12-01 RFP 745-26-P01.pdf

DEPARTMENT OF PURCHASING | HUB PROGRAMS | Mail Code 7962 | 7703 Floyd Curl Drive | San Antonio, Texas 78229-3900

210.562.6200 | https://uthscsa.edu | https://wp.uthscsa.edu/purchasing/

REQUEST FOR PROPOSAL

OGC Template 0725

REQUEST FOR PROPOSAL

by

The University of Texas Health Science Center at San Antonio for

Selection of a Vendor to Provide

Third Party Leave Administrator RFP No. 745-26-P01

Submittal Deadline:

3:00 PM – Central Prevailing Time – Tuesday – September 16, 2025

Issued: 8:00 AM – Central Prevailing Time – Tuesday – July 29, 2025 https://uthscsa.edu/ https://wp.uthscsa.edu/purchasing/

DEPARTMENT OF PURCHASING | HUB PROGRAMS | Mail Code 7962 | 7703 Floyd Curl Drive | San Antonio, Texas 78229-3900

REQUEST FOR PROPOSAL

REQUEST FOR PROPOSAL

TABLE OF CONTENTS

SECTION 1: INTRODUCTION

SECTION 2: NOTICE TO PROPOSER

SECTION 3: SUBMISSION OF PROPOSAL

SECTION 4: TERMS AND CONDITIONS

SECTION 5: SPECIFICATIONS AND ADDITIONAL QUESTIONS

SECTION 6: PRICING AND DELIVERY SCHEDULE

ATTACHMENTS:

APPENDIX ONE: PROPOSAL REQUIREMENTS

A01A – Appendix One, Section One – General Information A01B - Appendix One, Section Two – Execution of Offer A01C – Appendix Three, Section Three – General Questionnaire A01D – Appendix Four, Section Four – Addend Checklist

APPENDIX TWO: SAMPLE AGREEMENT

APPENDIX THREE: HUB SUBCONTRACTING PLAN

APPENDIX FOUR: INFORMATION SECURITY INITIAL SECURITY POSTURE

ASSESSMENT (ISPA)

APPENDIX FIVE: TX-RAMP NOTIFICATION

APPENDIX SIX: POLICY DRIVEN ADOPTION FOR ACCESSIBILITY

(PDAA) – VENDOR SELF ASSESSMENT

DEPARTMENT OF PURCHASING | HUB PROGRAMS | Mail Code 7962 | 7703 Floyd Curl Drive | San Antonio, Texas 78229-3900

REQUEST FOR PROPOSAL

SECTION 1

INTRODUCTION

1.1 Description of University

The University of Texas Health Science Center at San Antonio — also called UT Health San Antonio (UTHSA) — has a mission to make lives better through excellence in education, research, health care and community engagement. As the largest academic research institution in South Texas, reflected by an annual research portfolio of approximately $413 million, the university is designated as a Hispanic-Serving Institution by the U.S. Department of Education.

UT Health San Antonio’s professional schools of medicine, nursing, dentistry, health professions, graduate biomedical sciences and public health have graduated more than 43,886 alumni who are leading change, advancing their fields and renewing hope for patients and their families throughout South Texas and the world.

One of 14 UT System institutions, UT Health San Antonio has launched the newest of its six schools, the UT School of Public Health San Antonio. Now enrolling students into its Master of Public Health program, this school’s primary focus will be preparing its graduate students for developing and enacting public health policy that serves, specifically, the communities of South Texas.

Another significant reflection of UT Health San Antonio's phenomenal growth is its $472 million UT Health San Antonio Multispecialty and Research Hospital, which opened in December 2024.

The hospital will deliver specialty surgeries and advanced cancer care while focusing on enhancing access to advanced medical care, specialized oncology services and clinical trials for patients throughout South Texas.

For three years in a row, UT Health San Antonio has made Forbes' list of Best-in-State health services employers, and its schools of medicine, nursing and health professions rank in the nation’s top 50 by U.S. News & World Report.

The university employs a diverse workforce of more than 8,500; administers an annual operating budget of $1.46 billion; and stewards’ clinical practices in medicine, cancer, dentistry, nursing and other health professions that provide more than 2.6 million patient visits each year. It is a primary driver of San Antonio’s $44.1 billion health care and biosciences sector. UT Health San Antonio plans to add more than 1,500 higher-wage jobs over the next five years to serve San Antonio, Bexar County and South Texas.

To learn about the many ways “We make lives better®,” visit UTHealthSA.org.

1.2 Background and Special Circumstances

UTHSA has approximately 8,500 employees and continues to grow, both in and outside of the State of Texas. Accordingly, UTHSA needs additional resources to address the increase in requests for medical and non-medical leaves of absences, as well as ADA accommodations.

The objective of this RFP is to secure a qualified Proposer that will assist in the administration of medical and non-medical leaves of absence, to include leave provided under the Family Medical Leave Act (FMLA), as well as other leave types; such as – Military Leave, Worker Compensation, Short-Term and Long-Term Disability, Parental Leave, Paid Family Leave provisions, and Leave Without Pay as well as assistance with ADA Accommodation requests.

https://uthscsa.edu/ https://wp.uthscsa.edu/purchasing/ https://www.uthscsa.edu/ https://uthscsa.edu/?utm_source=uthealthsaorg&utm_medium=pageredirect&utm_campaign=uthealthsa

DEPARTMENT OF PURCHASING | HUB PROGRAMS | Mail Code 7962 | 7703 Floyd Curl Drive | San Antonio, Texas 78229-3900

REQUEST FOR PROPOSAL

The goal is to provide a seamless user-experience for our staff in compliance with all legal requirements. UTHSA will remain the authority on final decisions with respect to grievances, request for usage of Extended Illness Bank donations or other paid components, determinations of operational impact and/or whether an accommodation under the ADA is reasonable.

