RFP 23-045 Protected Leave - Disability Management System - Appendix A-1 - Final.xlsx
XLSX spreadsheet 26 KB Posted
- Solicitation number
- S-KS2410-00008827
- Issued by
- Marion County, Oregon
About this file
This document is a solicitation for a Protected Leave / Disability Case Management Software Solution issued by the Salem Area Mass Transit District (SAMTD) in the state of Oregon, specifically covering the jurisdictions of Marion County and the City of Salem.
SAMTD is seeking a commercial off-the-shelf, configurable, web-based, vendor-hosted software solution that can manage issues related to employee protected leave designations, disability accommodations, and records management. The solution must have the capability to track and manage all protected leave types, case management, notifications and communications, reporting, eligibility determinations, regulatory compliance, dashboard views, searches and databases, user access, technical support, system requirements, security, implementation, customer experience, backup and recovery, audit trails, data archiving, and documentation and training. The contract term and any renewal options are not specified.
View the file
Other files
On GovTribe
Work with this file
- Download the original file
- Contacts named in this file
- Similar government files
- Ask GovTribe AI about this file
Text version
Sheet1
| SALEM AREA MASS TRANSIT DISTRICT (SAMTD) | ||
| Protected Leave / Disability Management System | RFP No. 23-045 | |
| APPENDIX A-1 | ||
| Functional Requirements | C-Critical, |
HD-Highly Desirable
| D-Desirable | Instructions: Place an "X" in the appropriate column, to indicate how your solution meets the requirement. Provide comments where necessary. | |||||
| SoW Section | REQUIREMENT | DESCRIPTION | PRIORITY | FULLY MET | CUSTOMIZATION OR | |
| VENDOR ADD-ON | 3rd PARTY ADD-ON | NOT AVAIL. | COMMENTS | |||
| 4.01 | Protected Leave & Reasonable Accommodation Tracking | Track/Manage all protected leave types including FMLA, OFLA, PLO, PDL, WC, Safe/DV, ML, JD, BL. | C | |||
| 4.01 | Protected Leave & Reasonable Accommodation Tracking | Track intermittent and continuous leave by the same increments as the District payroll system. | C | |||
| 4.01 | Protected Leave & Reasonable Accommodation Tracking | Track leaves with overlapping eligibilities and mandates. | C | |||
| 4.01 | Protected Leave & Reasonable Accommodation Tracking | Track modified duty assignments. | HD | |||
| 4.01 | Protected Leave & Reasonable Accommodation Tracking | Manage ADA cases and reasonable accommodations. | HD | |||
| 4.01 | Protected Leave & Reasonable Accommodation Tracking | Specific case types will require automated workflow processes that will have specific rules and steps the case needs to go through, the next person to review or process including milestones, scheduled events and deadlines. | HD | |||
| 4.01 | Protected Leave & Reasonable Accommodation Tracking | Ability to designate any fields as mandatory input. | HD | |||
| 4.01 | Protected Leave & Reasonable Accommodation Tracking | Case number assignment is either manual or automatic. | HD | |||
| 4.01 | Protected Leave & Reasonable Accommodation Tracking | Confidentiality for all PII is a must. | C |
| SoW Section | REQUIREMENT | DESCRIPTION | PRIORITY | FULLY MET | CUSTOMIZATION OR | |
| VENDOR ADD-ON | 3rd PARTY ADD-ON | NOT AVAIL. | COMMENTS | |||
| 4.02 | Case Management | Have the ability to prompt appropriate utilization of effective case management tools: | C | |||
| 4.02 | Case Management | System that provides automation for case management tasks; | HD | |||
| 4.02 | Case Management | Ability to configure workflows specific to work related cases; | HD | |||
| 4.02 | Case Management | Ability to manage cases through overlapping leave types; | C | |||
| 4.02 | Case Management | Quickly identify strategic approach to managing absence; | C | |||
| 4.02 | Case Management | Track and manage return to work; | C | |||
| 4.02 | Case Management | Occupational and non-occupational; and | D | |||
| 4.02 | Case Management | Early intervention, utilizing appropriate resources to gain best possible outcomes for employees. | D | |||
