will be screened in order to determine whether it meets all of the proposal submission

requirements as described in the RFP.

Request for Proposal #26-016 - Flexible Spending Account Plan Administration

Page 4 of 21

SCOPE OF WORK

PLAN TO BE COVERED:

A Flexible Spending Account Plan has been offered for the past twenty (20) years. The current administrator is

TASC. The Flexible Spending Plan should accommodate all legally permissible categories of expenditure

including, but not limited to, the following:

Qualified Health Care Reimbursement Account

- All expenses qualified under Sections 125 and 129 of the Internal Revenue Code, and any other Sections of

the IRS code or other statute pertaining to accommodating employee out of pocket expenses such as:

- Medical Insurance Deductibles

- Co-payments

- Vision Care (eyeglasses, contact lenses, examinations)

- Dental Work

- Orthodontia

Dependent Care Assistance Plan

- All expenses qualified under Sections 125 and 129 of the Internal Revenue Code, and any other Sections

of the IRS code or other statute pertaining to payment of dependent care expenses on a pre-tax basis.

COVERED EMPLOYEES:

- The City of Westfield has One Thousand four hundred (1,400) benefits eligible employees.

- Most employees are included in a collective bargaining unit.

- All unions have bargained for this benefit.

SERVICES OUTLINE:

The successful bidder will:

1. Provide all necessary plan documents, including 125 plan document

2. Provide all descriptive literature

3. Receive and process all claims

4. Determine and administer employee reimbursements

5. Provide points of contact for employees to call regarding questions, information, etc.

6. Provide the City of Westfield with reports necessary for the administration of the Flexible Spending

Account Plan, including: 1) periodic reports by employee showing amounts credited to the employees

account, the amount paid from the account, and the account balance; 2) an end-of-plan-year report

showing, by employee, amounts left unexpended; and 3) other reports commonly provided

7. Have an app feature that an individual subscriber can use to look at all spending history and submit

receipts to.

8. Provide other reports, services, etc. typically required in the administration of Flexible Spending

Account balance

9. One point of contact for contract negotiations and for ongoing contract administration.

Request for Proposal #26-016 - Flexible Spending Account Plan Administration

Page 5 of 21

* Disclaimer: Government BidHub provides information on bids, RFPs (Requests for Proposals), and RFQs (Requests for Qualifications) solely for convenience and informational purposes. This site is not an official public notice board. For official details, responses, or inquiries, please contact the relevant government agency directly.