1-26-042 Attachment B - Technical Response.docx
DOCX document 42 KB Posted
- Solicitation number
- 26-042
- Issued by
- Winnebago County, Wisconsin
About this file
This is a Technical Response Attachment document for Walworth County, Wisconsin's Request for Proposal (RFP) 26-042 for Family Medical Leave Act (FMLA) Administration Services. The RFP seeks qualified firms to provide comprehensive FMLA administration services to the Walworth County Department of Human Resources, including leave intake, medical certification review, designation determination, claims tracking, return-to-work coordination, and case management. The scope encompasses end-to-end support for both continuous and intermittent leave requests, with services required to address open leaves currently in process as well as new claims. The document provides a detailed questionnaire addressing firm background and organization, claims management procedures, technology platforms and capabilities, reporting functions, customer service delivery models, communication protocols, training support, and any additional services vendors can provide. Vendors must demonstrate understanding of the County's specific requirements, including concurrent administration of FMLA with workers' compensation absences, compliance with federal and state regulations, and HIPAA privacy requirements.
The attachment does not contain pricing information, set-asides, or award amounts but establishes detailed evaluation criteria across multiple service categories. Vendors must address their organizational structure, FMLA administration experience, distinctive competencies, and qualifications to serve public sector and unionized workforces. Technology requirements include system capability to track FMLA and intermittent leave, provide data access to County staff, integrate with existing systems such as Tyler Technologies Enterprise ERP (formerly Munis), and maintain ADA compliance for all virtual content and documents. Customer service requirements specify either a single dedicated claim manager per employee or a dedicated customer service unit, with expectations for response times, bilingual support capabilities, and 24/7 claim intake availability. The vendor must provide staff resources with identified expertise, detailed timelines for leave processing, and educational materials for County employees at no additional cost.
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Other files
| File | Type | Posted |
|---|---|---|
| 3-26-042 FMLA RFP FINAL.pdf | ||
| 2-26-042 Attachment A - Sample Professional Services Contract.pdf |
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Text version
ATTACHMENT B
Technical Response #26-042 FMLA Administration Services
Approaches Questionnaire FMLA Administration Services
A complete narrative explanation must be included for each of the various items in the Approaches Questionnaire. This is the Vendor’s opportunity to explain their understanding of the County’s requirements as described in the RFP. Careful consideration will be given to each separate response to gauge the advisor’s grasp of the needs of the County.
Firm Background and Organization:
1. Describe the organization, date founded, and ownership of your firm. Has your firm experienced a material change in organizational structure, ownership or management during past three (3) years? If so, please describe.
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2. Describe the qualifications of your firm in providing FMLA Administration Services. Include information on how long the firm has been engaged in this activity, the number of current clients, your experience with public sector organizations, experience with a unionized workforce, etc.
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3. Provide, in detail, Proposer's understanding of the services Walworth County is requesting; specifically addressing the scope of services and proposal requirements.
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4. Explain the distinctive competencies of your firm that you believe make your firm ideal to undertake this project.
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5. How does your firm ensure that its services comply with federal, state and county regulations.
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Claims Management:
1. Are you able to provide end-to-end support for the entire leave process, including initiation, medical determinations, and return-to-work notifications?
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2. Is your organization able to work with the County’s points of contact to support return-to-work efforts?
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3. Discuss how you would monitor and implement legislative changes and how your system would support variation of requirements at both the federal and state level.
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4. Will you take over open leaves, or will your services be limited to new leaves?
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5. Does your organization have medical professionals review medical related Leave of Absence claims?
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6. How will the firm collect and process all necessary medical certification forms, verify documentation, and determine if the event falls under qualifying FMLA criteria? Will the firm communicate to the employee whether the event qualifies under FMLA?
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7. How does the firm administer the “return to work” process and/or appeals.
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8. Please describe how the firm will handle case management and communication with the employee to include return to work processes.
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9. How does your firm monitor for instances of FMLA abuse? What steps are taken if instances of abuse are observed? What steps are taken to prevent abuse?