| 4.02 | Case Management | Have the ability to manage and track reasonable accommodations: | ||||
| 4.02 | Case Management | Ability to upload documentation; | HD | |||
| 4.02 | Case Management | Ability to make notes on cases; | C | |||
| 4.02 | Case Management | Ability to view all medical leaves and accommodations at one time for an all-encompassing view of the case being managed; | C | |||
| 4.02 | Case Management | Ability to manage leave as an accommodation and non-leave accommodation on the same case; | C | |||
| 4.02 | Case Management | Ability to prevent duplicate claims and integrate leaves that run concurrently; | C | |||
| 4.02 | Case Management | Initiate required forms for eligible leave. | HD | |||
| 4.02 | Case Management | System shall have multiple source intake and streamlined reporting. | C | |||
| 4.02 | Case Management | System shall have ability to include customizable intake questions; | HD | |||
| 4.02 | Case Management | System shall have ability to automatically route uploaded documents (i.e., Work Status Reports, FMLA/OFLA Certification of Health Care Provider) to the appropriate cases; | D | |||
| 4.02 | Case Management | System shall have ability to auto-notify responsible parties by email. | HD | |||
| 4.02 | Case Management | System shall have ability to define escalation procedures for each task. | HD |
| SoW Section | REQUIREMENT | DESCRIPTION | PRIORITY | FULLY MET | CUSTOMIZATION OR | |
| VENDOR ADD-ON | 3rd PARTY ADD-ON | NOT AVAIL. | COMMENTS | |||
| 4.03 | Notificiation & Communication | Able to create customized notifications/letters. | HD | |||
| 4.03 | Notificiation & Communication | Able to have standard notification/letter templates. | C | |||
| 4.03 | Notificiation & Communication | Able to send communications automatically to individuals or groups of individuals through the management tracking system eliminating all manual work. | D | |||
| 4.03 | Notificiation & Communication | Notification to end-user of eligibility and certification changes. | D | |||
| 4.03 | Notificiation & Communication | Notices shall be individually customized to include specific case information provided for each participant. | C | |||
| 4.03 | Notificiation & Communication | Action triggers, deadlines & expiration dates should be calculated and noticed well ahead of the scheduled date(s). | C | |||
| 4.03 | Notificiation & Communication | Certain cases may have dates that trigger notifications to all parties or limited number of parties in a case. | C | |||
| 4.03 | Notificiation & Communication | Ability for the system to alert parties that they have been added to the chain of custody and/or deliverable. | HD |
| SoW Section | REQUIREMENT | DESCRIPTION | PRIORITY | FULLY MET | CUSTOMIZATION OR | |
| VENDOR ADD-ON | 3rd PARTY ADD-ON | NOT AVAIL. | COMMENTS | |||
| 4.04 | Reporting | System that has standardized reports that include all leave utilization patterns and leave durations. | C | |||
| 4.04 | Reporting | Ad-hoc reporting that includes the ability to query pertinent fields within the platform and possible drag-and- drop functionality. | C | |||
| 4.04 | Reporting | Allows administrative users to create “custom” reporting. | C | |||
| 4.04 | Reporting | All reports should be able to be exported for further data manipulating, charting, etc. Report data should export to various formats (txt, csv, xls, pdf, etc.). | C | |||
| 4.04 | Reporting | System able to produce analytics and benchmarking reports with key performance indicators, charts and tables. | HD | |||
| 4.04 | Reporting | Reporting tool can query on all fields, including custom fields. | HD | |||
| 4.04 | Reporting | Report criteria can be saved for frequently used reports. | HD | |||
| 4.04 | Reporting | Custom fields that are added by a user are reportable. | HD | |||
| 4.04 | Reporting | Closed cases can be re-opened or additional information inputted without having to create a new record. | C | |||
| 4.04 | Reporting | Data is maintained for required period per Records Retention statutes. | C |
| SoW Section | REQUIREMENT | DESCRIPTION | PRIORITY | FULLY MET | CUSTOMIZATION OR | |
| VENDOR ADD-ON | 3rd PARTY ADD-ON | NOT AVAIL. | COMMENTS | |||
