Family Medical Leave Act Management Services

Issue Date: March 13th, 2026

Question Deadline: March 23rd, 2026; 5:00PM (ET)

Proposal Due Date: April 2nd, 2026; 3:00PM (ET)

Formal addendum responding to questions will be made available no later than five business days before the proposal due date.

Proposals are binding for 120 calendar days after the due date.

Initial contract term is one year, with four additional one-year renewal options.

The Town of Virginia seeks a qualified vendor to provide comprehensive Family Medical Leave Act (FMLA) absence management services. The selected provider will serve as the primary resource for initiating, managing, and communicating all FMLA claims. Services must include the development of an FMLA management plan utilizing best practices in absence management and in strict compliance with federal and state standards.

The successful offeror is expected to offer multiple channels for employees to begin a claim, request leave, or report leave usage, including an online portal and a toll-free phone number. All necessary forms must be accessible to employees via email, regular mail, or a secure portal, with 24/7 availability through online or automated phone systems. Security is a critical requirement, and the system must include a secure and dedicated web portal for the receipt of protected health information, an executed and regularly updated security action plan, data protection and encryption, as well as audit logging and monitoring. Vendors are also required to have a formal process for responding to security incidents.

Responsibilities include issuing the initial FMLA claim packages, determining eligibility for FMLA leave in adherence with applicable laws, responding to leave inquiries in accordance with law and Town policy, and developing strategies to address leave abuses, including comprehensive reporting and notifications.