The Awarded Proposer will ensure a process that is consistent and reduces the need for the Office of Human Resources, as well as departments, to track and monitor leave usage. The Awarded Proposer will also ensure adherence to time periods for responding and obtaining needed medical certificates.

No Guarantee of Volume. UTHSA does not solicit or guarantee any specific amount of compensation, volume, minimum, or maximum amount of Services under this RFP or any contract or agreement resulting from this RFP.

1.3 Objective of Request for Proposal

The University is soliciting proposals in response to this Request for Proposal RFP 745-26-P01, from qualified proposers to provide operational guidance services (the “Services”) for Third Party Leave Administrator Services are more defined in Section 5 (Scope of Work) of this RFP.

1.4 Group Purchase Authority

Texas law authorizes institutions of higher education (defined by §61.003, Education Code) to use the group purchasing procurement method (ref. §§51.9335, 73.115, and 74.008, Education Code). Additional Texas institutions of higher education may therefore elect to enter into a contract with the successful Proposer under this RFP. In particular, Proposer should note that University is part of The University of Texas System (UT System), which is comprised of fourteen institutions described at http://www.utsystem.edu/institutions. UT System institutions routinely evaluate whether a contract resulting from a procurement conducted by one of the institutions might be suitable for use by another, and if so, this RFP could give rise to additional purchase volumes. As a result, in submitting its proposal, Proposer should consider proposing a pricing model and other commercial terms that take into account the higher volumes and other expanded opportunities that could result from the eventual inclusion of other institutions in the purchase contemplated by this RFP. Any purchases made by other institutions based on this RFP will be the sole responsibility of those institutions.

1.5 Transition Plan

As a government entity, UTHSA is obligated by statute to re-solicit, or to leverage eligible Group Purchasing Organization contracts, to continue this service upon expiration or termination of this agreement. Awarded Proposer agrees that if the Signed Agreement expires or is terminated for any reason, then, at University’s option, Awarded Proposer will continue to perform the Third Party Leave Administrator in accordance with the terms and conditions of the Signed Agreement until University contracts with a new qualified and experienced contractor(s) to perform the Third Party Leave Administrator or is able to perform the Third Party Leave Administrator in-house; provided, that, Awarded Proposer will not be required to continue performing the Third Party Leave Administrator for more than four (4) months after expiration or termination of the Signed Agreement.

Awarded Proposer agrees to cooperate with, and assist, University’s efforts to transition to another contractor(s) or to perform the Third Party Leave Administrator in-house.

https://uthscsa.edu/ https://wp.uthscsa.edu/purchasing/ http://www.statutes.legis.state.tx.us/Docs/ED/htm/ED.61.htm#61.003 http://www.statutes.legis.state.tx.us/Docs/ED/htm/ED.51.htm#51.9335 http://www.statutes.legis.state.tx.us/Docs/ED/htm/ED.73.htm#73.115 http://www.statutes.legis.state.tx.us/Docs/ED/htm/ED.74.htm#74.008 http://www.utsystem.edu/institutions

DEPARTMENT OF PURCHASING | HUB PROGRAMS | Mail Code 7962 | 7703 Floyd Curl Drive | San Antonio, Texas 78229-3900

REQUEST FOR PROPOSAL

1.6 Public Information

All information, documentation, and other materials submitted in response to this solicitation are considered non-confidential and/or non-proprietary and are subject to public disclosure under the Texas Public Information Act (Texas Government Code, Chapter 552.001, et seq.) after the solicitation is completed.

https://uthscsa.edu/ https://statutes.capitol.texas.gov/Docs/GV/htm/GV.552.htm

DEPARTMENT OF PURCHASING | HUB PROGRAMS | Mail Code 7962 | 7703 Floyd Curl Drive | San Antonio, Texas 78229-3900

REQUEST FOR PROPOSAL

SECTION 2

NOTICE TO PROPOSER

2.1 Submittal Deadline

University will accept proposals submitted in response to this RFP until 3:00 PM Central Prevailing Time, Tuesday – September 16, 2025 via our e-Procurement Website Euna (formally Bonfire).

2.1.1 When submitting your proposal – follow the directions in Euna.

1. Each document that is required must be submitted individually, completed, and signed (if applicable). DO NOT UPLOAD ALL FILES TOGETHER

2.1.2 If during your submission, you encounter any technical issues – you must contact Euna Support directly for assistance or by calling 1-844-226-3862

1. After contacting Euna, inform the Strategic Sourcing Specialist that you have reached out to Euna due to technical issues.

2.1.3 Euna offers a Help Forum which you can access by clicking here.

2.2 RFP Contact Information and Questions

2.2.1 Interested parties MUST direct questions (ALL QUESTIONS MUST GO THROUGH Euna) about this RFP through Euna Opportunity Q&A.

Located in the Project Details (see below).

https://uthscsa.edu/ https://wp.uthscsa.edu/purchasing/ https://uthscsa.bonfirehub.com/portal/?tab=openOpportunities https://uthscsa.bonfirehub.com/portal/?tab=openOpportunities mailto:support.bonfire@eunasolutions.com mailto:support.bonfire@eunasolutions.com https://uthscsa.bonfirehub.com/portal/support https://uthscsa.bonfirehub.com/portal/support

DEPARTMENT OF PURCHASING | HUB PROGRAMS | Mail Code 7962 | 7703 Floyd Curl Drive | San Antonio, Texas 78229-3900

REQUEST FOR PROPOSAL

University instructs interested parties to restrict all contact and questions regarding this RFP to written communications delivered (i) in accordance with this Section on or before 3:00 PM Central Prevailing Time, Tuesday - September 2, 2025 (Question Deadline), or (ii) if questions relate to Historically Underutilized Businesses, in accordance with Section 2.5.