| 4.05 | Eligibility Determinations | System shall have the ability to provide prompts for leave eligibility, required documents, and employee guidance. | C | |||
| 4.05 | Eligibility Determinations | System will generate notices to employees advising of leave and/or disability eligibility based on events/medical documentation; | HD | |||
| 4.05 | Eligibility Determinations | System shall coordinate leaves that run concurrently, accurately calculating each leave eligibility period separately; | C | |||
| 4.05 | Eligibility Determinations | System will suggest forms to push to employee, initiating the required forms to administer leaves; | HD | |||
| 4.05 | Eligibility Determinations | System will confirm eligibility at the point of intake supported by jurisdictionally compliant technology that minimizes the potential of error. | HD |
| SoW Section | REQUIREMENT | DESCRIPTION | PRIORITY | FULLY MET | CUSTOMIZATION OR | |
| VENDOR ADD-ON | 3rd PARTY ADD-ON | NOT AVAIL. | COMMENTS | |||
| 4.06 | Regulatory Compliance | System is a centralized database and shall have: | C | |||
| 4.06 | Regulatory Compliance | Accurate and comprehensive leave reporting; and | C | |||
| 4.06 | Regulatory Compliance | Jurisdictionally compliant to support all state, federal, and District specific leaves. | C | |||
| 4.06 | Regulatory Compliance | Compliant with many overlapping regulations. | C | |||
| 4.06 | Regulatory Compliance | Have the ability to incorporate changes of Federal and State laws/regulations into the tracking system to ensure compliance. | C |
| SoW Section | REQUIREMENT | DESCRIPTION | PRIORITY | FULLY MET | CUSTOMIZATION OR | |
| VENDOR ADD-ON | 3rd PARTY ADD-ON | NOT AVAIL. | COMMENTS | |||
| 4.07 | Dashboard/Display Views | Ability for real-time updates of status changes. | C | |||
| 4.07 | Dashboard/Display Views | Capability to create displays of aggregated data in a summary view. | HD | |||
| 4.07 | Dashboard/Display Views | Ability to display, visually, the status information reported by subordinate levels. | HD | |||
| 4.07 | Dashboard/Display Views | Ability to display allowing the tracking of case details, statuses, contact information, etc. | C | |||
| 4.07 | Dashboard/Display Views | Define solution's ability to color-code the display/view for status changes. | HD | |||
| 4.07 | Dashboard/Display Views | Ability for the system to allow screen shots for communications purposes. | D |
| SoW Section | REQUIREMENT | DESCRIPTION | PRIORITY | FULLY MET | CUSTOMIZATION OR | |
| VENDOR ADD-ON | 3rd PARTY ADD-ON | NOT AVAIL. | COMMENTS | |||
| 4.08 | Searches & Databases | System shall support full text search of documents. | HD | |||
| 4.08 | Searches & Databases | Indexing must be captured at the word level with in case types, all documents must be digitized with OCR functionality. | HD | |||
| 4.08 | Searches & Databases | Name searches should be available with multiple options. | C | |||
| 4.08 | Searches & Databases | Custom fields that are added by the District are searchable. | HD | |||
| 4.08 | Searches & Databases | Ability to search based on case status. | D | |||
| 4.08 | Searches & Databases | Contact database must be able to provide complete contact information on each participant. Provide the capability for tracking by case outcomes. | HD | |||
| 4.08 | Searches & Databases | Describe how tables are linked. Are they linked by an internal ID or by the field value displayed (like contact name, case#, case name, etc.). Can these key fields be modified without using a utility? | HD |
| SoW Section | REQUIREMENT | DESCRIPTION | PRIORITY | FULLY MET | CUSTOMIZATION OR | |
| VENDOR ADD-ON | 3rd PARTY ADD-ON | NOT AVAIL. | COMMENTS | |||
| 4.09 | User Access/Accounts | Ability to organize cases grouped by agencies and/or departments by centralized vs decentralized | C | |||
| 4.09 | User Access/Accounts | Access to non-confidential info in real-time for managers & supervisors. | C | |||
| 4.09 | User Access/Accounts | Capability to delegate authority to manage permissions and user access to specific functions of the software through roles on a user-by-user basis. | C | |||
| 4.09 | User Access/Accounts | Number of concurrent users the system can support. | C | |||
