FMLA and PPL Administration Services

The Vendor is required to provide for comprehensive family and medical leave act (FMLA) administration services and paid parental leave (PPL) administration services for benefit-eligible city employees.
- Consider applicable laws and/or economic conditions that may affect cost, progress, performance, or furnishing of the products or services.
- The City provides public services through thirty plus (30+) City departments including but not limited to public safety, parks and recreation, libraries, human services, streets and water services.
- Accurately record and track FMLA usage hours to ensure compliance with FMLA time limits and determine FMLA eligibility by accurately and thoroughly reviewing/verifying initial leave request and/or corresponding medical certification, as applicable.
- The packet shall include the required federal and/or state notices and other ancillary information related to City leave benefits.
- Prepare approval and denial letters and notifications to employee with a copy to the employee’s department supervisor, designated Human Resources (HR) representative, and the City’s designated FMLA team.
- The notification(s) shall be sent as soon as possible, but no later than five (5) business days of receipt of all required documentation and shall include, as applicable, but not be limited to: the FMLA qualifying reason, type of leave (continuous or intermittent), start and end date of leave, reason for denial, appeals process, customer service contact information, frequency/duration and any other relevant information and/or documentation. All communication shall be sent via secure e-mail and/or Participant portal with push notification and require multi-factor authentication.
- Ensure that the City has access to FMLA medical specialists for FMLA-qualifying conditions and provide access to legal counsel specializing in employment and labor law for questions on complex or sensitive FMLA cases. Liaise with compliance attorneys to stay current with federal and local changes to FMLA
- Provide claims management, claim processing, leave usage tracking, and documentation, reporting, compliance and administration services for the City’s Paid Parental Leave program in accordance with City policy, regulations and eligibility requirements.
- Timely and accurately track, process and respond to all Paid Parental Leave usage hours, requests and absences.
- Manage communication regarding Paid Parental Leave eligibility and decision status.
- Prepare and issue letters and notifications to the employee with a copy to the employee case management file regarding Paid Parental Leave approvals, denials, exhaustion of leave hours, and that include, begin and end dates, reason, status updates.
- Ensure clear, effective and timely communication with the City’s designated Management, PPL Administration Team, and employees regarding use of Paid Parental Leave.
- Accurately and timely comply with all applicable federal and state laws and regulations related to the Family and Medical Leave Act and Paid Parental Leave, including any amendments or related statutes.
- Ensure that calls outside of the above hours are handled by a voice mailbox or equivalent system, available twenty-four (24) hours a day, seven (7) days a week, and three hundred sixty-five (365) days a year. Responses to messages shall be returned by a knowledgeable staff member before/by the end of the following business day.

- Contract Period/Term: 5 years
- Pre-Offer Conference (Non-Mandatory) Date: December 15, 2025
- Questions/Inquires Deadline: December 17, 2025