Leave of Absence Services

The City of Indianapolis and Marion County, through the Office of Finance and Management Department, is issuing a Request for Qualifications (RFQ) for Leave of Absence Services. This qualifications-based procurement seeks a vendor capable of providing comprehensive leave of absence administration services, including Family and Medical Leave Act (FMLA) compliance, Short-Term Disability (STD) administration, web-based claim access, data integration, and outcomes reporting for a municipal workforce of 4,000-5,000 employees. Qualified vendors must demonstrate 15-20+ years of direct experience in leave of absence management, possess expertise in federal and state employment laws (FMLA, ADA, PWFA, HIPAA), demonstrate technical proficiency with Oracle PeopleSoft and data encryption protocols, and provide three business references along with relevant qualifications and credentials. Submissions must include a cover letter, organizational experience documentation, and a completed exception sheet, and respondents are explicitly prohibited from submitting compensation or cost information with their qualifications. Questions regarding the RFQ must be submitted by April 22, 2026 at 12:00 pm Eastern Time, with all qualifications submissions due no later than 12:00 pm Eastern Time on April 30, 2026, through the City's online procurement portal at https://procurement.opengov.com/portal/indy. Following the submission deadline, the City will conduct a qualifications-based selection process and negotiate with a short list of candidates; no site visits or bidders conferences are specified.

The procurement includes mandatory participation goals for minority-owned (15%), women-owned (8%), veteran-owned (3%), and disability-owned (1%) business enterprises, with vendors required to provide MBE/WBE/VBE/DOBE participation information or submit a waiver demonstrating good faith efforts. The sample professional services agreement template indicates that the contractor will be classified as an independent contractor responsible for all applicable taxes and insurance, and must comply with comprehensive insurance requirements including general liability, auto liability, and workers' compensation coverage. The contractor must also comply with E-Verify program requirements for employee work eligibility verification and is subject to post-employment restrictions prohibiting former City or Marion County employees from participating in solicitation or award activities for one year prior to contract execution and one year after their supervision of the agreement ends. While no specific award value or budget range is disclosed in the RFQ documents, the agreement framework establishes that compensation will be structured on rates specified in the final agreement with payment not to exceed a maximum amount to be determined during negotiations, and invoices must be properly itemized with the City remitting payment within thirty days of receipt. Integration with existing Oracle PeopleSoft systems and data encryption protocols is required for successful contract performance.