FMLA and PPL Administration Service

The City of Phoenix is soliciting proposals for a five-year contract commencing around January 1, 2027, for professional services related to the administration of the Family and Medical Leave Act (FMLA) and Paid Parental Leave (PPL) programs. The City, which employs over 14,300 personnel across multiple departments operating continuously throughout the year, expanded its benefits in 2022 to include Paid Parental Leave for eligible employees. Eligibility requires at least 12 months of prior employment with a minimum of 1,250 work hours in the preceding year, with leave allowances of up to 480 hours (or 672 hours for specific firefighter classifications), running concurrently with FMLA leave as applicable. Currently, about 2,188 employees are actively approved for these leave programs, with over 6,000 total approvals anticipated for the 2024-2025 period. Administration of these leave programs currently involves contractor support to manage claims, documentation, compliance, and reporting, integrated with the City’s internal Oracle PeopleSoft system known as eCHRIS, which tracks leave using a "positive pay" method requiring active data entry to deduct leave balances. The solicitation, managed by the City’s Finance Department – Central Procurement, emphasizes a comprehensive service scope including claims management, leave tracking, compliance monitoring, and reporting responsibilities. Offerors are required to submit detailed technical proposals addressing methodology, qualifications, and pricing, with evaluations weighted 40% on approach, 30% on experience and references, and 30% on cost. Mandatory prerequisites include passing data privacy and IT security risk assessments. The contract includes stringent security clearances and background checks for contractor personnel due to the maximum risk designation, as well as compliance with federal nondiscrimination statutes, applicable FAA grant assurances relevant to City aviation contracts, and strict reporting requirements for security incidents affecting City data. Key personnel must be identified with resumes and organizational charts, and restrictions apply on recruiting City employees post-contract. Invoicing is managed electronically via email, and the City reserves full responsibility for inspection and acceptance of services. The process mandates adherence to City policies and federal regulations, with all contractor work products owned by the City. The City seeks a single award using a trade-off award methodology prioritizing best value rather than lowest price, aiming to ensure continuity, accuracy, and efficiency in the critical administration of employee leave benefits in a large municipal workforce.