University will provide responses as soon as practicable following the Question Deadline.

University intends to respond to all timely submitted questions. However, University reserves the right to decline to respond to any question.

2.3 Criteria for Selection

The successful Proposer, if any, selected by University through this RFP will be the Proposer that submits a proposal on or before the Submittal Deadline that is the most advantageous to University. Contractor means the successful Proposer under this RFP.

Proposer is encouraged to propose terms and conditions offering the maximum benefit to University in terms of (1) service, (2) total overall cost, and (3) project management expertise.

The evaluation of proposals and the selection of Contractor will be based on the information provided in the proposal. University may consider additional information if University determines the information is relevant.

University reserves the right to award a Contract for all or any portion of the requirements proposed by reason of this request, award multiple Contracts, or to reject any and all proposals if deemed to be in the best interest of the University and to re-solicit for proposals.

Criteria to be considered by University in evaluating proposals and selecting Contractor, will be these factors:

2.3.1 Threshold Criteria Not Scored

A. Ability of University to comply with laws regarding Historically Underutilized Businesses; and

B. Ability of University to comply with laws regarding purchases from persons with disabilities.

DEPARTMENT OF PURCHASING | HUB PROGRAMS | Mail Code 7962 | 7703 Floyd Curl Drive | San Antonio, Texas 78229-3900

REQUEST FOR PROPOSAL

2.3.2 Scored Criteria

A. Cost of goods and services (20 Points).

B. Reputation of the Proposer and of the Proposer's goods or services (25 Points).

C. Quality of the Proposer's goods or services (25 Points).

D. Extent to which the goods or services meet the University's needs (20 Points).

E. Proposer's past relationship with the University (5 Points).

F. Proposer’s exceptions to the terms and conditions set forth in Section 4 (5 Points).

2.4 Key Events Schedule

Date RFP Issued

Question Deadline (ref. Section 2.2)

Submittal Deadline (ref. Section 2.1)

8:00 AM Central Prevailing Time, Tuesday – July 29, 2025

3:00 PM Central Prevailing Time, Tuesday - September 2, 2025

3:00 PM Central Prevailing Time, Tuesday - September 16, 2025

DEPARTMENT OF PURCHASING | HUB PROGRAMS | Mail Code 7962 | 7703 Floyd Curl Drive | San Antonio, Texas 78229-3900

REQUEST FOR PROPOSAL

2.5 Historically Underutilized Businesses

2.5.1 All agencies of the State of Texas are required to make a good faith effort to assist historically underutilized businesses (HUBs) in receiving contract awards. The goal of the HUB program is to promote full and equal business opportunity for all businesses in contracting with state agencies. Pursuant to the HUB program, if under the terms of any agreement or contractual arrangement resulting from this RFP, Contractor subcontracts any Work, then Contractor must make a good faith effort to utilize HUBs certified by the Procurement and Support Services Division of the Texas Comptroller of Public Accounts.

Proposals that fail to comply with the requirements contained in this Section 2.5 will constitute a material failure to comply with advertised specifications and will be rejected by University as non-responsive. Additionally, compliance with good faith effort guidelines is a condition precedent to awarding any agreement or contractual arrangement resulting from this RFP. Proposer acknowledges that, if selected by University, its obligation to make a good faith effort to utilize HUBs when subcontracting any Work will continue throughout the term of all agreements and contractual arrangements resulting from this RFP. Furthermore, any subcontracting of Work by the Proposer is subject to review by University to ensure compliance with the HUB program.

2.5.2 University has reviewed this RFP in accordance with 34 TAC §20.285, and has determined that subcontracting opportunities are probable under this RFP.

2.5.3 A HUB Subcontracting Plan (HSP) is a required part of the proposal. The HSP will be developed and administered in accordance with University’s Policy on Utilization of Historically Underutilized Businesses, attached as APPENDIX THREE.

Each Proposer must complete and return the HSP in accordance with the terms and conditions of this RFP, Including APPENDIX THREE. Proposers that fail to submit the HSP will be considered non-responsive to this RFP as required by §2161.252, Government Code.

Questions regarding the HSP may be directed to:

Contact: Rebecca A. Mendez, HUB Program Manager Phone: 210-562-6300 Email: HUBAdmin@uthscsa.edu

OR

Contact: Mary Minier, HUB Specialist Phone: 210-562-6326 Email: HUBAdmin@uthscsa.edu

Contractor will not be permitted to change its HSP unless: (1) Contractor completes a new HSP in accordance with the terms of APPENDIX THREE, setting forth all modifications requested by Contractor, (2) Contractor provides the modified HSP to University, (3) University approves the modified HSP in writing, and (4) all agreements resulting from this RFP are amended in writing to conform to the modified HSP.

https://texas-sos.appianportalsgov.com/rules-and-meetings?$locale=en_US&interface=VIEW_TAC_SUMMARY&queryAsDate=04%2F22%2F2025&recordId=214411 http://www.statutes.legis.state.tx.us/Docs/GV/htm/GV.2161.htm#2161.252 http://www.statutes.legis.state.tx.us/Docs/GV/htm/GV.2161.htm#2161.252 mailto:HUBAdmin@uthscsa.edu mailto:HUBAdmin@uthscsa.edu

DEPARTMENT OF PURCHASING | HUB PROGRAMS | Mail Code 7962 | 7703 Floyd Curl Drive | San Antonio, Texas 78229-3900

REQUEST FOR PROPOSAL

2.5.4 At the same time Proposer submits its proposal (no later than the Submittal Deadline (ref.

Section 2.1)), Proposer must submit the following HUB materials (HUB Materials):

(a) One (1) complete electronic copy of Proposer’s HSP through the Euna Procurement Portal.

