FMLA Administrator Services

The Greater Dayton Regional Transit Authority (RTA) in Montgomery County, Ohio is issuing a Request for Quotation (RFQ 23-05) for FMLA Administrator Services, a professional services procurement requiring qualified third-party administrators to provide comprehensive family and medical leave act (FMLA) administration for approximately 600 employees. The selected contractor must deliver compliant and efficient leave administration services in accordance with all applicable federal regulations from the Federal Transit Administration, Department of Labor, and other governing authorities, including administration of employee leave under FMLA, applicable state leave laws, and related employer policies. Key deliverables include monthly data reports on certification requests and received packets, maintenance of HIPAA and ADA privacy compliance, retention of all electronic forms for three calendar years plus the current year, and successful implementation of services by July 1, 2026. The contract is structured as a five-year agreement with an option for the RTA to extend by written notice provided at least 30 days before expiration. Questions and clarifications must be submitted by April 24, 2026, at 5:00 p.m., with quotes due electronically by May 1, 2026, at 11:00 a.m. Evaluation criteria include the offeror's detailed approach to satisfying all requirements, ability to implement services by the July 1, 2026 deadline, and a fully completed price sheet with pricing calculated as a firm price per employee per month plus an initial one-time setup fee, with all administrative fees included in the quoted pricing.

The RTA, as a recipient of Federal Transit Administration grants, requires all contractors to comply with FTA-mandated clauses including civil rights requirements, equal employment opportunity provisions, and disadvantaged business enterprise (DBE) regulations. Contractors must maintain comprehensive insurance coverage, including workers' compensation, commercial general liability of $1,000,000 per occurrence/$2,000,000 aggregate, commercial auto liability of $1,000,000 combined single limit, and excess umbrella coverage of $2,000,000, and must retain detailed accounting records subject to audit by RTA, state, and federal authorities for three years post-payment. No incumbent vendor or current contractor information is specified in the procurement documents. The RTA is tax-exempt, and taxes must not be included in the quoted price; payment will be made within 30 days after submission of activity reports with proper invoices. While specific budget ranges are not provided in the available documentation, pricing will be submitted on an annual basis for five years with unit pricing per employee per month for an estimated 600 employees, allowing for cost evaluation across the full contract term.