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10. Walworth County currently requires that FMLA runs concurrently with any worker’s compensation absences. How can your firm support their clients with workers' compensation absences? Do you have a process currently in place?
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11. Explain your process for issuing the initial FMLA claim package to the employee, including the delivery method, expected timeline, and the manner in which a copy is concurrently provided to the County.
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12. Detail how your organization notifies both the employer and employee of the approved FMLA start and end dates, including method of communication, timing, and tracking of acknowledgment.
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13. Outline how your organization ensures compliance with all applicable state and federal FMLA regulations, as well as any relevant HIPAA privacy requirements.
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14. Summarize how your organization maintains access to qualified FMLA medical specialists and attorneys for consultation.
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Technology:
1. Does your system (please list name) have the ability to track FMLA and intermittent FMLA?
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2. Can County staff access the firms data in order to track FMLA leave?
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3. How does your firm track the following?
· Absences Click or tap here to enter text.
· Recertification Click or tap here to enter text.
· Continuous leave usage Click or tap here to enter text.
· Intermittent leave usage Click or tap here to enter text.
4. The firm shall provide complete documentation for each FMLA claim including documentation of communication with employees. How can your clients access this information?
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5. Please describe your organization’s data backup processes, system security measures, and disaster recovery plan, including the frequency and retention of backups, the controls and safeguards in place to protect system data, and the procedures and timelines for restoring operations in the event of a disruption.
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6. Does your firm integrate its data with any HRIS systems? Has your firm ever integrated with Tyler Technologies – Enterprise ERP (formerly Munis)?
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7. Does your firm have the ability to send a report including absences related to worker’s comp directly to an outside worker’s compensation TPA or Administrator?
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8. Identify how your organization ensures that all FMLA-related virtual content, documents, and forms are fully ADA compliant, including accessibility features, formatting standards, and any tools or processes used to maintain ongoing compliance.
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Reporting:
1. Does your system provide any standard reporting (including but not limited to: Customer Service Statistics, Utilization information, etc.)?
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2. Can your firm create reports that contain FMLA data “on demand” that can be accessed by and exported to the Walworth County Human Resources staff.
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3. Can reports be scheduled to be delivered to the County? If so, how/when are these reports delivered?
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Customer Service:
1. Does your staffing model support a single claim manager who handles a given employee’s leave from end to end (i.e. manages leave from intake to return to work)?
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2. Are you able to provide a dedicated customer/claims service unit?
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3. Do you support 24/7 claim intake? If so, what are the acceptable methods?
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4. What is the expected response time that should be expected when someone from our Benefits team reaches out to your firm with a question? Is there a method to escalate if it is time sensitive? How long should an employee expect to wait for a response from an inquiry?
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5. Where is your leave processing service center(s) located? Is there any component of your leave processing that is done in an offshore facility?
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6. Identify your staff resources and their areas of expertise that will be working directly with Walworth County. Provide their current workloads and the number of clients you and your staff are responsible for. Provide any additional information about the experience and professional qualifications that may not be included in attached Staff Resumes.
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7. Please provide a detailed timeline for a typical continuous and a typical intermittent leave request. Include responsibilities of your firm, the County and the employee in your timeline.
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8. Please describe your organization’s English and Spanish bilingual support capabilities.
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Communication:
1. Is your system able to both automatically generate communications to the Human Resources department and employees as well as provide customized correspondence if necessary?
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2. Provide Walworth County with all the necessary brochures and literature to educate employees regarding FMLA Administration Services as Walworth County deems necessary as part of the cost of administering the program to assist in branding the program.
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Training:
1. Identify how your organization supports employee educational efforts and your availability to participate in review meetings with management.
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Additional Information:
1. Briefly describe any additional feature, attributes, or conditions which Walworth County should consider in selecting your firm. Describe any other services your firm can provide.
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RFP 26-042
FMLA ADMINISTRATION SERVICES
File details come from the government source that posted it. Updated .