CITY OF CHICAGO - DEPARTMENT OF PROCUREMENT SERVICES FRIDAY, APRIL 13, 2012 ADDENDUM NO. 2 REQUEST FOR PROPOSAL ( RFP ) FOR

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1 CITY OF CHICAGO - DEPARTMENT OF PROCUREMENT SERVICES FRIDAY, APRIL 13, 2012 ADDENDUM NO. 2 To REQUEST FOR PROPOSAL ( RFP ) FOR FAMILY AND MEDICAL LEAVE (FMLA) ADMINISTRATION SERVICES SPECIFICATION NO.: For which Proposals are scheduled to be received no later than 4:00 p.m., Central Time on Friday, April 27, 2012 (pursuant to the Request for Proposal advertised January 27, 2012) in the Department of Procurement Services, Bid and Bond Room (Room 301 of City Hall). Respondent must acknowledge receipt of this Addendum 2 in the Cover Letter of its Proposal AND should complete and return the attached Acknowledgment by facsimile to Attn: Altha Riley, Contract Negotiator This document contains: I. Notice of Revisions and Changes; II. Answers to 33 questions submitted for clarification of the RFP; and III. Addendum Receipt Acknowledgment. The information contained in this Addendum 2 is incorporated by reference into the original Request for Proposal (RFP) issued on January 27, Addendum #2, Family and Medical Leave Act Administration Services, Spec # P a g e

2 FRIDAY, APRIL 13, 2012 ADDENDUM NO. 2 To REQUEST FOR PROPOSAL ( RFP ) FOR FAMILY AND MEDICAL LEAVE (FMLA) ADMINISTRATION SERVICES SPECIFICATION NO.: For which proposals are due in the Department of Procurement Services, Bid and Bond Room, Room 301, City Hall, 121 N. LaSalle Street, Chicago, Illinois 60602, at 4:00 p.m., Central Time, Friday, April 27, The following revisions/changes will be incorporated in the above-referenced RFP document. All other provisions and requirements as originally set forth remain in full force and are binding. RESPONDENT SHOULD ACKNOWLEDGE RECEIPT OF THIS ADDENDUM IN THE COVER LETTER SUBMITTED WITH YOUR PROPOSAL. SECTION I: NOTICE OF REVISIONS/CHANGES REVISION DESCRIPTION 1. The due date for receipt of proposals has been postponed. The new proposal due date is Monday, June 04, 2012 at 4:00 p.m., Central Time. 2. The following attached exhibits have been added to the RFP to expand RFP Scope of Services to include all City Departments Exhibit 11, Continuous Leave Data by Department Exhibit 12, Intermittent Leave Data by Department 3. An additional time period for Questions or Requests for Clarifications has been added. Section 4.1A, Submission of Questions or Requests for Clarifications has been deleted in its entirety and replaced as follows: Addendum #2, Family and Medical Leave Act Administration Services, Spec # P a g e

3 Respondents must communicate only with the Department of Procurement Services. All questions or requests for clarification must be in writing, sent by mail or to or fax at , and directed to the attention of Altha Riley, Department of Procurement Services, Room 403 of City Hall and must be received no later than 4:00 p.m. Central Time, on Friday, April 20, The face of each envelope or the cover sheet of the fax must clearly indicate that the contents are Questions and Request for Clarification about the RFP, and are Not a Proposal and must refer to Request for Proposal ( RFP ) Family and Medical Leave Act (FMLA) Administration Services, Specification No telephone calls or s will be accepted unless the questions are general in nature. 4. Section 5.2, Required Content of the Proposal, Item H, has been deleted in its entirety and replaced as follows: Cost Proposal Respondent must provide a detailed cost proposal for the required Services according to Exhibit 4. The City reserves the right to negotiate rates, terms and conditions with selected Respondent. The City intends to negotiate the final terms and conditions for pricing with the Contractor(s) that is/are finalists in this competition. To the extent that a Respondent proposes alternative pricing models for which the City wishes to obtain competitive Proposals, the City reserves the right (but is not obligated) to obtain similar pricing models from other Respondents. 5. Section VII, Selection Process, Paragraph 4, has been deleted in its entirety and replaced as follows: The City will require the selected Respondent[s] to participate in contract negotiations. In order to award a contract that represents the best value to the City, the City reserves the right to enter into concurrent competitive price negotiations with one or more qualified Respondent(s). The City's requirement that a selected Respondent negotiate is not a commitment by the City to award a contract. Time is of the essence. If the City determines that it is unable to reach an acceptable contract with the selected Respondent(s), including failure to agree on a fair and reasonable cost proposal for the software and Services or any other terms or conditions, the Commissioner of the Department of Human Resources may ask the Chief Procurement Officer to terminate negotiations with the selected Respondent(s), and to negotiate with any of the other qualified Respondents, until such time as the City has negotiated a contract meeting its needs. 6. Section 1.1, Purpose of the Request for Proposal, paragraph 2,, has been deleted in its entirety an replaced as follows: Addendum #2, Family and Medical Leave Act Administration Services, Spec # P a g e