2.5.5 University may offer Proposer an opportunity to seek informal review of its draft HSP by

University’s HUB Office before the Submittal Deadline. If University extends this offer, details will be provided at the Pre-Proposal Conference (ref. Section 2.6) or by other means. Informal review is designed to help address questions Proposer may have about how to complete its HSP properly. Concurrence or comment on Proposer’s draft HSP by University will not constitute formal approval of the HSP and will not eliminate the need for Proposer to submit its final HSP to University as instructed by Section 2.5.

2.6 Vendor Presentation

University reserves the right to hold Vendor Presentation in person at the University of Texas Health Science Center at San Antonio (or virtual). The dates and times to be determined after the first round of evaluations. Not all vendors may be invited to participate in these presentations, all dependent on first round of evaluation scores.

https://uthscsa.bonfirehub.com/portal/?tab=openOpportunities

DEPARTMENT OF PURCHASING | HUB PROGRAMS | Mail Code 7962 | 7703 Floyd Curl Drive | San Antonio, Texas 78229-3900

REQUEST FOR PROPOSAL

SECTION 3

SUBMISSION OF PROPOSAL

3.1 Submission

Proposals must be received electronically through the University’s online Procurement Portal via Euna, on or before the Submittal Deadline (ref. Section 2.1 of this RFP). Competitive Bids will be listed on the Procurement Portal, and submissions will only be accepted through the portal.

University WILL NOT accept proposals submitted by paper, telephone, facsimile (“FAX”) transmission, or electronic mail (i.e., e-mail) in response to this RFP.

You can register for a free account by clicking here, which will be required when you prepare a submission. As part of the registration process, you may select Commodity Codes to associate with your account. This will open you up for notifications of opportunities matching your chosen codes.

If you encounter technical issues while preparing and/or submitting your proposal – you must contact Euna directly.

3.2 Proposal Validity Period

Each proposal must state that it will remain valid for University’s acceptance for a minimum of two hundred and forty (240) days after the Submittal Deadline, to allow time for evaluation, selection, and any unforeseen delays

3.3 Terms and Conditions

3.3.1 Proposer must comply with the requirements and specifications contained in this RFP, including the Agreement (ref. APPENDIX TWO), the Notice to Proposer (ref. Section 2), Proposal Requirements (ref. APPENDIX ONE) and the Specifications and Additional Questions (ref. Section 5). If there is a conflict among the provisions in this RFP, the provision requiring Proposer to supply the better quality or greater quantity of services will prevail, or if such conflict does not involve quality or quantity, then interpretation will be in the following order of precedence:

A. Specifications and Additional Questions (ref. Section 5).

B. Agreement (ref. APPENDIX TWO).

C. Proposal Requirements (ref. APPENDIX ONE).

D. Notice to Proposers (ref. Section 2).

https://uthscsa.bonfirehub.com/portal/?tab=openOpportunities mailto:support.bonfire@eunasolutions.com

DEPARTMENT OF PURCHASING | HUB PROGRAMS | Mail Code 7962 | 7703 Floyd Curl Drive | San Antonio, Texas 78229-3900

REQUEST FOR PROPOSAL

3.4 Submittal Checklist

Proposer is instructed to complete, sign, and return the following documents as a part of its proposal. If Proposer fails to return each of the following items with its proposal, then University may reject the proposal:

3.4.1 Signed and Completed Execution of Offer (ref. Section 2 of APPENDIX ONE).

3.4.2 Signed and Completed Pricing and Delivery Schedule (ref. Section 6).

3.4.3 Responses to Proposer's General Questionnaire (ref. Section 3 of APPENDIX ONE).

3.4.4 Signed and Completed Addenda Checklist (ref. Section 4 of APPENDIX ONE).

3.4.5 Signed and completed General Terms and Conditions (ref. Section 4 of APPENDIX

ONE)

3.4.6 Responses to questions and requests for information in the Specifications and Additional Questions Section (ref. Section 5).

3.4.7 Signed and completed originals of the HUB Subcontracting Plan or other applicable documents (ref. Section 2.5 and APPENDIX THREE).

3.4.8 Completed Information Security Initial Security Posture Assessment (ISPA) (ref.

APPENDIX A04).

3.4.9 Proposer’s SOC 2, Type II Certification (IF APPLICABLE).

3.4.10 Completed Accessibility Conformance Report (ACR) and/or VPAT (ref 5.2 MINIMUM

REQUIREMENTS).

3.4.11 Completed Vendor Accessibility Dev Service Infor Request (VADSIR) (ref. 5.2 MINIMUM

REQUIREMENTS).

3.4.12 Completed and Signed TX-Ramp (ref APPENDIX A05).

3.4.13 Detailed Proposer Quote.

DEPARTMENT OF PURCHASING | HUB PROGRAMS | Mail Code 7962 | 7703 Floyd Curl Drive | San Antonio, Texas 78229-3900

REQUEST FOR PROPOSAL

SECTION 4

GENERAL TERMS AND CONDITIONS

See Attached in Euna

DEPARTMENT OF PURCHASING | HUB PROGRAMS | Mail Code 7962 | 7703 Floyd Curl Drive | San Antonio, Texas 78229-3900

210.562.6200 | www.uthscsa.edu | https://wp.uthscsa.edu/purchasing/

REQUEST FOR PROPOSAL

5.1 General

Minimum requirements and specifications for Work, as well as certain requests for information to be provided by Proposer as part of its proposal, are set forth below. As indicated in Section 2.3, Contractor means the successful Proposer.

5.2 Minimum Requirements

5.2.1 Proposer must have a minimum of:

A. Have a minimum of THREE (3) years of continuous experience in providing and implementing leave services as outlined in Section 5.4 Scope of Work.

