FMLA and PPL Administration Service
Closed State & local contract opportunity
- Solicitation number
- RFP PS-26-0173
- State
- Arizona
- Responses due
Opportunity facts
- Jurisdictions
- NIGP codes
- UNSPSC codes
- 91000000 Personal and Domestic Services
- 85110000 Disease prevention and control
- 85140000 Alternative and holistic medicine
- 43231505 Human resources software
- 94131604 Resource mobilization services
- 94131503 Technical assistance non governmental services
- 85120000 Medical practice
- 42192434 Isolation and treatment unit
- 42330103 Enhanced Recovery After Surgery
- 85101704 Health economics
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- 93130000 Humanitarian aid and relief
- 85101703 Health service planning
- 94131502 Emergency relief non governmental services
- 85000000 Healthcare Services
- 85130000 Medical science research and experimentation
- 85101700 Health administration services
- 85101701 Health policy
- 85101702 Health legislation or regulations
- 85101705 Public health administration
- 85101706 Traditional healthcare services
- 85101707 Health system evaluation services
- Points of contact
-
- Sabina Moore sabina.budimlija.moore@phoenix.gov (602) 626-7794
- Edith Barrera edith.barrera@phoenix.gov (602) 495-7664
Opportunity details come from procurement.opengov.com. Updated .
About this opportunity
The City of Phoenix Finance Department's Central Procurement Division is seeking a comprehensive FMLA and Paid Parental Leave (PPL) Administration Services contractor to manage leave administration for approximately 14,300 employees across 30+ city departments. The five-year contract, anticipated to commence on January 1, 2027, requires a single contractor to handle all aspects of FMLA and PPL administration, including claims management, documentation, reporting, and compliance. Minimum qualifications mandate that offerors have at least five consecutive years of experience providing FMLA and PPL administrative services to clients of comparable size and complexity. The solicitation was released on December 8, 2025, with a proposal response deadline of January 6, 2026, at 2:00 p.m. A non-mandatory pre-offer conference is scheduled for December 15, 2025, at 1:00 p.m. via Webex. Evaluation will be based on method of approach (40%), qualifications and experience/references (30%), and pricing (30%), with firms required to provide a performance bond equal to 10% of the total contract amount within fourteen calendar days of award notification.
The contract opportunity does not explicitly indicate specific set-aside designations, but it does reference Disadvantaged Business Enterprise (DBE) compliance under 49 CFR Part 26 with mandatory seven-day prompt payment provisions to subcontractors. The City currently contracts with FMLASource for these services and maintains an internal designated FMLA HR team to coordinate with the contractor. Required technology infrastructure includes secure employer and participant portals with multi-factor authentication, a 99.5% system uptime guarantee, customer service telephone support from 7:30 a.m. to 9:30 p.m. Arizona time Monday through Friday, and comprehensive reporting capabilities. Additional requirements include an annual internal audit, HIPAA compliance certification, cybersecurity risk assessments, background screening at maximum risk level, and network security and privacy liability insurance with $1,000,000 limits. The City reserves the right to award the contract to one or more offerors, and pricing must remain firm and fixed for the entire five-year contract term, with price decrease requests allowed at any time without supporting documentation.
Opportunity text
The City of Phoenix invites sealed offers for comprehensive Family and Medical Leave Act (FMLA) Administration Services and Paid Parental Leave (PPL) Administration Services for benefit-eligible City employees for a five-year contract commencing on or about January 1, 2027, in accordance with the specifications and provisions contained herein or the "Effective Date" which is upon award by City Council, conditioned upon signature and recording by the City Clerk's department, as required by the Phoenix City Code, whichever is later.
This solicitation is available through the City's Procurement Portal. For technical support issues related to the City's Procurement Portal, Offeror may use the support bubble on the bottom right, or email procurement-support@opengov.com for any assistance. For other issues related to this solicitation please contact the procurement officer listed under Contact Information.
Notwithstanding the foregoing, this Agreement will terminate upon the earliest occurrence: by reaching the end of the term including any extensions exercised, or termination pursuant to the provisions of this Agreement.
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