Department
Department of Human Resources Management
Requested Action
title
Request approval to extend existing contracts - Department of Human Resources Management, Bid/RFP# 17RFP215152B-TR - Family and Medical Leave Act (FMLA) Administration Services in an amount not to exceed $24,345.66 with Sedgwick Claims Management, Inc., (Dublin, OH) to provide/perform comprehensive FMLA administration for the County workforce for an additional one hundred twenty (120) calendar days. Effective dates: May 1, 2021 through August 31, 2021. (APPROVED)
body
Requirement for Board Action (Cite specific Board policy, statute or code requirement)
In accordance with Purchasing Code Section 102-420, contract modifications within the scope of the contract & necessary for contract completion of the contract, in the specifications, services, time of performance or terms and conditions of the contract shall be forwarded to the Board of Commissioners for approval.
Strategic Priority Area related to this item (If yes, note strategic priority area below)
Open and Responsible Government
Commission Districts Affected
All Districts ☒
District 1 ☐
District 2 ☐
District 3 ☐
District 4 ☐
District 5 ☐
District 6 ☐
Is this a purchasing item?
Yes
Summary & Background: Fulton County currently administers FMLA on a “rolling” 12 month period measured backward from the date an employee uses any FMLA leave. Fulton County requires employees on FMLA leave to utilize any vacation, sick, and/or holiday leave available prior to being placed on unpaid status. Fulton County currently contracts with an outside vendor to provide FMLA administration services to all County departments and the offices of elected officials, except for the Office of the Fulton County Sheriff.
Scope of Work: The Department of Human Resources Management requests approval to extend an existing contract for provision of comprehensive FMLA administration for Fulton County, beginning with the request for FMLA leave through the determination and expiration and/or exhaustion of the leave. If approved, the extension will provide the Department of Human Resources Management time to complete the solicitation process for a new vendor. Initiation of the solicitation process initially was delayed several months as a result of the COVID-19 pandemic. RFP No. #20RFP0810B-EC was issued on August 18, 2020. As transitioning to a new vendor would necessitate the transfer of open FMLA claims, including all data and records necessary to administer FMLA to Fulton County, it is anticipated that the transition/implementation process itself would take at least ninety to one-hundred twenty days. Failure to extend the subject contract will be detrimental to Fulton County as current Department of Human Resources Management staff does not have the training, skills or experience to provide the same level of service as Sedgwick Claims Management. Failure to extend the subject contract also would result in managers within the departments being responsible for managing and tracking FMLA leave, which will in turn to lead to their increased risk of personal liability for any errors that may occur and increased legal exposure overall for the County. Handling FMLA leave more consistently and effectively reduces the overall expenses of leave, improve employee morale, fosters a more productive environment, reduces the risk of litigation or penalties and minimizes the administrative time and effort currently expended by Fulton County staff on FMLA absence-related matters.
Community Impact: There is no community impact.
Department Recommendation: The Department of Human Resources Management recommends approval of this request to enter into contract negotiations.
Project Implications: There are no project implications.
Community Issues/Concerns: There are no community issues or concerns.
Department Issues/Concerns: It is imperative to move forward to ensure continuity of FMLA administration services.
Contract Modification: This is a new request.
History of BOC Agenda Item: Yes
CURRENT CONTRACT HISTORY BOC ITEM DATE DOLLAR AMOUNT
|
CURRENT CONTRACT HISTORY |
BOC ITEM |
DATE |
DOLLAR AMOUNT |
|
Original Award Amount |
17-0309 |
5-17-17 |
$109,840.00 |
|
1st Renewal |
17-1067 |
12-20-17 |
$109,840.00 |
|
2nd Renewal |
18-0982 |
12-19-18 |
$80,000.00 |
|
Extension No.1 |
20-0207 |
4-16-20 |
$80,000.00 |
|
Extension No. 2 |
20-0982 |
12/16/20 |
$40,000.00 |
|
Extension No. 3 |
|
|
$24,345.66 |
|
Total Revised Amount |
|
|
$444,025.66 |
Contract & Compliance Information (Provide Contractor and Subcontractor details.)
Contract Value: $24,345.66
Prime Vendor: Sedgwick Claim Management, Inc.
Location: Dublin, OH
County: Franklin County
Prime Value: $24,345.66 or 100.00%
Subcontractor: None
Total Contract Value: $24,345.66 or 100.00%
Total M/FBE Value: 0.00
Exhibits Attached
Exhibit 1: Extension Agreement
Exhibit 2: Contractor Performance Report
Contact Information (Type Name, Title, Agency and Phone)
title
Kenneth L. Hermon, Jr., Chief Human Resources Officer, Department of Human Resources Management, 404.613.0923
Contract Attached
title
No
Previous Contracts
title
Yes
Total Contract Value
|
Original Approved Amount: |
$109,840.00 |
|
Previous Adjustments: |
$309,840.00 |
|
This Request: |
$ 24,345.66 |
|
TOTAL: |
$ 444,025.66 |
Grant Information Summary
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Amount Requested: |
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☐ |
Cash |
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Match Required: |
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☐ |
In-Kind |
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Start Date: |
|
☐ |
Approval to Award |
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End Date: |
|
☐ |
Apply & Accept |
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Match Account $: |
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|
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Fiscal Impact / Funding Source
Funding Line 1:
100-215-2154-1160: General, Human Resource Management - HR Policy Management - Professional Services
Funding Line 2:
Funding Line 3:
Funding Line 4:
Funding Line 5:
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Key Contract Terms |
|
Start Date: 5/1/2021 |
End Date: 8/31/2021 |
|
Cost Adjustment: |
Renewal/Extension Terms: |
Overall Contractor Performance Rating:
Would you select/recommend this vendor again?
Yes
|
Report Period Start: |
Report Period End: |
|
1/1/2019 |
12/31/2020 |