B. Be authorized to conduct business in the State of Texas.

C. Possess and maintain all required licenses, certificates, employer identifier, and any additional required documentation to conduct business with UTHSA.

D. Pursuant to 1 TAC §213.38 (b), UT Health requires documentation providing credible evidence that the products to be included in this bid are accessible for use by persons with disabilities.

1. A completed Vendor Accessibility Development Services Information

Request (VADSIR), using the VADSIR template provided by the Texas Department of Information Resources.

2. Other documentation of vendor’s capability or ability to produce accessible products and services, which may include:

a. Vendor’s internal accessibility policy documents,

b. Contractual warranties for accessibility,

c. Accessibility Conformance Reports (ACRs), based on the VPAT or OpenACR formats, for similar products or services previously provided by the vendor,

d. Accessibility testing documentation, and

e. Other examples of prior work results file://cfs/links/FS/Purchasing/Z_SHARED%20Management/BIDS/FY2022/1%20RFP%20745-22-PXX%20Master%20File%20February%202022/1_Working%20Documents/1_Draft%20Documents/www.uthscsa.edu https://texas-sos.appianportalsgov.com/rules-and-meetings?chapter=213&interface=VIEW_TAC&part=10&title=1 https://prod.dir.texas.gov/resource-library-item/vendor-accessibility-dev-services-info-request https://prod.dir.texas.gov/resource-library-item/vendor-accessibility-dev-services-info-request https://www.itic.org/policy/accessibility/vpat https://www.itic.org/policy/accessibility/vpat https://acreditor.section508.gov/

DEPARTMENT OF PURCHASING | HUB PROGRAMS | Mail Code 7962 | 7703 Floyd Curl Drive | San Antonio, Texas 78229-3900

REQUEST FOR PROPOSAL

5.3 Additional Questions Specific to this RFP

Proposer must submit the following information as part of Proposer’s proposal:

5.3.1 If Proposer takes exception to any terms or conditions set forth in APPENDIX TWO), Proposer must submit a list of the exceptions. The University WILL NOT consider any modifications to the University’s Standard Terms and Conditions AFTER submittal deadline.

5.3.2 By signing the Execution of Offer (ref. Section 2 of APPENDIX ONE), Proposer agrees to comply with Certificate of Interested Parties laws (ref. §2252.908, Government Code) and 1 TAC §§46.1 through 46.5) as implemented by the Texas Ethics Commission (TEC), including, among other things, providing TEC and University with information required on the form promulgated by TEC.

Proposer may learn more about these disclosure requirements, including the applicable exceptions and use of the TEC electronic filing system, by reviewing §2252.908, Government Code, and information on the TEC website at https://www.ethics.state.tx.us/resources/FAQs/FAQ_Form1295.php.

The Certificate of Interested Parties must only be submitted by Contractor upon delivery to University of a signed Agreement.

5.3.3 UTS165 defines “Information Resources” as any and all computer printouts, online display devices, mass storage media, and all computer-related activities involving any device capable of receiving email, browsing Web sites, or otherwise capable of receiving, storing, managing, or transmitting Data including, but not limited to, mainframes, servers, Network Infrastructure, personal computers, notebook computers, hand-held computers, personal digital assistant (PDA), pagers, distributed processing systems, network attached and computer controlled medical and laboratory equipment (i.e. embedded technology), telecommunication resources, network environments, telephones, fax machines, printers and service bureaus. Additionally, it is the procedures, equipment, facilities, software, and Data that are designed, built, operated, and maintained to create, collect, record, process, store, retrieve, display, and transmit information.

5.3.4 UTS165 defines “Data” as recorded data, regardless of form or media in which it may be recorded, which constitute the original data necessary to support the business of UT System or original observations and methods of a study and the analyses of such original data that are necessary to support research activities and validate research findings. Data includes, but is not limited to printed records, observations and notes; electronic data; video and audio records, photographs and negatives):

A. In its proposal, Proposer must respond to each item listed in APPENDIX

A04, Information Security Initial Security Posture Assessment (ISPA).

ASSESSMENT (ISPA). APPENDIX A04 will establish specifications, representations, warranties and agreements related to the EIR that Proposer is offering to provide to University. Responses to APPENDIX A04 will be incorporated into the Agreement and will be binding on Contractor.

file://cfs/links/FS/Purchasing/Z_SHARED%20Management/BIDS/FY2022/1%20RFP%20745-22-PXX%20Master%20File%20February%202022/1_Working%20Documents/1_Draft%20Documents/www.uthscsa.edu http://www.statutes.legis.state.tx.us/Docs/GV/htm/GV.2252.htm#2252.908 http://www.statutes.legis.state.tx.us/Docs/GV/htm/GV.2252.htm#2252.908 https://www.ethics.state.tx.us/rules/commission/ch46.php https://www.ethics.state.tx.us/resources/FAQs/FAQ_Form1295.php http://www.utsystem.edu/board-of-regents/policy-library/policies/uts165-information-resources-use-and-security-policy http://www.utsystem.edu/board-of-regents/policy-library/policies/uts165-information-resources-use-and-security-policy

DEPARTMENT OF PURCHASING | HUB PROGRAMS | Mail Code 7962 | 7703 Floyd Curl Drive | San Antonio, Texas 78229-3900

REQUEST FOR PROPOSAL

5.3.5 UTHSA prefers Proposers to submit a completed Service Organization Control (SOC) 2, Type II audit with their proposal. If Proposer does not have a completed SOC 2, Type II, then Proposer will be required to complete and submit (APPENDIX A04), Information Security Initial Security Posture Assessment (ISPA). The SOC 2, Type II, or APPENDIX A04 will establish specifications, representations, warranties, and agreements related to the EIR that Proposer is offering to provide to University. Responses to APPENDIX A04 will be incorporated into the Agreement and will be binding on Contractor.