| 4.09 | User Access/Accounts | Surge capacity native to the system to allow variable user count at any given time. | HD | |||
| 4.09 | User Access/Accounts | Annual user account verification and permissions confirmation with historical tracking. | C | |||
| 4.09 | User Access/Accounts | Process for a system administrator to manage inactive user accounts with historical tracking. | C | |||
| 4.09 | User Access/Accounts | End-user password recovery or reset automatic capability. | C | |||
| 4.09 | User Access/Accounts | Describe the GUI for a desktop. Explain how it is intuitive and easy to learn. | C | |||
| 4.09 | User Access/Accounts | System can be customized by system administrator(s) without being dependent upon the vendor (adding, deleting, changing data fields, labels, creating display/views, and menus). | HD | |||
| 4.09 | User Access/Accounts | Individual users ability to customize display/view on their desktop. | HD |
| SoW Section | REQUIREMENT | DESCRIPTION | PRIORITY | FULLY MET | CUSTOMIZATION OR | |
| VENDOR ADD-ON | 3rd PARTY ADD-ON | NOT AVAIL. | COMMENTS | |||
| 4.10 | Technical Support | Describe technical support, hours of support available and location of support staff. | C | |||
| 4.10 | Technical Support | Describe the process for submitting problem notifications, defect notices, and change requests. Explain timing requirements for acknowledgement and resolution. | C | |||
| 4.10 | Technical Support | Provide data on historical response times and problem resolution matrix. | HD | |||
| 4.10 | Technical Support | Describe process of notification for service interruptions (e.g. software upgrades, system maintenance, etc.). | HD | |||
| 4.10 | Technical Support | Explain process for requesting customization or modification to the system. | D |
| SoW Section | REQUIREMENT | DESCRIPTION | PRIORITY | FULLY MET | CUSTOMIZATION OR | |
| VENDOR ADD-ON | 3rd PARTY ADD-ON | NOT AVAIL. | COMMENTS | |||
| 4.11 | System Requirements | Have the ability to interface and be compatible with Tyler Munis HCM, including ability to import and export demographic information, accruals and leave histories. | D | |||
| 4.11 | System Requirements | Ability to maintain 99% uptime. | HD | |||
| 4.11 | System Requirements | Describe, in detail, how the software solution is protected against security breaches such as ransom attacks, phishing, worms, trojans, etc. | C | |||
| 4.11 | System Requirements | Describe solution process in the event of a system outage. Recovery time, fail-over, redundancy, etc. | C | |||
| 4.11 | System Requirements | Provide a full list of technical requirements needed by SAMTD to deploy this software solution. | HD | |||
| 4.11 | System Requirements | Describe your SSL for encryption, integrated solution testing, scalability for growth. | HD | |||
| 4.11 | System Requirements | Cloud based SaaS software. | D | |||
| 4.11 | System Requirements | Preferred - Single-Sign-On SAML integration. | D | |||
| 4.11 | System Requirements | Send Notifications, Alerts and Case Update Communications via Email through Districy email system (gmail). | D | |||
| 4.11 | System Requirements | Import and export PDF, CSV, .xls, jpg, tif. | C | |||
| 4.11 | System Requirements | Granular permissions different permissions for different parts of the case management software | ||||
| -Allowing Managers/Supervisors to only see case files related to their employees. | C | |||||
| 4.11 | System Requirements | HIPPA compliance. | C | |||
| 4.11 | System Requirements | Backup and recovery plan. | C | |||
| 4.11 | System Requirements | Data protection and security. | C | |||
| 4.11 | System Requirements | Describe any significant technology changes expected in the next 12 months. | HD | |||
| 4.11 | System Requirements | Indicate the availability of a separate testing environment for the implementation and ongoing administration to handle real life transactions, as they would occur in the production system. | HD | |||
| 4.11 | System Requirements | Describe the multi-user permissions capabilities of your system for employees, managers, and HR. To what level can the client's Leave Administrators/HR contacts view leave case notes via the web portal? | HD | |||
