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Home My WebLink AboutContract 56905-A1 DocuSign Envelope ID: D64DF986-4356-4E7E-BOA1-E7E89CB30424 CSC No.-aEi9Q5_AL__ FIRST AMENDMENT TO VENDOR SERVICES AGREEMENT (CSC# 56905) This First Amendment to Vendor Services Agreement ("First Amendment") is made between the City of Fort Worth ("Fort Worth"), a municipal corporation and FMLASource, Inc., ("Vendor"). WHEREAS, Fort Worth and Vendor entered into an Agreement identified as Fort Worth City Secretary Contract No. 56905 beginning January 1, 2022 (the "Agreement"); and WHEREAS, it is the collective desire of both Fort Worth and Vendor to amend the Agreement to add additional scope of work. NOW THEREFORE, known by all these present, Fort Worth and Vendor, acting herein by the through their duly authorized representatives, agree to the following terms, which amend the Agreement as follows: 1. The Agreement is hereby amended by replacing Exhibit A of the Agreement in its entirety with Attachment A, attached hereto. 2. All other terms, provisions, conditions, covenants and recitals of the Agreement not expressly amended herein shall remain in full force and effect. [Signature Page Follows] OFFICIAL RECORD CITY SECRETARY FT.WORTH,TX First Amendment to Vendor Services Agreement(CSC# 56905) Page 1 of 9 DocuSign Envelope ID: D64DF986-4356-4E7E-BOA1-E7E89CB30424 Executed effective as of the date signed by the Assistant City Manager below. City: Vendor: DocuSigned by: By: wo, on By: AJAR 4�16UVJ Name: Reginald Zeno Name: Adam Gotskind Title: Interim Assistant City Manager Title:r19,2022 Date: Counsel Date: p A 4/15/2022 CITY OF FORT WORTH INTERNAL ROUTING PROCESS: Approval Recommended: Contract Compliance Manager: By signing I acknowledge that I am the person responsible for the monitoring and administration of this contract, including ensuring all performance By: Dianna M Giordano(Apr 18,202207:38 CDT) and reporting requirements. Name: Dianna Giordano Title: Director of Human Resources&Civil Services By: Name: Sandra Huerta Approved as to Form and Legality: Title: Employee and Labor Relations Manager City Secretary: o F r a 4- By: �oF*--0000toa o %off►o. Name: JohnB. Strong 0ooATitle: Assistant City Attorney 0voo,Z,W ette,C Gao lalC °000By: as zozz..s on (� ]� ,* Name: Jannette Goodall �00000 p Contract Authorization: Title: City Secretary nuao� M&C: M&C 21-0886 OFFICIAL RECORD CITY SECRETARY FT.WORTH,TX First Amendment to Vendor Services Agreement(CSC# 56905) Page 2 of 9 DocuSign Envelope ID: D64DF986-4356-4E7E-BOA1-E7E89CB30424 ATTACHMENT A SCOPE OF SERVICES The Vendor must be able to provide the following services for the City of Fort Worth: Customer Service and Management Support • Provide a centralized telephone number and online option(including mobile enabled) for City employees to utilize to report leave • Customer service,call center and/or help desk; including bilingual services and ADA compliant options available from 7:30 AM—9:30 PM(CST) • Provide self-service portal for employees to check claims status,available leave, and obtain and submit paperwork • Provides resources for City Legal and Human Resources staff • Provides management/HRC/MRC/supervisory training on processes • Work cooperatively with Short Term Disability(STD)/Long Term Disability(LTD)providers as needed for transition • Be able to interface with PeopleSoft to obtain data • Provide regular,customizable reports for leadership and management • Offer City staff the ability to document communications with employees FMLA Claim Management and Processing • Provide a centralized telephone number and online option for City employees to utilize to report leave • Issuance of initial FMLA claim package to employee • Determination of FMLA leave eligibility • Preparation of approval and denial notifications to employees • Verification of medical certification • Notification to employer and employee of FMLA end date • Detailed case management • Efficient FMLA claim processing(i.e.within Department of Labor mandates) • Access to FMLA medical specialists and attorneys • Advice/counsel on FMLA abuses and non-compliance • Action plan to address instances of FMLA abuse • Improved communication to management and employees on FMLA issues • Coordination with other City leave related benefits—Workers Compensation,and applicable leave types