5.4 Scope of Work

The Awarded Proposer will provide the following services to UTHSA:

5.4.1 Proposer’s detailed submission shall clearly identify – to include, but not limited to:

A. Dedicated support team to process all incoming requests.

B. Training and back-up support if dedicated team and/or person is unavailable.

C. Response time documented and demonstrated efficiency in responding to requests.

D. Escalation protocols.

E. Examples or reporting to include, but are not limited to:

1. Daily LOA reports.

2. Dashboards.

a. Indicating leave usage and trending.

i. Departments have access to their employee dashboard.

F. Degree to which SOW is being met, for example:

1. Average response time.

2. Number of cases escalated.

3. Training provided.

4. Cases denied, etc.

file://cfs/links/FS/Purchasing/Z_SHARED%20Management/BIDS/FY2022/1%20RFP%20745-22-PXX%20Master%20File%20February%202022/1_Working%20Documents/1_Draft%20Documents/www.uthscsa.edu

DEPARTMENT OF PURCHASING | HUB PROGRAMS | Mail Code 7962 | 7703 Floyd Curl Drive | San Antonio, Texas 78229-3900

REQUEST FOR PROPOSAL

5.4.2 Medical and Non-Medical Leave Request Processing:

A. Intake initial request for leave and provide appropriate paperwork, to include but not limited to:

1. Employee Information (Name, ID Number, Contact Information).

2. Anticipated Start and End Date.

3. Reason(s) for Request.

a. Illness/Injury for Care of Oneself.

b. Care of Family Member.

c. Maternity/Paternity.

d. Military Caregiver.

e. Personal Leave, etc.

4. Job Description and/or List of Essential functions.

5. If applicable by law – request for the providers NPI number and license number(s) on all medical certification forms.

6. Verification protocols for determining medical necessity and confirming license and certifications of medical providers signing certification form(s).

B. Determination of eligibility provided to requestor.

C. Issuance of Rights and Responsibilities as required by law, and UTHSA policy.

D. Draft and provide approval or denial notification process to requestor.

E. Verification of Medical Certification as provided by Attending Physician(s).

F. Notification to Employer of approval or denial of leave request within the required time period, and whether leave is a reduced schedule, continuous or intermittent following consultation with Employer on operational impact (if any).

1. Employer to be notified at least 24 hours prior to sending approval or denial to the employee.

G. Ongoing case management should leave request to interact with ADA, or other potential leave entitlement, as well as for Recertification for Serious Health Conditions.

H. Dedicated person(s) for customer support to speak with employees.

I. Communication and check-ins with employees on continuous leave to confirm return date and obtain “Fit-for-Duty” Certification (if applicable).

J. Send reminder notices to employees of when initial paperwork or “Fit-for-Duty” forms are due.

file://cfs/links/FS/Purchasing/Z_SHARED%20Management/BIDS/FY2022/1%20RFP%20745-22-PXX%20Master%20File%20February%202022/1_Working%20Documents/1_Draft%20Documents/www.uthscsa.edu

DEPARTMENT OF PURCHASING | HUB PROGRAMS | Mail Code 7962 | 7703 Floyd Curl Drive | San Antonio, Texas 78229-3900

REQUEST FOR PROPOSAL

K. Send notice(s) to UTHSA leave, employee manager(s), and department(s) when an employee has:

1. Requested leave.

2. Requested an extension of leave.

3. Has been granted an extension for leave or submission of FMLA paperwork.

L. Must be able to import UTHSA time entry leave data for reporting purposes.

M. Must have FTP site where UTHSA can send its HR and Leave data.

5.4.3 Medical Leave Tracking and Reporting:

A. Track and monitor leave use within rolling 12-month calendar of first request.

B. Reporting and communication with Office of Human Resources (HR Leave Administration) to ensure time and attendance is appropriately flagged.

C. Reporting to Leave Administration all leave usage, by department, including recertification and intermittent leave.

D. Reporting to Office of Human Resources on benchmarking, to include but not limited to:

1. Concurrency with leave types.

2. Absenteeism.

3. Trends.

E. Must have the capacity to separate out future leave usage from current leave usage, to include but not limited to:

1. Data backup.

2. Security.

3. Disaster recovery plan review and process difficult cases prior to contacting Leave Administration for assistance with resolution of case(s).

F. Process for claims escalation and UTHSA review.

G. Ability to import data from previous provider to include historical data.

file://cfs/links/FS/Purchasing/Z_SHARED%20Management/BIDS/FY2022/1%20RFP%20745-22-PXX%20Master%20File%20February%202022/1_Working%20Documents/1_Draft%20Documents/www.uthscsa.edu

DEPARTMENT OF PURCHASING | HUB PROGRAMS | Mail Code 7962 | 7703 Floyd Curl Drive | San Antonio, Texas 78229-3900

REQUEST FOR PROPOSAL

5.4.4 Regulatory Compliance

A. Comply with applicable state and federal leave laws.

B. Comply with ADA confidentiality and HIPAA Privacy Rule and measures to address a data breach should such occur.

C. Comply with UTHSA Leave Policies.

5.4.5 Medical and Non-Medical Leave Requests and Reporting, shall have the ability to:

A. Employees request leave and/or report usage as well as received status updates.

1. Updates should be received by either web, phone, or other electronic means.

B. Provide a secure and dedicated system to receive protected health information and related leave-required documentation from medical providers. To include documents submitted by employee.

