TRANSMITTAL LETTER FOR BOARD MEETING OF MAY 21, 2026
COMMITTEE ON PROCUREMENT
Mr. John P. Murray, Executive Director
Title
Authority to advertise Contract 26-RFP-10 Family Medical Leave Act and Americans with Disabilities Act Administrative Services, for a four-year period, effective on or about February 1, 2027, estimated cost $365,000.00, Account 101-25000-612430, Requisition 1657013
Body
Dear Sir:
Request for proposal documents have been prepared for a provider of Family Medical Leave Act (FMLA) and Americans with Disabilities Act (ADA) administrative services at the request of the Human Resources Department.
The purpose of this contract is to select a vendor to administer all aspects of the District FMLA and ADA programs. This includes the intake of leave and accommodation requests, providing employees with required notifications regarding rights and responsibilities, reviewing medical and other documentation and determining eligibility, making any necessary outreach to medical providers, documenting all leaves and providing case management, providing customer service to employees, coordinating the return-to-work process, providing reporting on leave utilization and status updates, ensuring compliance with all federal, state and local regulations, and performing all other administrative services related to these District programs. The District may also include administration of other leave types required by Illinois law (ex. USERRA, Pregnancy Leave, etc.) and/or internal policies such as Parental Leave in these services depending on the vendor’s capabilities and cost. It should be noted that disability leave (ordinary and duty disability) is managed by the MWRD Retirement Fund and is not part of scope of work for this request for proposal.
All aspects of the leave programs are currently administered internally by the Human Resources Department with support from the Law Department for ADA requests.The goal of this contract is to select a vendor with expertise in these programs to ensure that the District process operates efficiently, remains compliant with all appropriate laws and regulations, and is consistent in its approval and claims handling processes for these policies. This will allow these internal District resources to be dedicated to strategic initiatives and to other areas of the Human Resources Department where additional support is needed.
This contract will cover a four-year period beginning on or about February 1, 2027 with an additional one-year renewal option.
The estimated cost for this contract is $365,000.00. The estimated 2027, 2028, 2029, 2030 and 2031 expenditures are $103,000.00, $85,000.00, $85,000.00, $85,000.00 and $7,000.00 respectively. It should be noted that the cost in 2027 reflects anticipated implementation costs associated with establishing these services.
No bid deposit is required for this request for proposal.
The Diversity Section reviewed the scope of work for this request for proposal and concluded that Affirmative Action goals should be included in this contract. The Affirmative Action Goals will be 5% Minority Business Enterprises and/or Women Business Enterprises.
The tentative schedule for this contract is as follows:
Advertise June 10, 2026
Proposals Received July 10, 2026
Award October 1, 2026
Completion January 31, 2031
Funds will be requested in Account 101-25000-612430 for the 2027, 2028, 2029, 2030 and 2031 budget and are contingent on the Board of Commissioners’ approval of the District’s budget for those years.
In view of the foregoing, it is recommended that the Director of Procurement and Materials Management be authorized to advertise Contract 26-RFP-10.
Requested, Thaddeus J. Kosowski, Director of Human Resources, TJK:JEF
Recommended, Darlene A. LoCascio, Director of Procurement and Materials Management
Respectfully Submitted, Precious Brady-Davis, Chairperson Committee on Procurement
Disposition of this agenda item will be documented in the official Regular Board Meeting Minutes of the Board of Commissioners for May 21, 2026
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