4 The objective is to reduce the administrative burden of FMLA management, assure accurate management of the FMLA function, and improve the efficiency and management of FMLA-related absences for the 32 operating departments of the City of Chicago. 7. Section 2.1, Overview, has been deleted in its entirety and replaced as follows: 2.1 Overview The Department of Human Resources ( DHR ) facilitates the effective delivery of City services by maintaining professional human resources practices and programs. DHR also is committed to a hiring system that is transparent, efficient, open and accessible to all qualified applicants. The purpose of the DHR is to serve the City by driving the best Human Resource practices, acting as stewards of change, and establishing and maintaining fair and transparent employment practices free of political influence. To accomplish our mission, we coordinate with other city departments, boards and commissions to attract, recruit, retain, motivate, develop the city s workforce; foster equal employment opportunities for all of our citizens; maintain a safe and lawful work environment for city employees; and establish cost effective procedures. The City of Chicago is a municipal corporation with 32 operating departments with approximately 33,500 employees. The City s FMLA procedures are not centralized or managed by DHR and vary by the individual departments. Each department has one or more personnel administrators that manage and track FMLA for employees in their department. The personnel administrator or their designee is responsible for receiving and processing FMLA requests, as well as documenting or coding FMLA time in the City s CATA (Time and Attendance) system. CATA is an in-house time and attendance system developed by the City. The City will be transitioning from CATA to CyberShift, a web based solution for time and attendance. The City will convert to CyberShift in a five (5) wave transition process over the course of 30 months commencing August The Absence Workflow within CyberShift is designed to handle FMLA and other absence requests by a special workflow process setup so the requests go to a central person/department instead of the employee s supervisor. The configuration includes defining: The absence codes that are eligible for FMLA Number of weeks permitted to be on FMLA Leave in a rolling 12 months for the eligible codes Addendum #2, Family and Medical Leave Act Administration Services, Spec # P a g e

5 Minimum number of days from Hire Date for the employee to be eligible Minimum number of hours worked for the employee to be eligible These variables can be configured to be the same for ALL employees, or they can be configured to be different for different groups. Whenever the employee tries to request an FMLA leave (or a supervisor tries to schedule one or enter an FMLA code in a timesheet), these rules would run and determine eligibility and deny the FMLA absence or allow it. All pertinent accrual balances would automatically be updated by the process. The City allows the option for employees to use of sick time concurrently with FMLA leave. The FMLA notices, forms and employee Rights and Responsibilities are available to City employees on the DHR intranet website. The City also provides to applicants FMLA Employee Rights and Responsibilities on the CAREERS website where positions are posted and applicants submit job applications. Currently, the City administers FMLA on a calendar year, with an interest to transition to a rolling year for its employees. Accurate tracking of FMLA Intermittent Leave and the time required by the personnel administrators to effectively manage FMLA issues is of concern. The City s Personnel Rules impose restrictions in dual employment by employees who are on sick leave, medical leave or FMLA leave for their own illness if the dual employment is inconsistent with the reason for the leave. The City currently does not count workers compensation leave against an employee s FMLA benefits. The City administers workers compensation internally with the exception of grant funded positions. The City offers at the employee s election and expense, Long Term Disability coverage. The City currently does not provide Short Term Disability coverage to its employees. The City s administration of FMLA claims are decentralized and managed by the individual departments. In an effort to reduce the administrative burden of FMLA management, assure accurate management of the FMLA function, and improve the efficiency and management of FMLA-related absences, the City requests proposals from respondents in their ability to provide FMLA administration services for the City s operating departments. 8. Exhibit 1, Scope of Services, has been deleted in its entirety and replaced as follows: Addendum #2, Family and Medical Leave Act Administration Services, Spec # P a g e

