Project Information

Bid Title

Affordable Care Act Mandatory Employer Reporting Services, RFQ 698017

Issuing Agency

Loudoun County

Location

Virginia

Published Date

May 21, 2026

Closing Date

Jun 29, 2026

Government Level

State & Local

Status

Closed

Ref. #

RFQ 698017

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:	RFQ 698017
Bid Title:	Affordable Care Act Mandatory Employer Reporting Services, RFQ 698017
Category:	Procurement
Status:	Open

Description: The intent of this Request for Proposal (RFP) is for the County of Loudoun, Virginia (County) to obtain firm fixed pricing for the delivery of reporting services for the Affordable Care Act (ACA) mandatory employer reporting requirements. Specifically, to: 1.1 Provide complete administration for the Affordable Care Act’s (ACA) reporting requirements (Internal Revenue Service (IRS) 6055 / 6056); 1.2 Provide an online tool that has the ability to assist in the administration of varying measurement periods, administrative and stability periods, and track eligibility status as defined by legislation for new and current employees; 1.3 Provide consultative services related to ACA reporting and compliance to assist the County in meeting its obligations under ACA which includes such tasks as determining employee classifications, offering sample employee communications and forms, and conducting a risk analysis specific to the County; 1.4 Collect necessary health plan enrollment data from multiple sources, including the County’s Human Resources Information System (HRIS); 1.5 Analyze data, assign, and track correct ACA codes; 1.6 Complete and submit new tax forms electronically to the IRS with detailed information about health plan coverage of all individuals eligible for employer sponsored coverage in accordance with the Affordable Care Act Employer Mandate and related regulations (IRS Forms 1094-C, 1095-C, 1095-B and fully complying with Internal Revenue Code (IRC) Section 6055 (Self-Insured employer); 1.7 Complete and submit new State tax forms as mandated including distribution of individual statements; 1.8 Complete and provide individual written statements, in compliance with IRC Section 6055, to all employees, retirees, dependents, and other categories of individuals eligible for employer sponsored coverage; 1.9 Have the ability to identify potential noncompliance issues on a real-time basis including trending information to predict areas of risk; and 1.10 Provide ongoing data management, reporting, administration, and compliance support. The County intends to award a single contract as a result of this RFP. Pre-proposal Conference: An optional Pre-Proposal Conference will be held virtually using Microsoft Teams on Monday, June 8, 2026, at 10:00 a.m. Local Time. Publication Date/Time: 5/21/2026 11:25 AM Publication Information: Request for Proposal Closing Date/Time: 6/29/2026 4:00 PM Pre-bid Meeting: June 8, 2026 @ 10:00 a.m. Contact Person: Heather DeHaven, NIGP-CPP, CPPB, VCO Please see the attached document RFQ 698017 for additional contact information. Download Available: See Related Documents Business Hours: 8:30 AM to 5:00 PM Related Documents: RFQ 698017 (PDF) View Solicitation Abstract (PDF)

Attachment Preview

Loudoun County, Virginia

REQUEST FOR PROPOSAL

AFFORDABLE CARE ACT MANDATORY EMPLOYER REPORTING

SERVICES

ACCEPTANCE DATE: Prior to 4:00 p.m., June 29, 2026, Local Time

RFP NUMBER:

RFQ 698017

ACCEPTANCE PLACE:

Department of Finance and Procurement

Division of Procurement

1 Harrison Street, SE, 1st Floor

Procurement Bids and Proposals Drop Box

Leesburg, Virginia 20175

PLEASE NOTE:

A. Documents related to this solicitation may be downloaded from the County’s website:

www.loudoun.gov/procurement.

