Back-Up Care and Discount Program Services

The vendor is required to provide back-up care services and discount program as part of the benefit package for approximately 4,200 employees.
- The back-up care services are offered for children, adults and seniors, and pets and are available for both unplanned/ emergency or if routine services fall through, to be used only during the employee’s work hours or during work-related travel.
- The service also provides for personal network back-up care services, which allows employees to receive reimbursement for the use of back-up care providers sourced on their own, which could include a familiar individual (such as a family member or friend), business or service.
- The program is intended to provide up to three (3) days of employer-subsidized back-up care annually per eligible employee.
- Services include:
• Providing all covered services
• Implementing all operational policies and procedures
• Manage the use of back-up care days for each employee
• Provide outstanding customer service
• Provide a network of in-home and out-of-home care providers
• Accepting and processing registrations
• Satisfying all commitments or obligations resulting from each completed registration
• Accepting, processing, and fulfilling orders for such services
• Establishing all prices for optional, separately-priced services
• Collecting payment, including all taxes or other charges due
• Managing cancellations
• Ensuring that the sale of all services is made in conformance with all applicable state laws
• Provide an online portal to employees to access services
• Provide an online portal to the city to access services information, such as the number of back-up care days remaining in the city’s bank, utilization reports, etc.
• Provide the city access and/or reporting of tracking use and statistics for the benefits team.
- The city intends to purchase a minimum of 100 back-up care days the first year.
- Provide the requested services in-home or out-of-home (at a center/facility):
• In-home back-up care - in-home back-up care includes services for children, adults, seniors, and pets, provided by a care provider in the eligible employee’s home; in-home backup care may include various responsibilities requested by the eligible employee, including feeding, diapering and clothing, help with homework, playtime (i.e., reading, arts and crafts, etc.) and preparing children or adults/seniors for bedtime; for care of a pet, the standard services apply.
• Out-of-home back-up care – out-of-home back-up care includes services for children, adults, seniors, and pets, provided by a licensed care provider in a center (child day care, adult day care, pet boarding/day care). out-of-home back-up care may include services in a center including feeding, diapering and clothing, playtime (i.e., reading, arts and crafts, etc.) and supervised indoor and outdoor physical activities; for care of a pet at a pet boarding/day care facility, the standard services apply.
• Personal network reimbursement – provide employees’ freedom to use personal network back-up care that allows employees to get reimbursed for back-up care delivered outside of the network.
- Provide discounts and exclusive offers through a members-only discount program services include:
• Childcare, adult/senior care, and pet care discounts
• Tutoring services
• Insurance services
• Wellness services—gym, fitness centers
• Travel—flights, hotels, rental cars
• Computers and phone services
• Legal and financial services
• Home goods and services
• And other services
- Submit data electronically via a secured website.
- Use secure and encrypted SFTP, HTTPS, and VPN methods of data transmission as a means of sending and receiving files between cities approved parties
- As applicable, contractor shall use secure site using industry standard security protocols and controls to send and receive emails from administrative staff.
- As applicable, shall enable the city’s selected staff members, or third-party contractors, through a reasonably thorough, functional and secure website, adhering to open web application security project standards for website security or similar, to perform standard operating procedures such as administrative communication, review and download of data to include ad hoc reporting capabilities
- Tight security controls which meet all regulatory, compliance, and audit standards.
- set out by act and w3c’s WCAG 2.0 level AA criteria.
- follow best practices for valid html and CSS markup as defined by the World Wide Web consortium, search engine optimization as outlined by google, and other industry standards as appropriate.
- Web-based software as a service (SaaS).
- Contract Period/Term: 5 years