FMLA Claim Tracking,Documentation and Reporting • Tracking of all employee FMLA requests and absences • Tracking of FMLA utilization by employees including recertification,intermittent,etc. • Complete documentation for each FMLA claim,including documentation of communications with employees • Ability to track FMLA leave concurrently with Workers' Compensation claims or other leave types,as applicable • Track reduction in absenteeism and lost time to control cost of absenteeism First Amendment to Vendor Services Agreement(CSC# 56905) Page 3 of 9 DocuSign Envelope ID: D64DF986-4356-4E7E-BOA1-E7E89CB30424 • Technology or automated tracking tools and resources,including mobile-enabled resources • Take additional steps to identify and curb leave abuse • Detailed reports on employee FMLA usage • Data backup, security and disaster recovery plan FMLA Compliance • Compliance with federal FMLA laws • Compliance with Health Insurance Portability and Accountability Act(HIPAA)privacy requirements • Fair and consistent application of FMLA requirements • Reduction in absence-related expenses through more efficient,automated administration and closer communication with the interested parties • Review of existing City Policies and Procedures • Best practices in absence management ADA Accommodation Requests • Interact with employee to obtain clear information on requested accommodation • Interact with medical provider(s)as needed to obtain substantiating documentation regarding requested accommodation. • Provide recommendations to designated City staff regarding requested accommodation as applicable • Document City's response to requested accommodation(s)and provide notification as needed to employees • Provides detailed reports/documentation regarding ADA interactive process(subject to the City providing Vendor with information regarding the interactive process they have completed) • Data backup, security and disaster recovery plan Legal Support • Provide testimony and information for litigation purposes via witness statements,affidavits, depositions, and love testimony as needed • Monitor for relevant changes in the law and update services promptly in accordance • Provide access to in-house attorneys for consultation • Provide documents on request for litigation purposes Single Sign On • Eligibility. Fort Worth shall periodically share an eligibility file with FMLASource;the eligibility file is to contain information for all Employees associated with the Employer.The values from the following eligibility fields shall be used to identify an Fort Worth Intranet user during single sign on: o Employer Identifier—AccountId(159912) o Employee Identifier—EmployeeId o Extra Identifier—EmployeeGroup7(Title) • Single Sign On First Amendment to Vendor Services Agreement(CSC# 56905) Page 4 of 9 DocuSign Envelope ID: D64DF986-4356-4E7E-BOA1-E7E89CB30424 o User Experience. Employees shall be able to access FMLASource.com via Fort Worth Intranet.The interaction between the Employee,Fort Worth Intranet,and FMLASource.com shall be as follows: ■ Employee accesses the Fort Worth Intranet ■ Employee browses to page or icon representing absence management benefits (aka leave of absence or LOA benefits) ■ Employee clicks on a link to access FMLASource.com.Fort Worth Intranet opens a new browser window and passes employer and employee identifying information to FMLASource.com ■ In the new browser window,the Employee is either signed on to FMLASource.com using single sign on or is presented with a friendly error page-' o System Integration. The interaction between the Fort Worth Intranet and FMLASource.com shall be defined by Section 4.1.8 ("IdP Initiated—Post Binding") of the OASIS document entitled "Security Assertion Markup Language (SAML) 2.0 Technical Overview.More specifically,the Fort Worth Intranet and FMLASource.com shall interact as defined by the mutually approved sequence diagrams and specifics below. • User Registration. o An Employee may choose to access FMLASource.com over the web,rather than through single sign on from the Fort Worth Intranet.As a result,the user may choose to register as a first time user and create their own sign on. If a first time user attempts to create their username and password or an existing user attempts to sign on,FMLASource.com shall either allow the user to sign on or present a