B. Pre-proposal Conference: An optional Pre-Proposal Conference will be held virtually

using Microsoft Teams on Monday, June 8, 2026, at 10:00 a.m. Local Time. See the

Microsoft Teams log in information provided below. To participate in the audio portion of

this conference, please dial the number provided below and follow the prompts as

designated. To participate by computer, connect to the link provided and follow the

prompts as designated. The purpose of the pre-proposal conference is to provide

clarification of any questions on the scope of services and to provide a high-level

overview of the supplier registration process and online submission of proposals through

iSupplier.

Microsoft Teams Meeting

Join The Meeting Now

Meeting ID: 286 647 720 723 56

Passcode: g9dU7CV9

Dial in by phone

+1 757-600-4923,,751802777# United States, Norfolk

Find a local number

Phone conference ID: 751 802 777#

Requests for information related to this Invitation should be directed to:

Heather DeHaven, NIGP-CPP, CPPB, VCO

Senior Contracting Officer

(571) 627-7430

(703) 771-5097 (Fax)

E-mail address: Heather.DeHaven@loudoun.gov

Issue Date: May 21, 2026

IF YOU NEED ANY REASONABLE ACCOMMODATION FOR ANY TYPE OF DISABILITY

IN ORDER TO PARTICIPATE IN THIS PROCUREMENT, PLEASE CONTACT THIS

DIVISION AS SOON AS POSSIBLE

AFFORDABLE CARE ACT MANDATORY EMPLOYER REPORTING SERVICES

RFP #RFQ 698017

Page 2 of 48

REQUEST FOR PROPOSAL

AFFORDABLE CARE ACT MANDATORY EMPLOYER

REPORTING SERVICES

SECTION/TITLE

PAGE

1.0 PURPOSE ............................................................................................................ 4

2.0 COMPETITION INTENDED ................................................................................. 5

3.0 BACKGROUND INFORMATION ......................................................................... 5

4.0 OFFEROR’S MINIMUM QUALIFICATIONS ........................................................ 6

5.0 SCOPE OF SERVICES ........................................................................................ 6

6.0 TERMS AND CONDITIONS................................................................................. 9

7.0 EVALUATION OF PROPOSALS: SELECTION FACTORS ............................. 25

8.0 PROPOSAL SUBMISSION FORMAT ............................................................... 26

9.0 INSTRUCTIONS FOR SUBMITTING PROPOSALS ......................................... 28

10.0 PROPOSAL SUBMISSION FORM .................................................................... 37

PROOF OF AUTHORITY TO TRANSACT BUSINESS IN VIRGINIA .......................... 39

ATTACHMENT A: REFERENCES ............................................................................... 41

ATTACHMENT B: PRICING SCHEDULE .................................................................... 43

Prepared By: /s/Heather DeHaven, NIGP-CPP, CPPB, VCO Date: May 21, 2026

Senior Contracting Officer

AFFORDABLE CARE ACT MANDATORY EMPLOYER REPORTING SERVICES

RFP #RFQ 698017

Page 3 of 48

AFFORDABLE CARE ACT MANDATORY EMPLOYER

REPORTING SERVICES

1.0 PURPOSE

The intent of this Request for Proposal (RFP) is for the County of Loudoun, Virginia

(County) to obtain firm fixed pricing for the delivery of reporting services for the

Affordable Care Act (ACA) mandatory employer reporting requirements. Specifically,

to:

1.1 Provide complete administration for the Affordable Care Act’s (ACA) reporting

requirements (Internal Revenue Service (IRS) 6055 / 6056);

1.2 Provide an online tool that has the ability to assist in the administration of

varying measurement periods, administrative and stability periods, and track

eligibility status as defined by legislation for new and current employees;

1.3 Provide consultative services related to ACA reporting and compliance to

assist the County in meeting its obligations under ACA which includes such

tasks as determining employee classifications, offering sample employee

communications and forms, and conducting a risk analysis specific to the

County;

1.4 Collect necessary health plan enrollment data from multiple sources, including

the County’s Human Resources Information System (HRIS);

