Cafeteria Program Administrative Services

The Prince George County Public Schools authority in North Prince George, Virginia, is seeking a vendor to provide administrative services for its Section 125 cafeteria program. The agency needs to ensure employees fully understand their participation options and benefits under the program. To solve this, the selected provider must maintain effective communication throughout the enrollment process and conduct both individual and group meetings with employees. During these meetings, the provider may market approved insurance products and help employees determine their level of program participation. The scope of work requires comprehensive administrative services, including robust data processing system capabilities and the generation of reimbursement cycles at least twice a month, specifically on the 15th and 30th. The provider must manage claims processing, which covers establishing minimum claim amounts, enforcing claims request deadlines, managing zero employee balances, filing claims, handling distribution, and providing check information. Additionally, the agency requires extensive data storage documentation, including check register reports, client billing statements, discrimination reports, employee benefit reports, employee change forms, and employee election reports. Eligible bidders must be located onshore within the United States, and the performance of all contracted work must take place onsite. The agency is requesting budget proposals from bidders to establish the cost of these services. The resulting contract will span a period of five years. Bidders must submit any questions regarding this opportunity no later than June 05, 2026, and final responses may be submitted digitally via email or online.