ESBD_File_329999_Addendum 1 - SWK Vendor Questions Form.pdf
PDF 489 KB Posted
- Attached to
- Leave of Absence Administration Services
- Solicitation number
- 071423
- Issued by
- Travis County, Austin City, Texas
About this file
This document is an addendum to a Request for Proposals (RFP) issued by Southwest Key Programs, Inc. (SWK) for Leave of Absence Administration Services. The RFP seeks a qualified respondent to provide Family Medical Leave Act (FMLA) services, Americans with Disabilities (ADA) services, and other related leaves of absence services. The RFP includes details on the current program, such as the number of open leaves, accommodations, and approved claims in recent years. SWK is seeking performance guarantees and is open to negotiating the number of full-time employees required to manage the program. The contract term is currently set for one year, but SWK encourages respondents to provide pricing proposals for a longer, three-year term.
The document provides information on the current leave of absence administration services contract, which is ending, and SWK's intent to utilize competitive bidding to ensure fiscal responsibility and secure the best value. SWK has not released certain details, such as the current agreement, pricing structure, and billing statements, but has provided information on the number of eligible employees, approved claims, and open leaves. Respondents are encouraged to contact SWK for assistance with accessing and completing the solicitation materials.
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Text version
Version 1.0 Effective Date: August 9, 2021 Revision Date:
SWK VENDOR QUESTIONS
RESPONSE SHEET
Addendum 1
RFP Name: Leave of Absence Administration Services
Date: 8/10/2023 RFP/IFB # 071423
Question Answer
1.
Can you provide the current FMLASource agreement and current PEPM fee?
SWK is not able to release the current FMLASource agreement or the PEPM fee structure.
2.
Can you provide updated incidence for the past 12 months (including submitted, approved/denied, and continuous/intermittent counts)
SWK has approximately:
836 open leaves 784 open accommodations
3.
Are there any corporate leaves that need to be considered?
Yes, corporate leaves will also need to be considered.
4.
Can you provide a copy of your internal FMLA policy or EE handbook?
SWK’s Employee Guidebook is in the process of being updated to incorporate recent benefits changes and considerations for the Service Contract Act. A copy of the internal FMLA policy and Employee Guidebook will be provided to the successful Respondent upon award.
5.
How are we supposed to answer the questions and complete the attachments? I am unable to
SWK recommends downloading PDF documents and converting them into Word format for completion. If any Respondent continues to experience difficulties accessing solicitation materials, please reach out to populate any of the forms since it is in PDF. Can you assist?
financeprocurementsolicitations@swkey.org for assistance.
6.
Is there a way to provide the PDF document in a different format?
I am unable to populate a PDF document.
Please refer to question 5. Respondents should contact financeprocurementsolicitations@swkey.org if they continue to experience difficulties with the documents.
7.
Can you provide some information on reasons for going to market?
SWK’s current leave of absence administration services contract is ending.
SWK utilizes competitive bidding to ensure fiscal responsibility and secure the best value for our organization.
8.
Who is currently managing the leave and ADAAA program? How long have they been managing the program for?
The administration of all leaves of absence is currently handled by our incumbent contractor. All accommodation-related matters are managed internally within SWK.
9.
Can you provide the most recent billing statement? This would be the number of lives and the current pricing structure that outlines the number of eligible employees.
SWK will not release this information at this time.
10.
Can you please provide the total number of eligible employees for each program FMLA, Leaves and
ADAAA?
Approximately 9,964 employees. This figure is subject to change.
11.
Can you please provide a Census file?
SWK will need additional information about the criteria needed for a census file.
12.
Are you requesting performance guarantees to be placed on the program?
Yes, SWK requests performance guarantees for the program.
13.
In the RFP you are requesting a total of 5 FTE’s to manage the program. How many people are
The number of full-time employees (FTEs) remains open to negotiation. This flexibility is contingent upon the prospective managing the program today? Is the number 5 FTE a firm request? How was that number created?
Respondent’s proposal, specifically how effectively they illustrate their approach to achieving the scope of work outlined.
14.
Please confirm that if selected as the vendor to manage the Leave program it will be for only 1 year? Can you provide some specificity around how this works? Typically we provide a 3 year rate guarantee for the programs we quote, which provides a better pricing structure. Are we able to quote for a 3 year term?
Contract terms may be negotiated upon award; however, SWK encourages Respondents to provide comprehensive pricing proposals. This should encompass potential cost reductions that could be achieved through longer-term commitments.
15.
Can you please confirm that the effective date of the program is 1-1-25 with the implementation beginning 1-2024? For a program your size we typically can complete the implementation process in 6 months, so I wanted to make sure that you were anticipating this to be a full year implementation?
SWK anticipates an effective program date of 01/01/2024.
16.
In order to produce pricing for the program we will need some data. We will need to know the eligible lives per product. Can you please provide 2 years of data that reflects the number of approved claims for the years 2021 and 2022?
In 2021, SWK approved 825 claims.
In 2022, SWK approved 819 claims.
17.
Can you please provide the total number of open Leave claims at any given time every month?
SWK anticipates a monthly flux in open leave claims, typically varying between 800 and 900 claims.
18.
Can you please provide the total number of ADAAA claims received every year for the years 2021 and 2022?
In 2021, there were 260 ADAAA claims.
In 2022, there were 315 ADAAA claims.
19.
How many total open leaves are there currently? Please reference question 2.
20.
Any current data that you have and you are able to share would be welcomed
Please reference question 2.
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