C. UTHSA’s HR Staff to access the Leave Administrator’s database to monitor claims and filings.

D. Provide UTHSA with periodic reports on utilization for trending and strategic planning purposes.

E. Schedule and meet with UTHSA to review trends, and any process issues.

F. Review medical leave requests for medical necessity via a retained medical physician/healthcare provided (as needed).

G. The ability to request and complete a 2nd or 3rd opinion.

5.4.6 Medical and Non-Medical Leave Management and Processing.

A. User-friendly and easily accessible portal for intake (external to UTHSA’s web portal).

B. Issue initial leave claim packages to employee.

C. Determine leave eligibility with input from UTHSA (when appropriate).

D. Issue Rights and Responsibilities, and other compliance/legal notifications; as well as the appropriate UTHSA policy information.

E. Verify medical certification(s) or other pertinent document(s) as provided by attending physician(s).

F. Draft and prepare approval and/or denial notifications to employees and employer, department(s), and HR Personnel.

G. Notification to employer, department(s), and HR Personnel of approval and/or denial with leave duration, and whether usage is a reduced schedule, continuous or intermittent leave.

H. For eligibility to return to work or need for potential accommodation:

file://cfs/links/FS/Purchasing/Z_SHARED%20Management/BIDS/FY2022/1%20RFP%20745-22-PXX%20Master%20File%20February%202022/1_Working%20Documents/1_Draft%20Documents/www.uthscsa.edu

DEPARTMENT OF PURCHASING | HUB PROGRAMS | Mail Code 7962 | 7703 Floyd Curl Drive | San Antonio, Texas 78229-3900

REQUEST FOR PROPOSAL

1. Provide communication and check-ins with employees on continuous leave of time to confirm return date and obtain “Fit-for-Duty” Certification (as needed).

2. Office of Human Resources will, along with department, approve or deny ability to meet accommodations (if required).

3. Ongoing case management, should a leave request interact with the ADA, or other potential leave entitlements, as well as for Recertification of Serious Health Conditions.

4. Office of Human Resources will, along with internal departmental and/or legal counsel, approve or deny ability to extend medical leave beyond initial FMLA entitlements.

I. Provide reporting to help identify leave abuses or non-compliance.

J. Communicate with HR, Leadership, and UTHSA employees on leave trends.

K. Provide customer service, call center and/or help desk. To include:

1. Foreign language.

2. ADA-compliant services.

3. Provide easy accessibility:

a. Web portal.

b. Toll-free calling.

c. Mobile app (provided all access points meet data protection standards).

L. Administer and manage historical leave claims.

M. Provide oversight and manage return to work programs.

N. Provide fraud detection.

O. Provide requestor with fair, objective, and consistent application of leave requirements.

P. Ability to customize the claims process and incorporate standing practices across all UTHSA departments.

Q. Responses shall be branded and customized from UTHSA.

R. Ability to indemnify, defend, and hold harmless UTHSA from and against third party claims directly or indirectly caused by vendor’s gross negligence or willful misconduct in the performance of the services provided by vendor.

S. Vendor must be able to change and/or modify documents sent to employees and departments as requested and needed by UTHSA.

file://cfs/links/FS/Purchasing/Z_SHARED%20Management/BIDS/FY2022/1%20RFP%20745-22-PXX%20Master%20File%20February%202022/1_Working%20Documents/1_Draft%20Documents/www.uthscsa.edu

DEPARTMENT OF PURCHASING | HUB PROGRAMS | Mail Code 7962 | 7703 Floyd Curl Drive | San Antonio, Texas 78229-3900

REQUEST FOR PROPOSAL

5.4.7 Medical and Non-medical Leave Tracking, Documentation, and Reporting

A. Track and monitor leave use within a rolling 12-month calendar.

B. Track all employee leave requests and absences.

C. Track the leave utilization by employees, including re-certification, reduced Schedule, intermittent leave, or continuous leave.

D. Track reduction in absenteeism and lost time to control cost of absenteeism.

E. Complete documentation for each leave claim, including documentation of communications with both the employee and employer.

F. Work in conjunction with Human Resources to ensure proper reconciliation of each leave case.

G. Track leave concurrently with Disability and Workers’ Compensation claims or other leave entitlements offered at UTHSA.

H. Utilize technology or automated tracking tools and resources for providing detailed reports on employee leave usage trends and benchmarks (dashboards by department, business group, faculty, staff, or student).

I. Secure recording and tracking of all employee requests and individual leave requests.

J. Provide Data backup, security and disaster recovery plans, and business continuity plans.

K. Testify at administrative hearings or court proceedings if required.

L. Process inbound files from the Office of Human Resources Information System (HRIS), Payroll system, benefits system or other UTHSA systems.

M. Process for claims escalation and UTHSA review.

N. Provide UTHSA with access to processing system to review pending denied and current cases.

file://cfs/links/FS/Purchasing/Z_SHARED%20Management/BIDS/FY2022/1%20RFP%20745-22-PXX%20Master%20File%20February%202022/1_Working%20Documents/1_Draft%20Documents/www.uthscsa.edu

DEPARTMENT OF PURCHASING | HUB PROGRAMS | Mail Code 7962 | 7703 Floyd Curl Drive | San Antonio, Texas 78229-3900

REQUEST FOR PROPOSAL

O. Provide program results, including ROI and regular reports (i.e., weekly, monthly quarterly, etc.) and an annual executive review and stewardship reports that shall include the utilization and performance of UTHSA’s leave administration program, as well as annual cost/benefit analysis.

1. Daily/Weekly Reports

a. Shall provide time taken, ensuring the capture of hours for all employees.

b. List of employees on leave to include employee name, employee id, job, department, type of leave, beginning and ending dates, etc.

2. Monthly Reports (High Level Reporting)

a. Department Report

i. Tracking of department time and attendance, ensuring that the data is appropriately flagged.

b. Human Resource Report

i. All leave usage by department, including recertification, continuous and intermittent leave.

c. Benchmark Report

i. Including concurrency with other leave types, absenteeism, and trends.