| 4.11 | System Requirements | Supports multiple mainstream web browsers including Chrome, Firefox, Edge, Safari, etc. | HD | |||
| 4.11 | System Requirements | Have the ability to create custom workflows and tasks in your system to meet your client's program specifications. | C | |||
| 4.11 | System Requirements | Does your system support the use of encryption? Are there security protocols around medical certification and document storage? | C | |||
| 4.11 | System Requirements | Ensure leave policies are kept up to date with regulatory requirements as well as District-based processes. Describe your release schedule and how you provide notices to clients of new releases. | HD | |||
| 4.11 | System Requirements | Describe your process for notifying your customers for planned down time due to system maintenance and upgrades. | HD | |||
| 4.11 | System Requirements | Describe your process for notifying customers for unexpected system outages. | C | |||
| 4.11 | System Requirements | Describe your system's ability to automate eligibility determinations for statutory leaves with requirements that differ from FMLA. Is your system capable of determining an average of 25 hours worked over the past 180 days for OFLA eligibility? | HD | |||
| 4.11 | System Requirements | Is your system capable of determining eligibility for employer-specific non-statutory protected leaves? | D | |||
| 4.11 | System Requirements | Does your system have the ability to manage varying calendar methods for tracking leave entitlements that exist within the employee population? Ensure ability to track concurrent use of multiple leave types, rolling calendar and other calendar protocols. | HD | |||
| 4.11 | System Requirements | Please describe your compliance standards (e.g. are you SOC 2 compliant)? | C | |||
| 4.11 | System Requirements | Describe your system's capabilities to integrate with other HR technology. For example, HRM, timekeeping, and scheduling. Describe the functionality that exists. What are the requirements for building these integrations? Do you have someone on staff to work on the application programming interface (API) to integrate with our system? | HD | |||
| 4.11 | System Requirements | How many Administrators can the system have? Describe the fee structure for additional users. | C |
| SoW Section | REQUIREMENT | DESCRIPTION | PRIORITY | FULLY MET | CUSTOMIZATION OR | |
| VENDOR ADD-ON | 3rd PARTY ADD-ON | NOT AVAIL. | COMMENTS | |||
| 4.12 | Security | Security must be capable of restricting access at the user level, record level and field level. | HD | |||
| 4.12 | Security | Security must be capable of restricting viewing and locking out parties at the document level. There maybe times when only certain parties will have access to a case and/or document. These types of cases will require extra tracking and logging. | HD | |||
| 4.12 | Security | Can user accounts be locked following a set number of failed log-in attempts? Does your system include a default session timeout for all users? | HD | |||
| 4.12 | Security | Password can be reset upon user's request. System generates a password and sends to email address on file. | HD | |||
| 4.12 | Security | How is data, including attached files stored on the system (flat files on server, database)? How are they secured and/or encrypted? | HD |
| SoW Section | REQUIREMENT | DESCRIPTION | PRIORITY | FULLY MET | CUSTOMIZATION OR | |
| VENDOR ADD-ON | 3rd PARTY ADD-ON | NOT AVAIL. | COMMENTS | |||
| 4.13 | Implementation | Describe your implementation process. Be sure to include any variances based on different client service models. Describe the resources that will remain and those that will drop off upon transition to service. | C | |||
| 4.13 | Implementation | Please provide a sample implementation timeline for all lines of business being quoted. | C | |||
| 4.13 | Implementation | What is your recommended sequence for implementing these services assuming the client selects all requested services? | HD | |||
| 4.13 | Implementation | Describe your implementation meeting schedule and the topics of discussion covered as part of your defined implementation process. | D | |||
| 4.13 | Implementation | Provide your company's recommendation for knowledge transfer and training. | D | |||