6 EXHIBIT 1 SCOPE OF SERVICES The selected Respondent ( Contractor ) must have experience in the administration and management of FMLA claims. A. GENERAL REQUIREMENTS 1. The Respondent shall administer all FMLA leave cases for all employees of the City of Chicago from initial leave request to case closure in accordance with the Family Medical Leave Act (FMLA) of The Respondent at all times shall fully comply with the following: a. Family Medical Leave Act of 1996 (FMLA) b. Equal Employment Opportunity for Individuals with Disabilities, EEOC 29 CFR Part 1630 c. Americans with Disabilities Act of 1990 (ADA) d. Age Discrimination in Employment Act of 1967 (ADEA) e. Health Insurance Portability and Accountability Act of 1996 (HIPAA) f. Rehabilitation Act of 1973 g. Genetic Information Nondiscrimination Act of 2008 (GINA) h. All other applicable laws 2. The Respondent shall take the following actions including, but not limited to: a. Notice of Eligibility i. The Respondent shall be the first point of contact for City of Chicago employees requesting FMLA leave. ii. The Respondent shall determine eligibility of employee in accordance with the FMLA regulations. iii. The Respondent shall provide the employee a Request for FMLA Leave form to be created/provided by the Respondent within two (2) business days of the employee s initial request. 1. For FMLA Leave requests in which the employee is requesting leave to care for a family member (as defined by the regulations), the employee shall be required to provide proof of the relationship along with the Request of FMLA Leave form to the Respondent. This documentation may be a child s birth certificate, court document, sworn notarized statement, submitted or signed tax return, etc. 2. The Respondent shall review all documentation submitted by the employee. The employee is entitled to the return of the official document submitted for this purpose. iv. The Respondent, in accordance with the regulations, shall provide the employee with a Notice of Eligibility form within two (2) business Addendum #2, Family and Medical Leave Act Administration Services, Scope of Services Spec # P a g e

7 days of receipt of completed Request for FMLA Leave form provided by the employee. v. If the employee is eligible for FMLA leave and provides a completed Request for FMLA Leave form along with any applicable documentation, the Respondent shall provide a Certification of Health Care Provider for Employee s Serious Health Condition or a Certification of Health Care Provider for Family Member s Serious Health Condition, whichever is applicable, to the employee along with the Notice of Eligibility form. vi. The Respondent shall notify designated City of Chicago staff via e- mail at the time the employee is identified as eligible for FMLA with the employee s: 1. Name 2. Employee Identification Number 3. Eligibility Date 4. Tentative FMLA leave start date 5. Tentative FMLA leave duration b. Certification of Health Care Provider i. The employee, in accordance with the regulations, shall have fifteen (15) calendar days from receipt of the Certification of Health Care Provider form to have his/her or family member s physician complete the form and return to the Respondent. ii. The Respondent shall verify the medical condition is considered a Serious Health Condition as defined in the FMLA regulations. iii. The Respondent, upon receipt of the Certification of Health Care Provider, shall only accept the form if it is complete and legible. 1. For incomplete forms or forms submitted that do not provide enough information to designate the leave as FMLAqualifying, the Respondent shall notify the employee through the Designation Notice Form (outlined below) of the need for additional information and/or highlighted areas on the Certification of Health Care Provider where the requested information from the physician was not provided. 2. The employee, in the case of an incomplete Certification of Health Care Provider form, shall have seven (7) calendar days from receipt of the Designation Notice Form to have his/her or family member s physician complete the form and return to the Respondent. 3. In the event that an employee does not provide the requested information within the specified time frame the Respondent shall deny the leave as FMLA-qualifying through the Designation Notice form along with a memorandum to the employee outlining the events that lead Addendum #2, Family and Medical Leave Act Administration Services, Scope of Services Spec # P a g e

8 to the decision. This notification shall be sent to the employee within two (2) business days of receipt of the employee s response that indicates he/she will not be providing any additional information to support his/her need for FMLA leave. iv. The Respondent, in accordance with the regulations, shall determine if the leave is FMLA-qualifying within two (2) business days of receipt of completed Certification of Health Care Provider form. c. Designation Notice i. The Respondent shall notify the employee within two (2) business days of completed Certification of Health Care Provider form via the Designation Notice form of his/her approval or denial for FMLA leave. ii. For employees who have been approved for FMLA leave, the Respondent shall provide a document that outlines leave parameters including instructions on City of Chicago call-in procedures when intermittent leave has been approved. The Respondent shall also provide the employee with his/her FMLA entitlement (hours). iii. The Respondent shall notify designated City of Chicago staff via e- mail at the time the employee is identified as approved or denied for FMLA, the employee s name, Employee Identification Number, eligibility date, status (approved/denied), reason for leave, type of leave if applicable and FMLA leave start date and duration if applicable. iv. The Respondent shall calculate an employee s FMLA entitlement at the time of approval and recertification. v. The Respondent shall calculate an employee s FMLA entitlement on a monthly basis to ensure an employee has not exhausted his/her FMLA entitlement, identify any pattern of FMLA absences, and identify where an employee s FMLA absences far exceed the estimated duration and frequency of flare-ups provided by the physician on the Certification of Health Care Provider. d. Recertifications i. The Respondent shall monitor employee s intermittent leaves to determine if consistent with qualifying medical condition and Certification of Health Care Provider provided by physician. 1. The Respondent shall request recertification from the employee in the event it is determined that the intermittent leaves are not consistent with the qualifying medical condition and medical certification. Addendum #2, Family and Medical Leave Act Administration Services, Scope of Services Spec # P a g e

