Read this notice and pull out the scope, the deadlines and what you have to submit.
Post Information
Posted At:
Mon, Jul 13, 2026 3:00 PM
Sealed Bid Process:
Yes (Bids Sealed / Pricing Sealed)
Private Bid:
No
The selected vendor shall provide comprehensive administration of the City’s FMLA program, including eligibility determinations, required notifications, medical certification review, leave designation, intermittent leave management, compliance monitoring, reporting, employee/department support, and records management. The vendor must demonstrate extensive experience administering FMLA programs for large public-sector or similarly complex organizations and ensure full compliance with all applicable federal regulations.
The City of approximately 8,000 employees requires the vendor to serve as its third-party FMLA administrator and collaborate closely with the Department of Human Resources, department leadership, employees, and other designated stakeholders. Vendors must provide services in accordance with the requirements outlined in this RFP and submit pricing for all proposed services while demonstrating their ability to meet or exceed all service expectations.
1.2. Background
This project is important to the City of Cleveland to ensure consistent, legally compliant, and efficient administration of the Family and Medical Leave Act (FMLA) across a workforce of approximately 8,000 employees. Centralized third-party administration supports accurate eligibility determinations, timely processing of leave requests, and uniform application of federal regulations across all departments.
It also helps reduce administrative burden on internal staff, improves tracking and reporting of leave trends, and minimizes risk of non-compliance or inconsistent application of policy. Ultimately, this service supports workforce stability, operational continuity, and fair treatment of employees citywide.
1.3. Contact Information
Monique Tabb-Young
Employee Relations Manager
601 Lakeside Avenue East
Cleveland, OH 44114
Email: mtabb-young@clevelandohio.gov
Phone: (216) 857-1374
Department:
Personnel and Human Resources
Department Head:
Matthew J. Cole
Director
1.4. Timeline
Release Project Date:
July 13, 2026
Question Submission Deadline:
August 21, 2026, 5:00pm
Question Response Deadline:
September 11, 2026, 5:00pm
Proposal Submission Deadline:
September 30, 2026, 5:00pm
2. Program & Scope of Services
2.1. Introduction
The City of Cleveland is committed to administering employee leave programs in a manner that is compliant, efficient, consistent, and employee focused. The City recognizes the importance of ensuring that employees who experience qualifying medical and family events receive timely and accurate information regarding their rights and responsibilities under the Family and Medical Leave Act.
To support these objectives, the city seeks to engage a qualified third-party administrator to provide comprehensive FMLA administration services. The selected vendor will be responsible for managing all aspects of the FMLA process, reducing administrative burden on City departments while ensuring regulatory compliance, consistency in leave administration, and high-quality customer service for employees and supervisors.
2.2. Purpose and Expected Outcomes
The City expects the selected vendor to:
Ensure consistent and compliant administration of all FMLA requests and cases.
Reduce administrative burden on City departments and Human Resources staff.
Provide timely eligibility determinations and leave designations.
Maintain accurate leave records and documentation.
Improve communication with employees, supervisors, and Human Resources representatives.
Provide access to real-time leave status information and reporting capabilities.
Reduce compliance risks associated with FMLA administration.
Deliver responsive customer service and support to employees and City representatives.
Provide data analytics and management reports to assist with workforce planning and leave management
Expected Outcomes
Increased compliance with federal FMLA regulations.
Consistent administration of leave requests across all City departments.
Improved employee understanding of leave rights and responsibilities.
Timely processing of FMLA requests and medical certifications.
Enhanced reporting capabilities and data transparency.
Reduced risk of litigation and administrative errors.
Improved operational efficiency and customer satisfaction.
2.3. Scope of Services
The selected vendor shall provide comprehensive FMLA administration services, including but not limited to the following:
Eligibility and Leave Administration
• Determine employee eligibility for FMLA leave.
• Issue all required eligibility notices and rights and responsibilities notices.
• Review and evaluate medical certifications and supporting documentation.
• Designate qualifying leave as FMLA-protected.
• Manage continuous, intermittent, and reduced schedule leave requests.
• Track leave usage and available leave balances.
