Virginia Loudoun Civic Plus #RFQ 698017

Loudoun County ACA Employer Reporting Services Solicitation

Loudoun County, Virginia is seeking a contractor to provide comprehensive Affordable Care Act (ACA) Mandatory Employer Reporting Services for approximately 5,650 employees and retirees. - Government Buyer: - Loudoun County, Virginia - Department of Finance and Procurement, Division of Procurement - Products and Services Requested: - Complete administration and reporting for ACA employer requirements (IRS Forms 1094-C, 1095-C, 1095-B) - Secure online tool for managing eligibility and measurement periods - Data collection from HRIS and other sources, ACA code assignment and tracking - Electronic submission of tax forms to IRS and state agencies - Distribution of written and electronic statements to employees, retirees, and dependents - Compliance consulting, risk analysis, and call center support - Real-time noncompliance monitoring and ongoing data management - Training, annual maintenance, and support - Product Line Items: - ACA Management Annual Fee (for 5,650 individuals) - Form 1095-C Distribution (250 forms) - Form 1094-C Electronic Submission to IRS (4 submissions) - Training Costs (if applicable) - Annual Maintenance / Support (if applicable) - Unique or Notable Requirements: - Integration with multiple data sources (e.g., HRIS) - Real-time compliance monitoring and risk trending - Secure data handling compliant with HIPAA and data security standards - Call center support for employee inquiries - Pricing includes implementation, annual management, and per-form costs; price increases capped at 3% for renewals - No specific OEMs or vendors are named in the solicitation; the County intends to award a single contract for these services.

Description

The County of Loudoun, Virginia, is seeking firm fixed pricing for reporting services related to the Affordable Care Act (ACA) mandatory employer reporting requirements. The scope includes administration of ACA reporting requirements, provision of an online tool for managing measurement periods and tracking eligibility, consulting services for compliance and risk analysis, data collection and analysis, electronic submission of tax forms to IRS and state agencies, distribution of individual statements, real-time identification of noncompliance issues, and ongoing data management, reporting, and support. The County intends to award a single contract based on this RFQ. An optional virtual pre-proposal conference will be held via Microsoft Teams on June 8, 2026.

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