9 2. The Respondent shall provide a new Certification of Health Care Provider to the employee along with a memorandum addressed to the physician with a request to verify that the absences are appropriate with the FMLA medical condition. ii. The Respondent shall monitor employee s pattern of intermittent leave to determine if a recognizable pattern exists (i.e. every Friday, every Monday, etc.). 1. The Respondent shall request recertification from the employee in the event it is determined that a recognizable pattern exists. iii. The Respondent shall provide a new Certification of Health Care Provider to the employee along with a memorandum addressed to the physician with a request to verify that the absences are appropriate with the FMLA medical condition. iv. For FMLA medical conditions in which the Certification of Health Care Provider has indicated that the condition is life-time, ongoing, or indeterminate, the Respondent shall request recertification from the employee at the six (6) month mark of the original FMLA certification begin date in connection to the employee s recent FMLA absence. e. Second Opinion i. When there is a reason to doubt the validity of a medical certification, the Respondent shall require the employee to obtain a second opinion. ii. The Respondent shall be responsible for second opinion services and for obtaining and coordinating such services. f. Third Opinion i. When the opinions of the employee s physician and the physician providing the second opinion as described in section (e) above differ, the Respondent shall require the employee to obtain certification from a third health care provider. The third opinion shall be final and binding to all parties. ii. The Respondent shall be responsible for third opinion services and for obtaining and coordinating such services. g. Investigative Services i. The Respondent shall conduct investigative services (either inhouse or out-sourced) on potentially fraudulent FMLA claims. Investigative services shall include conducting additional inquiries regarding potentially fraudulent claims, and surveillance of employees to determine the veracity of submitted claims. Addendum #2, Family and Medical Leave Act Administration Services, Scope of Services Spec # P a g e

10 h. Communications i. The Respondent shall have call center services available for case intake, case management, employee questions, customer service, etc. available during normal working hours (8:00 am CST to 5:00 pm CST) Monday through Friday with both English and Spanish selectable options. ii. The Respondent shall have a phone line/hotline available 24 hours a day, 7 days a week for employees to call in their FMLA absence. The Respondent s message shall prompt the employee to provide the following required information: 1. First and Last Name 2. Employee Identification Number 3. Phone Number where they can be reached 4. Symptoms and/or physician appointment information 5. The time, date, and duration of the absence. This information should be used to monitor absences, identify issues, and track patterns. iii. The Respondent shall transmit to the City of Chicago the names of employees who have called in an FMLA absence along with the employee identification number, and the time, date, and duration of the FMLA absence. iv. The Respondent shall, at a minimum, use the FMLA forms provided by the Department of Labor for Notice of Eligibility, Certification of Health Care Provider Employee/Family, Certification of Qualifying Exigency, Certification of Covered Service Member, and Designation Notice. If the Respondent has forms that require and obtain the identical information as the Department of Labor s forms, the City of Chicago shall have the authority to approve the forms prior to usage. v. The Respondent shall save all other written communications with employees and house electronically in the Respondent s FMLA management system with the employee s FMLA case. The Respondent shall have all verbal conversations between FMLA employees and the Respondent recorded and these verbal conversations must be retrievable upon request. vi. The Respondent shall provide, at a minimum, a 30-day notice to employees and the City of Chicago of FMLA case expiration. 3. Information and Technology Reporting a. The City of Chicago currently uses an in-house time and attendance system developed by the City (CATA) and is currently in the process of transitioning from CATA to CyberShift time and attendance solution. The Respondent is expected to have experience interfacing/interacting with Addendum #2, Family and Medical Leave Act Administration Services, Scope of Services Spec # P a g e

11 multiple timekeeping systems. As the CyberShift implementation will be of an incremental nature, the City will have dual timekeeping systems in place until the CyberShift implementation is completed. The Respondent s proposal should reflect as such. b. The Respondent shall provide system view access for identified City of Chicago employees for all City of Chicago FMLA leave data. c. The Respondent shall be able to receive a flat file every two weeks which will contain a list of active employees to include, employee name, employee identification number, birthdate, gender, department, hire date, hours physically worked within the 12-month rolling backwards period, the dates and amount of hours per date of all FMLA and workers compensation taken within the 12-month rolling backwards period, etc. to be uploaded into the Respondent s FMLA management system. d. The Respondent shall have an automated FMLA tracking system for which ad hoc reports can be generated/run at any time by identified City of Chicago staff. e. The Respondent shall provide identified City of Chicago staff with a weekly report identifying employees who have requested FMLA leave, employees who have been approved for FMLA leave, and employees who have been denied FMLA leave. The report should include but is not limited to employee name, employee identification number, type of leave, reason for leave, medical condition, entitlement, leave begin date, leave end date, for intermittent leaves estimate provided by physician on duration and frequency of flare-ups, etc. f. The Respondent shall provide identified City of Chicago staff with a monthly report identifying statistical data from the previous month s FMLA activity such as number of open cases, number of continuous vs. intermittent open cases, department, number of FMLA hours reported for the previous month, etc. The report should be a continuation of statistical data from previous months in an effort to identify trends with no more than 12 months data showing at a time. g. The Respondent shall provide at least 72-hours notice of system updates and/or process changes. The Respondent shall reasonably make an effort on system updates and/or process changes to be as seamless as possible to employee/customers. Routine system maintenance should occur after standard work hours and non-routine fixes only as required to prevent or fix system failures/corruption/security. h. Upon conclusion of this contract for any reason, the Respondent shall provide the City of Chicago with a flat file of ALL City of Chicago FMLA data. The Respondent shall not retain copies of City of Chicago data. i. The Respondent shall have appropriate data system back-ups, security, and a disaster recovery plan in place. 4. Implementation Addendum #2, Family and Medical Leave Act Administration Services, Scope of Services Spec # P a g e