Employee and Department Communications
• Serve as the primary point of contact for employees regarding FMLA administration.
• Communicate with employees, supervisors, and Human Resources personnel regarding leave status and requirements.
• Provide written correspondence and notices in accordance with statutory requirements.
• Maintain customer service support through telephone, email, and online platforms.
Compliance and Recordkeeping
• Ensure compliance with all applicable FMLA laws and regulations.
• Maintain complete and secure records of all leave requests and determinations.
• Retain documentation in accordance with federal record retention requirements.
• Provide audit support and documentation upon request.
Reporting and Data Management
• Provide secure online access to case information and leave status reports.
• Produce monthly, quarterly, and annual utilization reports.
• Track leave trends and provide analytics to support workforce planning.
• Provide customized reports upon request.
Technology Requirements
• Provide a secure, web-based leave administration platform.
• Allow employees to submit leave requests and documentation electronically.
• Provide real-time case status visibility for authorized City representatives.
• Maintain data security standards and confidentiality protections.
Training and Implementation
• Conduct implementation planning and project management activities.
• Provide training for Human Resources personnel and designated City representatives.
• Develop communication materials to support employee awareness and program implementation.
• Provide ongoing account management and support throughout the contract term.
2.4. Project Approach
At a minimum, the proposal shall address the following:
a. Demonstrate knowledge of and experience administering FMLA programs in accordance with applicable federal laws, regulations, industry standards, and best practices.
b. Describe the process for determining employee eligibility, issuing required notices, reviewing medical certifications, designating leave, and tracking continuous and intermittent leave.
c. Describe the Provider's employee communication process, including customer service availability, response times, employee education resources, and methods for receiving leave requests and supporting documentation.
d. Describe the technology platform that will be utilized, including employee self-service functionality, employer access, case management capabilities, reporting features, security measures, and integration capabilities.
e. Describe procedures for maintaining accurate records, ensuring confidentiality, protecting sensitive employee information, and complying with all applicable privacy requirements.
f. Describe implementation and transition services, including project management, employee communications, training, testing, and system deployment.
g. Describe quality assurance processes and performance measures utilized to ensure accurate and timely administration of FMLA cases.
h. Provide sample management reports and describe reporting capabilities, including leave utilization, department-specific trends, case status reports, compliance metrics, and other available analytics.
i. Provide recommendations and best practices for improving leave administration efficiency, compliance, employee experience, and overall program effectiveness.
j. Demonstrate independence in administering FMLA services and commitment to protecting the interests of the City of Cleveland while ensuring fair and consistent application of leave policies.
2.5. Work Experience
The Provider shall include descriptions of up to three (3) recently completed projects demonstrating successful administration of FMLA or comparable leave management programs for public-sector employers, governmental agencies, municipalities, or similarly complex organizations.
Project descriptions should include the client’s name, scope of services provided, number of employees served, project outcomes, and contract duration.
If the Provider is partnering with another organization to perform any portion of the work, at least one relevant project example shall be provided for each participating organization.
The deadline for any and all questions, including if this RFP should contain any discrepancies or omissions, or if the intended meaning of any part of this RFP is unclear or in doubt, shall be Friday, August 21, 2026 at 5:00 pm Local Time. Questions should be directed/addressed via City's OpenGov e-Procurement Portal Question & Answer feature.
3.2. Deadline
Proposals must be received no later than Wednesday, September 30, 2026 at 5:00 pm Local Time. No proposals will be accepted after that time unless the City has extended the deadline by a written addendum. The City reserves the right to refuse any submission not delivered by the deadline.
PROPOSALS OR UNSOLICITED AMENDMENTS TO PROPOSALS ARRIVING AFTER THE CLOSING WILL NOT BE ACCEPTED
All proposals shall be submitted electronically via City's OpenGov e-Procurement Portal
Proposal documents shall in in PDF format and submitted via City's OpenGov e-Procurement Portal
Submit the Services Proposal and Fee Proposal as described in the “Proposal Submission Requirements” section of this RFP. Fee Proposals shall be a separate pdf file from the Services Proposal. File names must clearly identify the firm’s name which file is the Services Proposal and which is the Fee Proposal.