friendly error page2 • Responsibilities. o System Changes. Fort Worth shall apply changes to the Fort Worth Intranet needed to implement the Identity Provider(IdP).FMLASource shall apply the changes needed to FMLASource.com to implement the Service Provider(SP). o Eligibility Information—Fort Worth shall send eligibility information to FMLASource; Fort Worth is responsible for merging employee eligibility,employee schedule information(e.g.hours per week), and employee contact information into a single file. FMLASource is responsible for loading each eligibility file received from Fort Worth within three (3)business days. o Eligibility Contacts—Fort Worth shall provide and maintain an e-mail distribution list to its team members that are responsible for resolving eligibility file issues. o Single Sign On Contacts—Fort Worth shall perform first tier of support for issues reported from Fort Worth Intranet users.FMLASource shall provide contact information for team members responsible for addressing single sign on issues.Fort Worth shall engage these contacts only after verifying reported issues are not caused by its systems. o Employer Identification—FMLASource shall assign one Account Id to Fort Worth. Fort Worth shall enhance its systems to use this identifier in the eligibility feed to 'During single sign on,FMLASource.com attempts to match information in the security assertion with eligibility records received from Fort Worth.If a matching eligibility record is found and the employee is eligible,then the user is signed on.If a matching eligibility record is not found,then the user is presented a friendly error page directing the user to contact Fort Worth support/help desk for assistance. 2 During first time user registration and sign on,FMLASource.com attempts to match information with eligibility records received from Fort Worth.If a matching eligibility record is found,then the user is signed on.If a matching eligibility record is not found,then the user is presented a friendly error page. First Amendment to Vendor Services Agreement(CSC# 56905) Page 5 of 9 DocuSign Envelope ID: D64DF986-4356-4E7E-BOA1-E7E89CB30424 FMLASource and shall pass this identifier to FMLASource.com during a single sign on request. If in the future,Fort Worth chooses to split their Employees into multiple accounts,Fort Worth must pass the appropriate Account Id for each Employee. o Employee Identification. Fort Worth shall assign each Employee a unique identifier. Fort Worth shall pass this identifier to FMLASource.com during a single sign on request. o Solution Acceptance. Fort Worth shall review and approve the single sign on integration as part of pre-production acceptance testing.Fort Worth shall review and approve the single sign on integration as part of production acceptance testing. o Solution Promotion.Fort Worth is responsible for promoting Fort Worth Intranet and instructions on how to access Fort Worth Intranet to its Employees. • Deliverables o FMLASource shall provide the following Deliverables to Fort Worth ■ Single Sign On Solution -Changes to implement a Service Provider to enable Employees to single sign on from the Fort Worth Intranet to FMLASource.com • Assumptions The scope of work,period of performance,and pricing are all based off the following set of assumptions: o SOW Execution—This SOW is executed on or before 4/15 o Eligibility File Format—Fort Worth has agreed to send eligibility information in a file format and using an approach specified by FMLASource o Employee Id—Fort Worth shall assign a unique identifier to each Employee.Fort Worth does not reuse the same identifier for a different Employee --for example: a new hire is not assigned the identifier of a past Employee. o Resources/Dates—Project resources from Fort Worth perform tasks on or before the dates specified below.Technical resources from Fort Worth are available to answer technical questions regarding single sign on,user identification, and eligibility,as needed. o Security Measures—Fort Worth satisfies all Fort Worth security requirements for user authentication(e.g.password strength,multi-factor authentication,etc.)prior to passing the security assertion to FMLASource.com. o Employee Eligibility and Information—All Employees have access to Fort Worth Intranet and are eligible for access to FMLASource.com. Fort Worth