Health Savings Accounts, Flexible Spending Accounts and COBRA Administration Services

The City of Waxahachie is seeking a vendor to provide administration services for Health Savings Accounts (HSA), Flexible Spending Accounts (FSA), including healthcare and dependent care, and COBRA continuation of coverage, with an effective date of October 1, 2026. The agency is looking for a provider that can deliver efficient implementation, dependable administration, and strong customer service while minimizing disruption and improving the employee experience.

The selected vendor is expected to offer user-friendly technology, flexible plan options, compliance expertise, and responsive support. COBRA administration responsibilities include timely distribution of notices, management of qualifying events, premium billing and collection, remittance processing, and record retention. Vendors must also demonstrate adequate financial resources by providing their most recent fiscal year financial statement.

The solicitation emphasizes data security, regulatory compliance, reporting, and system integration capabilities. Vendors should be able to support compliance with HIPAA, IRS, and COBRA requirements, maintain data encryption and access controls, provide security certifications and breach protocols, and offer customizable reporting, integration with city systems, and real-time data access. The contract term will be one year.