12 a. The Respondent shall provide detailed tasks for the City of Chicago and the Respondent that are required to accomplish this Scope of Services during the contract performance. b. The Respondent shall provide training on the Respondent s leave management software to identified City of Chicago staff. c. The Respondent shall provide a plan for communicating to employees of the City of Chicago how FMLA leave can be requested. 5. Performance Measures a. The Respondent shall provide performance measures that track the following areas: i. Cost per call ii. Average handle time iii. Average speed of answer b. The Respondent may propose additional performance measures that are commonly used by other clients. 9. Exhibit 4, Cost Proposal, has been deleted in its entirety and replaced as follows: INTENTTIONALLY LEFT BLANK Addendum #2, Family and Medical Leave Act Administration Services, Scope of Services Spec # P a g e

13 FMLA Administration EXHIBIT 4 Cost Proposal Year 1 Year 2 Year 3 Option Year 1 Option Year 2 Base Per Employee/Per Month Rate* Administration Fee (including staffing, technology and ongoing support) Implementation fee Client Access or Compliance training Takeover of open claims (cost per claim) Historical data conversion ADDITIONAL FEES Customized programming Customized or ad hoc reports IME, 2 nd and 3 rd opinion exams Re-certifications Misc. Fees (Provide a detailed description of all other miscellaneous fees) Appeal Process and costs related to use of a Third Party Arbitrator Respondent can in addition to the above pricing structure submit alternative pricing models for consideration, i.e. per claim or fixed monthly cost based on number of employees. For both of these pricing structures, please include all line item costs, such as staffing, call center, technology, implementation, etc. As set forth in the Evaluation section of this RFP, the City intends to negotiate the final terms and conditions for pricing with the Contractor(s) that is/are finalists in this competition. To the extent that a Respondent proposes alternative pricing models for which the City wishes to obtain competitive Proposals, the City reserves the right (but is not obligated) to obtain similar pricing models from other Respondents. *Cost based on number the total number of employees in each department as of the 1 st of each month 13 P a g e Addendum #2, Family and Medical Leave Act Administration Services, Cost Proposal, Spec #99832

14 SECTION II: Answers to 33 questions submitted for clarification of the RFP Question 1: When is the target go-live date? Will the transition from CATA to CyberShift have occurred in the Department of Streets and Sanitation and the Department of Aviation? If not, when are these departments scheduled to transition to the new CyberShift system? Answer: The target go-live date for the Family Medical Leave Administration (FMLA) Management services is as soon as possible. The Department of Streets and Sanitation and the Department of Aviation are both scheduled to transition to CyberShift by summer The other City departments will be transitioning to CyberShift from 2012 through the end of Question #2: Regarding payroll and timekeeping systems CATA and CyberShift, will all eligible employees be located on one eligibility data report? Answer: Yes, both systems keep track of those employees whose worked time is at least 1250 hours over the previous 12 months and it is possible to create a report that will reflect all eligible employees. Question 2A: Will you allow for direct entry of information? Answer: Yes, the City can arrange for limited views/access to our system. Question 2B: Does your system accept electronic feeds? Answer: Yes, although interfaces require additional programming. Question 3: Please confirm if the new selected vendor will take over any open and existing leaves by the time of the go-live date. If the new selected vendor is required to takeover open and existing leaves, please provide the total estimated claims. Answer: The City expects the vendor to take over any open and existing leave requests at the time of the go-live date. As of this time, the estimated number of open and existing leaves for all City of Chicago operating departments is 114 continuous leaves and 428 intermittent leaves. Question 4: Will the new vendor administer any non-fmla leaves? The vendor will only administer FMLA leaves. 14 P a g e Addendum #2, Family and Medical Leave Act Administration Services, Spec #99832

