PILLAR: Core
AGENDA DATE: January 28, 2026
COUNCIL DISTRICT(S): Citywide
DEPARTMENT: Office of Procurement Services
PRIORITY: Government Efficiency
______________________________________________________________________
SUBJECT
Title
Authorize a three-year service contract, with two one-year renewal options, for Family Medical Leave Act services for the Department of Human Resources - FMLASource, Inc, most advantageous proposer of four - Not to exceed $663,488.64 - Financing: General Fund (subject to annual appropriations)
Body
BACKGROUND
This action does not encumber funds; the purpose of a service contract is to establish firm pricing for services, for a specific term, which are ordered on an as needed basis.
This service contract will provide for Family Medical Leave Act services for the Department of Human Resources. The Family and Medical Leave Act (FMLA) is a federal entitlement that provides eligible employees with unpaid, job-protected leave for specified family and medical reasons. Centralized FMLA administration services are essential in ensuring compliance with federal and state leave regulations, and to support consistent application of leave policies across all City departments.
These services also help to reduce the risk of noncompliance with complex leave laws, streamline processes across departments, and alleviate the administrative burden on City staff. This allows departments to focus on delivering core services while ensuring that employees receive timely communication, accurate documentation, and professional case management related to their leave benefits.
A five-member committee from the following departments reviewed and evaluated the qualifications:
• Dallas Fire-Rescue Department (1)
• Dallas Police Department (1)
• Department of Human Resources (1)
• Department of Information and Technology Services (1)
• Office of Procurement Services (1)*
*The Office of Procurement Services evaluated cost and local preference, if applicable.
The committee selected the successful respondent on the basis of demonstrated competence and qualifications under the following criteria:
• Expertise 30 points
• Cost to the City 25 points
• Capability match to requirements 25 points
• Technical match to requirements 15 points
• Local Preference 5 points
As part of the solicitation process and in an effort to increase competition, the Office of Procurement Services used its procurement system to send out email notifications to vendors registered under relevant commodity codes. To further increase competition, the Office of Procurement Services uses historical solicitation information, the Internet, and vendor contact information obtained from user departments to contact additional vendors.
On November 10, 2015, the City Council authorized a living wage policy that requires contractors to pay their employees a “living wage” rate as established annually by the Massachusetts Institute of Technology Living Wage Calculator for Dallas County by Resolution No. 15-2141. The calculated living wage during the solicitation process of this contract is $22.05; the selected vendor meets this requirement.
PRIOR ACTION/REVIEW (COUNCIL, BOARDS, COMMISSIONS)
On June 24, 2020, the City Council authorized a three-year service contract, with two one-year renewal options, to provide Family Medical Leave Act services for the Department of Human Resources with FMLASource, Inc. by Resolution No. 20-1006.
On February 28, 2024, the City Council authorized Supplemental Agreement No. 1 to exercise the first of two, one-year renewal options to the service contract with FMLASource, Inc. for Family Medical Leave Act services for the Department of Human Resources by Resolution No. 24-0368.
On October 8, 2024, the City Council authorized Supplemental Agreement No. 2 to exercise the second of two, one-year renewal options to the service contract with FMLASource, Inc. for Family Medical Leave Act services for the Department of Human Resources by Resolution No. 24-1504.
On May 14, 2025, the City Council authorized Supplemental Agreement No. 3 to increase the service contract with FMLASource, Inc. for Family Medical Leave Act services for the Department of Human Resources by Resolution No. 25-0741.
FISCAL INFORMATION
|
Fund |
FY 2026 |
FY 2027 |
Future Years |
|
General Fund |
$221,162.88 |
$221,162.88 |
$221,162.88 |
LOCAL PARTICIPATION
|
Prime |
Status |
Workforce % |
|
FMLASource, Inc |
Non-local |
0.00% |
PROCUREMENT INFORMATION
Method of Evaluation for Award Type:
|
Request for Competitive |
• Utilized for high technology procurements, insurance procurements, and other goods and services |
|
Sealed Proposal |
• Recommended offeror whose proposal is most advantageous to the City, considering the relative importance of price, and other evaluation factors stated in the specifications |
|
|
• Always involves a team evaluation |
|
|
• Allows for negotiation on contract terms, including price |
The Office of Procurement Services received the following proposals from solicitation number BYZ25-00028078. We opened them on August 22, 2025. We recommend the City Council award this service contract in its entirety to the most advantageous proposer.
*Denotes successful proposer
Proposers Address Score
*FMLASource, Inc 1 Prudential Plaza 86.00
130 East Randolph Street
Suite 700
Chicago, IL 60601
Total Administrative 2302 International Lane 72.82
Services Corporation dba TASC Madison, WI 53704
Charles Taylor TPA LLC 1700 Eastpoint Parkway 64.73
Louisville, KY 40223
Realford Consulting LLC 8500 North Stemmons Freeway Non-responsive
Dallas, TX 75247
OWNER/EXECUTIVE
FMLASource, Inc
Paul Posey, Chief Executive Officer