| 4.13 | Implementation | Describe your User Acceptance Testing (UAT) process. Is initial client configuration testing and data validation performed in a test (stage) environment before moving to a production environment? Describe any involvement the client has in your UAT process. | HD | |||
| 4.13 | Implementation | What is the average number of active implementations assigned to an implementation manager? | D | |||
| 4.13 | Implementation | Provide details on plans and capacity to deploy, implement, customize, test, and train on production ready software solution. | HD | |||
| 4.13 | Implementation | Provide a testing environment that shall include: |
Test database
| Test interface(s) – Gmail, Tyler Munis HCM | C | |||
| 4.13 | Implementation | Describe the process for test environment refresh (frequency, latency, etc.) | HD |
| SoW Section | REQUIREMENT | DESCRIPTION | PRIORITY | FULLY MET | CUSTOMIZATION OR | |
| VENDOR ADD-ON | 3rd PARTY ADD-ON | NOT AVAIL. | COMMENTS | |||
| 4.14 | Customer Experience | What is your client retention rate for the last three years for propsed system? | C | |||
| 4.14 | Customer Experience | What types of measurement tools are used (i.e., satisfaction surveys) to assess client and employee satisfaction and quality assurance? What surveys are conducted and how often? Are they done by internal or external sources? How are clients notified of their results? Can the client customize the satisfaction survey? What have your satisfaction rates been for the last two years by each line of business quoted? | D | |||
| 4.14 | Customer Experience | Describe your organization's quality assurance processes and standards related to all aspects of the requested services. | C | |||
| 4.14 | Customer Experience | Confirm that you have provided sample Performance Guarantees for implementation and for products/services. | C | |||
| 4.14 | Customer Experience | Describe the training your organization is willing to provide related to the products/services for a client’s HR Team and/or Supervisors pre- and post-implementation? | C |
| SoW Section | REQUIREMENT | DESCRIPTION | PRIORITY | FULLY MET | CUSTOMIZATION OR | |
| VENDOR ADD-ON | 3rd PARTY ADD-ON | NOT AVAIL. | COMMENTS | |||
| 4.15 | Back-up & Recovery of Data | Describe the onsite/offsite backup and disaster recovery capability to ensure 24x7x365 availability. | C | |||
| 4.15 | Back-up & Recovery of Data | Describe how the data center is secured physically and virtually, as well as any third party industry certifications achieved. | HD | |||
| 4.15 | Back-up & Recovery of Data | Describe method for data storage and any location(s) used for that storage. | HD |
| SoW Section | REQUIREMENT | DESCRIPTION | PRIORITY | FULLY MET | CUSTOMIZATION OR | |
| VENDOR ADD-ON | 3rd PARTY ADD-ON | NOT AVAIL. | COMMENTS | |||
| 4.16 | Audit Trails | Audit logging is required for all cases. Audit trails should record when documents are viewed and/or updated. Detailed information should be recorded including who initiated any transaction, where the person was, the device type used, IP address and what time records were accessed or updated. | HD | |||
| 4.16 | Audit Trails | Audit data is viewable through the user interface (to an administrator with appropriate security permissions). | D |
| SoW Section | REQUIREMENT | DESCRIPTION | PRIORITY | FULLY MET | CUSTOMIZATION OR | |
| VENDOR ADD-ON | 3rd PARTY ADD-ON | NOT AVAIL. | COMMENTS | |||
| 4.17 | Archive Data | Ability to close/lock/archive legacy or inactive events. | C | |||
| 4.17 | Archive Data | Ability to view or report on archived data. | C | |||
| 4.17 | Archive Data | Ability to control access to archived data. | HD |
| SoW Section | REQUIREMENT | DESCRIPTION | PRIORITY | FULLY MET | CUSTOMIZATION OR | |
| VENDOR ADD-ON | 3rd PARTY ADD-ON | NOT AVAIL. | COMMENTS | |||
| 4.18 | Documentation & Training | Training for staff and management will be required. System documentation must be easy to read and use. | HD | |||
| 4.18 | Documentation & Training | Conversion of old and active incidents including all documents to the new system is desired. | D |
File details come from the government source that posted it. Updated .