1.5 Analyze data, assign, and track correct ACA codes;

1.6 Complete and submit new tax forms electronically to the IRS with detailed

information about health plan coverage of all individuals eligible for employer

sponsored coverage in accordance with the Affordable Care Act Employer

Mandate and related regulations (IRS Forms 1094-C, 1095-C, 1095-B and

fully complying with Internal Revenue Code (IRC) Section 6055 (Self-Insured

employer);

1.7 Complete and submit new State tax forms as mandated including distribution

of individual statements;

1.8 Complete and provide individual written statements, in compliance with IRC

Section 6055, to all employees, retirees, dependents, and other categories of

individuals eligible for employer sponsored coverage;

1.9 Have the ability to identify potential noncompliance issues on a real-time basis

including trending information to predict areas of risk; and

1.10 Provide ongoing data management, reporting, administration, and

compliance support.

The County intends to award a single contract as a result of this RFP.

AFFORDABLE CARE ACT MANDATORY EMPLOYER REPORTING SERVICES

RFP #RFQ 698017

Page 4 of 48

2.0 COMPETITION INTENDED

It is the County's intent that this RFP permits competition. It shall be the Offeror's

responsibility to advise the Purchasing Agent in writing if any language, requirement,

specification, etc., or any combination thereof, inadvertently restricts or limits the

requirements stated in this RFP to a single source. Such notification must be received

by the Purchasing Agent not later than fifteen (15) days prior to the acceptance date

for proposals.

3.0 BACKGROUND INFORMATION

Loudoun County is governed by a County Administrator and a nine (9) member

County Board of Supervisors. Other County Elected Officials include a

Commissioner of Revenue, Treasurer, County Clerk, Commonwealth Attorney,

and Sheriff, who in conjunction with County Administration provide a full range of

associated governmental services. County Government consists of 32

Departments with multiple locations throughout the County and a diverse

workforce including Public Safety (Fire and Rescue and Loudoun County Sheriff’s

Office). The County employs approximately 4,895 employees (not including

temporary election workers and instructors). The County services a constituent

population estimated at 461,312 residents with an annual budget of $1.1 billion

(County government for Fiscal Year 2026, excluding the Loudoun County school

system).

The County provides medical, prescription drug, dental and vision coverage to

regular part-time employees who are authorized to work 20 plus hours per work

week, regular full-time employees authorized to work 30 plus hours per work week

and temporary employees, with a length of employment longer than 90 days who

are authorized to work 30 plus hours per work week. Eligible employees may also

enroll their legal dependents including spouses as defined by the Commonwealth

of Virginia and children up to the age of 26.

The County’s Health Plan is self-insured and is administered in accordance with

IRC Section 125. Employees become eligible on the first (1st) day of the month

following their date of hire.

The County-sponsored Health Plan consists of four (4) medical plan options; two

(2) plans with Cigna Open Access Plus, and Cigna Consumer Driven Health Plan

with either a Health Savings Account or a Health Reimbursement Arrangement.

The medical plans are bundled with prescription drug coverage which is

administered by Express Scripts. Employees may elect to enroll in a bundled

dental and vision plan administered by Delta Dental of Virginia and Davis Vision,

respectively as well as Health Care and Dependent Care Flexible Spending

Accounts administered by Flexible Benefits Administrators, Inc.

Approximately 4,895 active employees are eligible to enroll in the health plan and

about 719 retirees are enrolled in the Retiree Health Plan consisting of both pre-65

and Medicare eligible retirees and their eligible dependents. Annual Open

Enrollment takes place during the month of November for coverage to be effective

for the Plan year, January 1 through December 31. Employees enroll and make

AFFORDABLE CARE ACT MANDATORY EMPLOYER REPORTING SERVICES

RFP #RFQ 698017

Page 5 of 48

Commodity Codes

• NAICS 541611Administrative Management and General Management Consulting Services
• NAICS 541618Other Management Consulting Services
• NAICS 541990All Other Professional, Scientific, and Technical Services

* 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.