Each Provider that wishes to be considered for selection to perform the Scope of Services described in this RFP, shall submit their proposal through the OpenGov portal for the RFP Recruitment and Staffing Services.
We ask that technical proposals and fee proposals are submitted in the OpenGov portal as two separate attachments. There will be a technical section and fee proposal section in OpenGov.
All proposals shall contain concise written material and illustrations. Legibility, clarity, and completeness are essential. Each Provider, in preparing their proposal, should consider all applicable laws and available industry guidelines as applicable.
4.2. Services Proposal - The Request for Proposal response, at a minimum should include:
A. Executive Summary (1 page)
The Provider shall include a brief introduction to its organization and express its interest in providing Family and Medical Leave Act (FMLA) Administrative Services to the City of Cleveland. The Executive Summary should describe the Provider's experience administering FMLA programs for public-sector or similarly complex organizations and summarize its ability to deliver comprehensive leave administration services.
Clearly indicate contact information, including the name, title, phone number, and email address of the primary contact person. If the Provider intends to partner with another organization to perform any portion of the services described in this RFP, such partnership and the roles and responsibilities of each entity shall be clearly identified.
B. Organization of the Provider and Project Team
The Provider shall include a description of the organization, including information regarding its primary business operations, background and history, organizational structure, number of employees, and commitment to diversity and inclusion.
It is highly desirable that the Provider have sufficient staffing and resources to provide timely support to the City and its employees. Providers should identify any local or regional resources available to support implementation, training, account management, and customer service functions.
The Provider should indicate whether it is certified as a Minority Business Enterprise (MBE), Female Business Enterprise (FBE), and/or Cleveland Area Small Business Enterprise (CSB).
If the Provider is a privately held corporation, a listing of all stockholders, their percentage of ownership, and their involvement in the operation of the business shall be provided.
The Provider shall submit an organizational chart identifying executive leadership, the proposed account management team, implementation personnel, customer service representatives, compliance specialists, and other key personnel assigned to this contract. Resumes and qualifications of key project personnel shall also be included. If subcontractors or partners are proposed, the same information shall be provided for each organization.
C. Project Approach (Deliverables)
The Provider shall describe in detail how it will deliver the services outlined within the Scope of Work.
At a minimum, the proposal shall address the following:
Demonstrate knowledge of and experience administering FMLA programs in accordance with applicable federal laws, regulations, industry standards, and best practices.
Describe the process for determining employee eligibility, issuing required notices, reviewing medical certifications, designating leave, and tracking continuous and intermittent leave.
Describe the Provider's employee communication process, including customer service availability, response times, employee education resources, and methods for receiving leave requests and supporting documentation.
Describe the technology platform that will be utilized, including employee self-service functionality, employer access, case management capabilities, reporting features, security measures, and integration capabilities.
Describe procedures for maintaining accurate records, ensuring confidentiality, protecting sensitive employee information, and complying with all applicable privacy requirements.
Describe implementation and transition services, including project management, employee communications, training, testing, and system deployment.
Describe quality assurance processes and performance measures utilized to ensure accurate and timely administration of FMLA cases.
Provide sample management reports and describe reporting capabilities, including leave utilization, department-specific trends, case status reports, compliance metrics, and other available analytics.
Provide recommendations and best practices for improving leave administration efficiency, compliance, employee experience, and overall program effectiveness.
Demonstrate independence in administering FMLA services and commitment to protecting the interests of the City of Cleveland while ensuring fair and consistent application of leave policies.
D. Relevant Work Experience
The Provider shall include descriptions of up to three (3) recently completed projects demonstrating successful administration of FMLA or comparable leave management programs for public sector employers, governmental agencies, municipalities, or similarly comp
Attached documents:
• City_of_Cleveland-Family_Medical_Leave_Administrative_Services.pdf
• A - 2026 RFP for Citywide FMLA Admionistrative Services
• B - W-9 Form
• C - Vendor ID Form
• D - OEO Forms
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Source: City of Cleveland, retrieved via the City of Cleveland OpenGov procurement portal. View the official posting, and always confirm requirements and deadlines with the issuing agency.