15 Question 5: For the DSS eligible leave population of 2,400, please provide 2010 and 2011 total initiated leaves, including approved, denied, intermittent and pended claims. We are trying to determine the annual incidence rate to apply against the eligible population. Based on the 2009 data, there were 192 intermittent leave requests, 129 continuous leave requests, and 69 persons on duty disability. Assuming the persons on duty disability is part of the leave process; the incidence rate is close to 16%. Answer: Please refer to new Exhibits 11, Continuous Leave Data by Department, and Exhibit 12, Intermittent Leave Data by Department, which provide data on continuous and intermittent FMLA leaves for all City of Chicago operating departments. Question 6: For those employees that are out longer than the 12 weeks allowed for FMLA and go into a Personal Disability Leave, are these claims considered a separate claim, or the same FMLA claim with a different title. Answer: These instances would be considered separate claims. Question 7: For the CDA eligible leave population of 1,540, please provide 2010 and 2011 total initiated leaves, including approved, denied, intermittent and pended claims. We are trying to determine the annual incidence rate to apply against the eligible population. Based on the 2010 data, there were 95 intermittent leave requests and 50 continuous leave requests. The incidence rate is close to 9.4%. Answer: See Answer to Question #5. Question 8: Please provide the average leave claim duration. Answer: See Answer to Question #5. Question 9: Is the RFP requesting Nursing or Non-nursing professionals to administer the FMLA? Perhaps a combination of both nursing and clerical? Answer: A combination of both would be acceptable. Question 10: For purposes of planning the roll out to the rest of the city departments, is there an average FMLA absence utilization rate across the various departments? Answer: Please refer to the revised Scope of Services, Exhibit 1, which replaces the Scope of Services included in the original RFP. See Answer to Question #5. 15 P a g e Addendum #2, Family and Medical Leave Act Administration Services, Spec #99832

16 Question 11: Will the selected TPA takeover administration of the currently open FMLA claims for both the Department of Streets and Sanitation (DSS) and for the Chicago Department of Aviation (CDA)? Answer: Yes, the selected Respondent will takeover all currently existing FMLA claims. See Answer to Question #3. Question 12: Would the City provide the selected TPA with the historical Excel spreadsheets that are used by the DSS and CDA to track FMLA leave usage, to allow the TPA to convert data for leave tracking into the TPA system? Answer: Yes, the City will provide the selected Respondent with the historical data used and tracking spreadsheets used by City departments to allow the Respondent to convert the data into their system. Question 13: Other than the Excel spreadsheet used to track FMLA leave usage, are there other data sources that will require a data conversion of information to the TPA? If yes, please advise how many sources data will be converted from. Answer: In addition to the tracking spreadsheets used by all departments, both our Oracle records system and the City s time and attendance system track recorded FMLA time. We will work with the selected Respondent to provide and convert this data for their use. Quesiton 14: Please confirm the number of continuous FMLA claims and intermittent FMLA claims received for DSS employees and for CDA employees in for the years 2010 and 2011: Answer: See Answer to Question #5.* Some employees had a combination of Continuous and Intermittent leaves. Question 15: Currently how many continuous claims are open and actively being managed (for both DSS and CDA)? Answer: See Answer to Question #5. Question 16: Currently how many intermittent claims are open and actively being managed (for both DSS and CDA)? Answer: See Answer to Question #5. Question 17: Who administers the duty disability claims? Will the selected TPA be expected to administer the duty disability claims? Answer: Duty disability claims are currently administered by the Committee on Finance in City Council. The selected Respondent will not be expected to administer duty disability claims. 16 P a g e Addendum #2, Family and Medical Leave Act Administration Services, Spec #99832

17 Question 18: How many City users in the DSS and CDA will require access to the TPA claim system to view claim information? Answer: The Department of Aviation anticipates that seven (7) employees will require access to the claim system to view claim information. The Department of Streets and Sanitation estimates three (3) to four (4) employees will require access. Between 2 to 7 employees will require access to the claim system for each operating department depending upon the size of the department. Question 19: How many City users in the DSS and CDA will require access to the TPA claim system to run reports? Answer: See Answer to Question #18. Question 20: Will the City allow the selected TPA to partner with a contractor to provide some of the services outlined in Exhibit #1 of the RFP, the Scope of Services? Answer: Yes, the City will allow the selected Respondent to partner with a contractor to provide services outlined in the Scope of Services. However, the vendor will need to detail what services will be provided by the sub-contractor and the qualifications of the subcontractor to provide those services. See Section 5.2 C(i) in RFP for more details. Question 21: On Exhibit 4, Cost Proposal, in the Additional Fees section, can the fees be detailed on a separate document that can be submitted as an appendix to the RFP response? Answer: Yes, so long as there is sufficient information about any additional fees to enable the City to evaluate the Cost Proposal as a whole. Question 22: What is the expected timetable the successful vendor should expect to plan to roll out the FML services to the remaining City departments? Answer: See Answer to Question #10. Question 23: Can you provide any data for the same elements requested above for the remaining City departments as a part of the expansion plan to be submitted by the successful vendor. Answer: See Answer to Question #5. Question 24: Does the City provide any other approved leaves (military, personal, educational) that the vendor should contemplate as part of this proposal? If so, can you advise an estimate of those volumes if they are not included in the FML data? Answer: The City does provide other approved leaves and they will continue to be managed by the City. 17 P a g e Addendum #2, Family and Medical Leave Act Administration Services, Spec #99832

