Back-Up Care Services and Discount Program RFP Summary

This file is a Request for Proposal issued by the City of Tucson, Arizona for the administration of a comprehensive Back-Up Care Services and Discount Program serving approximately 4,200 benefit-eligible employees. The program encompasses in-home and out-of-home care services for children, adults, seniors, and pets available during employees' work hours or work-related travel on a nationwide basis. Each employee receives up to three days (10 hours per day) of employer-subsidized back-up care annually, with unused days rolling over to subsequent years. The contractor must establish and manage a robust network of care providers, operate an online portal for service registration and orders, and administer a members-only discount program covering childcare, tutoring, wellness, travel, and home services. The RFP (No. 250012) does not include a pre-proposal conference; however, prospective offerors may submit questions through the solicitation's Question and Answer section preferably within five days prior to the submittal deadline. Proposals are due on Wednesday, March 12, 2025, at 2:00 P.M. Arizona local time. The contract has a five-year term commencing July 1, 2025.

The pricing structure is based on an annual membership fee for 4,200 to 4,500 eligible employees with pricing for up to 400 back-up care days and options for additional days at the City's discretion. The City intends to purchase a minimum of 100 back-up care days in the first year and maintains a zero-dollar copay requirement for employees. The City has administered this program internally since July 1, 2019, establishing an existing operational framework. Contractors must demonstrate HIPAA compliance, secure data transmission capabilities, and technological accessibility standards. The contract includes provisions for annual benchmarking, comprehensive reporting, account management, implementation support, and participation in city meetings and vendor management reviews. No specific set-aside designations are explicitly outlined, though standard federal and local procurement regulations, potentially including Disadvantaged Business Enterprise considerations, will apply.