3. Annually (High Level Reporting)

a. Summary of all yearly report data.

b. Statistical analysis of services provided.

c. Statistical analysis of savings realized as a result of services rendered, such as absenteeism impact and timeliness in return to work.

d. Recommendations and reduction in claims and expenses through more efficient, automated administration and communication.

e. Other information, analysis, and recommendations as deemed by UTHSA.

file://cfs/links/FS/Purchasing/Z_SHARED%20Management/BIDS/FY2022/1%20RFP%20745-22-PXX%20Master%20File%20February%202022/1_Working%20Documents/1_Draft%20Documents/www.uthscsa.edu

DEPARTMENT OF PURCHASING | HUB PROGRAMS | Mail Code 7962 | 7703 Floyd Curl Drive | San Antonio, Texas 78229-3900

REQUEST FOR PROPOSAL

5.4.8 Leave Compliance

A. Ability to comply with applicable federal and state laws, including governing privacy requirements.

B. Ability to comply with UTHSA Human Resources Policies and Procedures, and departmental policies.

C. Ability to provide and share best practices in leave and absence management.

5.4.9 Medical or Non-medical Leave Request Records

A. Ability to confirm that all claim records and related data, including PHI, will be available to UTHSA HR upon request and in a timely manner.

B. Ability to confirm that in the event of termination of services, all data and records necessary to administer leaves will be transferred back to UTHSA.

C. Ability to provide required information to the Department of Labor or other State and Federal agencies upon request.

D. Ability to provide metrics or performance guarantees that are acceptable to UTHSA. These should be tracked and reconciled at the end of each performance period.

E. Ability to show reduction in absence-related expenses through more efficient, automated administration and closer communication with the interested parties.

5.4.10 Implementation and Communication

A. Ability to assign an implementation leader to manage the implementation process and to coordinate member communications with HR, Leadership, and appropriate UTHSA departments.

B. Ability to provide a complete project implementation plan with timelines and deadlines for implementation schedules.

C. Ability to provide appropriate member communication materials to ensure a successful communications campaign.

D. Ability to provide communication tools and other materials to promote and advertise the service including posters, business cards and brochures customized for UTHSA.

E. Ability to provide a reasonable timeline for new group implementation (i.e., less than 90 days).

5.4.11 Training

A. Ability to provide training to HR, Leadership, and other appropriate UTHSA departments on the processes, procedures, and capabilities of vendor’s services via webinars, conference calls, etc.

B. Ability to be accessible upon request for additional training needs while under contract.

file://cfs/links/FS/Purchasing/Z_SHARED%20Management/BIDS/FY2022/1%20RFP%20745-22-PXX%20Master%20File%20February%202022/1_Working%20Documents/1_Draft%20Documents/www.uthscsa.edu

DEPARTMENT OF PURCHASING | HUB PROGRAMS | Mail Code 7962 | 7703 Floyd Curl Drive | San Antonio, Texas 78229-3900

REQUEST FOR PROPOSAL

5.4.12 Account Management

A. Ability to assign and designate a dedicated Account Manager with responsibility and authority to take all necessary steps to ensure that UTHSA expectations are met and to solve all professional performance, invoicing, and other conflicts that may arise in a timely manner.

B. Ability for Account Manager to meet with HR, Leadership, and appropriate UTHSA departments on a recurring monthly basis to review and resolve open items and to review all invoices prior to UTHSA approval of such invoices for payment.

5.5 Add or Delete Services

UTHSA is continuing to grow clinical, research, and educational services, which may require that additional service locations or facilities be added during the term of this agreement. The agreement that results from this RFP may need to be modified during its term to reflect these new locations. Proposer agrees that the University has the right to add services which are available from the Proposer during the effective period of the contract. The University and the Proposer, prior to execution of services, shall mutually agree upon the scope and price, in writing, for any such additional services. In addition, the University has the right to modify, replace, upgrade, or delete services during the effective period of the contract. The University and the Proposer, prior to modification of services shall mutually agree in writing before modifying services. As well as special notice in Section 1.2 Background and Special Circumstances.

file://cfs/links/FS/Purchasing/Z_SHARED%20Management/BIDS/FY2022/1%20RFP%20745-22-PXX%20Master%20File%20February%202022/1_Working%20Documents/1_Draft%20Documents/www.uthscsa.edu

DEPARTMENT OF PURCHASING | HUB PROGRAMS | Mail Code 7962 | 7703 Floyd Curl Drive | San Antonio, Texas 78229-3900

REQUEST FOR PROPOSAL

SECTION FOUR

TERMS AND CONDITIONS

SECTION SIX

PRICING AND DELIVERY SCHEDULE

APPENDIX ONE

SECTION 1 – GENERAL INFORMATION

SECTION 2 – EXECUTION OF OFFER

SECTION 3 – GENERAL QUESTIONNAIRE

SECTION 4 – ADDENDA CHECKLIST

APPENDIX TWO

SAMPLE AGREEMENT

APPENDIX THREE

HUB SUBCONTRACTING PLAN

APPENDIX FOUR

INFORMATION SECURITY INITIAL SECURITY POSTURE

ASSESSMENT (ISPA)

APPENDIX FIVE

TX-RAMP NOTIFICATION

APPENDIX SIX

POLICY DRIVEN ADOPTION FOR ACCESSIBILITY (PDAA) – VENDOR

SELF ASSESSMENT

See Attached in Euna file://cfs/links/FS/Purchasing/Z_SHARED%20Management/BIDS/FY2022/1%20RFP%20745-22-PXX%20Master%20File%20February%202022/1_Working%20Documents/1_Draft%20Documents/www.uthscsa.edu https://wp.uthscsa.edu/purchasing/