18 Question 25: Please provide an updated copy of the RFP link for this solicitation. The current link (see below) issues an error code and only directs to the main procurement site. Answer: Current link: 011/Spec99832.pdf or Question 26: What is intent from a timeline perspective to roll the additional agencies? Answer: See Answer to Question #10.. Question 27: What is the desired effective date of services? Answer: The City would like to implement these services as soon as possible. Question 28: Can we provide website for financials due to the size of the annual report or put them on a cd? Answer: For lengthy financial statements, one copy on CD ROM marked with Respondent Name & Financials Statements by Year should be sufficient. If applicable, include reference to the CD ROM attachment in your Proposal and attach hardcopy of Auditors Statement. References to the website may not clearly indicate which documents apply to which audit period. Question 29: Will the Respondent awarded the solicitation have access to the City's time tracking system? Answer: Yes, the selected Respondent will have access which will be limited to specific needs. Question 30: Will the awarded Respondent have an opportunity to build an electronic interface with the tracking system? Answer: Yes, so long as it does not adversely affect the timeline for implementing CyberShift. All programming must comport with City policies and be approved by the City s Department of Innovation and Technology. Question 31: With regard to the MBE/WBE relationship. Should the MBE entities not function in supplying any resources to the WBE for the purposes of this particular business or product, would that constitute grounds for a waiver? Answer: Please refer to Exhibit 5, Special Conditions Regarding Minority and Women Owned Business Enterprise (M/WBE) Commitment, Section V. Regulations Governing Reductions to or Waiver of MBE/WBE Goals. 18 P a g e Addendum #2, Family and Medical Leave Act Administration Services, Spec #99832

19 Question 32: Which of the assist agencies on the City's MBE/WBE Listing are MBE or WBE- or are the agencies certified in both? Answer: None of the Assist Agencies are certified. Go to the City s website: to search MBE/WBE Directory. Question 33: In considering the Cost Proposal, is the Applicant responsible for fronting the cost of IME, 2nd, 3rd opinion and/or appeals for the City? Answer: The Respondent may propose how to best handle these costs. CITY OF CHICAGO DEPARTMENT OF PROCUREMENT SERVICES JAMIE L RHEE CHIEF PROCUREMENT OFFICER 19 P a g e Addendum #2, Family and Medical Leave Act Administration Services, Spec #99832

20 EXHIBIT 11 - CONTINUOUS LEAVE DATA BY DEPARTMENT & Name Dept Information Year # Emp in Dept Requested CONTINUOUS LEAVE & Initiated Denied Denied as % of Average Duration (In Days) Pending 001-Mayor's Office Total n/a n/a 0 Average Inspector General % % % Total n/a % n/a 0 Average % Office of Budget & Mgmt % % Total n/a % n/a 0 Average % Dept of Info. Tech Total n/a n/a 0 Average Dept of Cultural Affairs % % Total n/a % n/a 1 Average % City Clerk % % % 0 Total n/a % n/a 0 Average % P a g e

21 EXHIBIT 11 - CONTINUOUS LEAVE DATA BY DEPARTMENT & Name Dept Information Year # Emp in Dept Requested CONTINUOUS LEAVE & Initiated Denied Denied as % of Average Duration (In Days) Pending 027-Dept of Finance (Includes Rev) % % % 0 Total n/a % n/a 0 Average % City Treasurer % Total n/a % n/a 0 Average % Dept of Admin Hearings Total n/a n/a 0 Average Dept of Law % % % Total n/a % n/a 0 Average % Dept of Human Resources % % % Total n/a % n/a 0 Average % Dept of Procurement Serv % % % Total n/a % n/a 0 Average % P a g e

22 EXHIBIT 11 - CONTINUOUS LEAVE DATA BY DEPARTMENT Dept Information CONTINUOUS LEAVE # Emp Denied Average in & as % of Duration & Name Year Dept Requested Initiated Denied (In Days) Pending Bd of Election Comm % Total n/a % n/a 0 Average % Dept of Fleet Mgmt , % , % , % 84 0 Total n/a % n/a 0 Average 1, % Dept of Pub Health % % % Total n/a % n/a 0 Average % Chicago Comm on Human Relations Total n/a n/a 0 Average Mayor's Office on Phys Disabilities % Total n/a % n/a 0 Average % Dept of Family Serv. & Sup % % % Total n/a % n/a 3 Average % P a g e

