Title
Family and Medical Leave Act Administration Services (Ordinance S-47384)
Description
Request to authorize the City Manager, or his designee, to enter into a contract with FMLASource, Inc. to provide Family and Medical Leave Act (FMLA) Administration Services in an amount not to exceed $1,300,000 for a five-year period. Further request authorization for the City Controller to disburse all funds related to this item.
Report
Summary
This contract is needed to provide expert FMLA administration services including claims management, documentation, reporting, and compliance with FMLA regulations. Deliverables include reviewing applications, determining eligibility, verifying medical certification, case management, tracking absences, transmitting leave records to the City, and ensuring fair and consistent application of FMLA requirements. The Contractor will be responsible for ensuring the City maintains compliance with state and federal FMLA laws and HIPAA privacy requirements.
Procurement Information
RFP HR 20-125 was conducted in accordance with Administrative Regulation 3.10. The Human Resources Department received four offers; one was deemed non-responsive. The Notice of Solicitation was emailed to 545 vendors registered in ProcurePHX.
The offers were scored on the following criteria: Qualifications and Experience (400 points), Method of Approach (400 points) and Price (200 points). Evaluation occurred by a four-person panel. The evaluation committee determined that one offer was within the competitive range. The Offeror moved forward to the Best and Final Offer (BAFO) process. After reviewing the BAFO response, it was the consensus of the evaluation committee to recommend awarding the contract to FMLASource, Inc.
The scores were as follows:
- FMLASource, Inc. 910.00
- Workpartners 605.57
- CompOne Administrators 584.19
The Human Resources Director recommends the offer from FMLASource, Inc. be accepted as the highest scored, responsive, and responsible Offeror.
Contract Term
The five-year contract shall begin on or about Nov. 1, 2021.
Financial Impact
The aggregate five-year contract value for these services shall not exceed $1,300,000. Funds are available in the Human Resources Department’s budget.
Department
Responsible Department
This item is submitted by Deputy City Manager Toni Maccarone and the Human Resources Department.