23 & Name 054-Housing and Econ. Dev. EXHIBIT 11 - CONTINUOUS LEAVE DATA BY DEPARTMENT Dept Information CONTINUOUS LEAVE # Emp Denied Average & as % of Duration Year in Dept Requested Initiated Denied (In Days) Pending % % % Total n/a % n/a 2 Average % Independ Police Review Authority % % % Total n/a % n/a 0 Average % Chicago Police Dept , % , % , % 84 0 Total n/a % n/a 0 Average 15, % Office of Emergency Mgmt & Communication % % % 68 0 Total n/a % n/a 0 Average % Chicago Fire Dept , % , % , % 10 0 Total n/a % n/a 0 Average 5, % Buildings % % Total n/a % n/a 0 Average % P a g e

24 EXHIBIT 11 - CONTINUOUS LEAVE DATA BY DEPARTMENT Dept Information CONTINUOUS LEAVE # Emp Denied Average in & as % of Duration & Name Year Dept Requested Initiated Denied (In Days) Pending Bus Affairs & Consum Prot % % 39 0 Total n/a % n/a 0 Average % Comm Animal Care & Cont % 84 0 Total n/a % n/a 0 Average % Board of Ethics Total n/a n/a 0 Average Streets and San , % , % , % Total n/a % n/a 0 Average 2, % Chicago Dept of Trans , % n/a , % n/a , % n/a 0 Total n/a % n/a 0 Average 1, % Chicago Dept of Aviation , % , % , % Total n/a % n/a 0 Average 1, % P a g e

25 EXHIBIT 11 - CONTINUOUS LEAVE DATA BY DEPARTMENT Dept Information CONTINUOUS LEAVE # Emp Denied Average in & as % of Duration & Name Year Dept Requested Initiated Denied (In Days) Pending , % Dept of Water Mgmt , % , % 37 0 Total n/a % n/a 0 Average 1, % Chicago Public Library % , % , % 43 0 Total n/a % n/a 3 Average 1, % GRAND TOTAL , % , % , % Total n/a % n/a 9 Average 35, % Avg of wght averages 25 P a g e

26 EXHIBIT 12 - INTERMITTENT LEAVE DATA BY DEPARTMENT Department Information & Name Year # Emp in Dept Requested INTERMITTENT LEAVE & Initiated Denied Denied as % of Average Duration (In Mths) Pending 001-Mayor's Office 003-Inspector General 005-Office of Budget & Mgmt 006-Dept of Info. Tech. 023-Dept of Cultural Affairs 025-City Clerk Total n/a n/a 1 Average % % Total n/a % n/a 0 Average % % Total n/a % n/a 0 Average % % % % 12 0 Total n/a % n/a 1 Average % Total n/a n/a 0 Average % % Total n/a % n/a 3 Average % P a g e

27 EXHIBIT 12 - INTERMITTENT LEAVE DATA BY DEPARTMENT Department Information # Emp in & Name Year Dept 027-Dept of Finance (Includes Rev) INTERMITTENT LEAVE Requested & Initiated Denied Denied as % of Average Duration (In Mths) Pending % % % 0 Total n/a % n/a 4 Average % City Treasurer Total n/a n/a 0 Average Dept of Admin Hearings % % % 4 0 Total n/a % n/a 0 Average % Dept of Law % % % 3 0 Total n/a % n/a 0 Average % Dept of Human Resources % % % 8 0 Total n/a % n/a 0 Average % Dept of Procurement Serv % % % 0 Total n/a % n/a 0 Average % P a g e

28 EXHIBIT 12 - INTERMITTENT LEAVE DATA BY DEPARTMENT Department Information & Name 039-Bd of Election Comm INTERMITTENT LEAVE & Average Duration (In # Emp Denied in as % of Year Dept Requested Initiated Denied Mths) Pending Total n/a n/a 0 Average Dept of Fleet Mgmt , % , % , % 5 0 Total n/a % n/a 3 Average 1, % Dept of Pub Health % % % 10 0 Total n/a % n/a 0 Average % Chicago Comm on Human Relations % 4 0 Total n/a % n/a 0 Average % Mayor's Office on Phys Disabilities Total n/a n/a 0 Average Dept of Family Serv. & Sup % % % 12 0 Total n/a % n/a 12 Average % P a g e

29 EXHIBIT 12 - INTERMITTENT LEAVE DATA BY DEPARTMENT Department Information & Name 054-Housing and Econ. Dev. INTERMITTENT LEAVE Average # Emp Denied Duration & as % of (In Year in Dept Requested Initiated Denied Mths) Pending % % % 3 0 Total n/a % n/a 1 Average % Independ Police Review Authority % % % Total n/a % n/a 0 Average % Chicago Police Dept , % , % , % 4 0 Total n/a % n/a 2 Average 15, % Office of Emergency Mgmt & Communication % % % 4 0 Total n/a % n/a 4 Average % Chicago Fire Dept , , % , % 3 0 Total n/a % n/a 0 Average 5, % Buildings % % % 5 0 Total n/a % n/a 3 Average % P a g e