only sends eligibility information for Employees to FMLASource.Fort Worth does not send eligibility information for other users, such as spouses or family members to FMLASource.Fort Worth Intranet authenticates users and passes information as specified below. Note, since FMLASource.com matches users against eligibility information during single sign on, some Employees, such as new hires,may not be given access until FMLASource receives and loads eligibility records from Fort Worth. o Matching Assertion and Eligibility Values--Fort Worth sends the same values for the same Employee in both the single sign on assertion and the employee record in the eligibility file. o Employee Correspondence—FMLASource sends letters,e-mail messages,faxes,etc.to Employees during the absence management process;this correspondence shall continue to contain employee numbers and direct users to access FMLASource.com at www.FMLASource.com o Business Processes and Reports—FMLASource shall continue to use the same business processes and reports. Employees can still access service using their employee number via the customer experience center or integrated voice response(IVR). Letters to employees,reports to managers,website pages,etc. shall continue to contain employee numbers. First Amendment to Vendor Services Agreement(CSC# 56905) Page 6 of 9 DocuSign Envelope ID: D64DF986-4356-4E7E-BOA1-E7E89CB30424 o Other Integrations—The single sign on integration between other Fort Worth systems and/or any of its vendor partner systems to FMLASource.com or to other FMLASource systems is NOT included as part of this Statement of Work. • Proprietary Rights o Fort Worth acknowledges that the materials prepared by FMLASource ("Content")that are included on FMLASource.com and FMLASource Now are proprietary products and information of FMLASource. The copyright in and title to and all proprietary and intellectual property interests in the Content and FMLASource.com in its entirety shall remain with FMLASource. This Agreement does not grant any rights of ownership in the Content,FMLASource.com to Fort Worth. • Project Timeline o The table summarizes the project timeline as a series of tasks which are to be completed with the specified date range by the specified owner. Date Range Task Owner 3114-3118 Configure Fort Worth Env and Share Metadata Fort Worth 3114-3118 Configure FMLASource.com Pre-Prod Env FMLASource Share Metadata 414-418 Resolve Integration Issues Fort Worth, FMLASource 4111-4115 Acceptance Testing Fort Worth 4118 Deploy changes to implement Identity Provider (MP) Fort Worth 4118 Deploy changes to implement Service Provider (SP) FMLASource 4119 Access Enabled/Go Live Fort Worth o Please note the following: ■ All dates are in the year 2022 and are in the format MM/DD • Interaction Specifics o The following diagrams and specifics describe the agreed upon interaction between the Fort Worth Intranet(IdP),the employee's web browser(User),and FMLASource.com (SP). First Amendment to Vendor Services Agreement(CSC# 56905) Page 7 of 9 DocuSign Envelope ID: D64DF986-4356-4E7E-BOA1-E7E89CB30424 IDP-Initiated SSO — Post Binding: Sign On SAMLv2 Tuesday,September 04,2016 IdP User SP Sign On Create Local Security Context Selects Link I Requests Access to SP i Generate and Sign POST Respond wIXML Form and RelayState(Required) HTTP Post(SAMLResponse,RelayStai IdP opens new wind SAMIRe,p,nse.The tollewing are all basic attributes and should be namedlcapital-cl exactly as seen below. ow for SP (not framed) Attributes must be sent using the NameForrnat of"urn:oasis:names:tc:SAML2.0:attmame-format:basic' We do not use the Nameld for any purpose,we require That a unique account identifier and a i unique employee identifier be present in the assertion as an attribute,as well as one of the additional optional values. 'This information must match what is sent to us in the eligibility file or else SSG will not work.' — [ ! ,Validate digital signalum Accounild:FMLASource Provided ID of your account;same as sent in eligibility file(Required) Employeeld:Unique identifer of Employee(Required` One of the below Is required_They are listed in order of preference Read SAMLResponse BidhDate:Date of Birth of Employee_MMIDDNYYY(Optional) Zipcode_Personal or Wark Zipcode of Employee 5 digits(Optional) Businessllnit Business Unit of Employee(Optional) Organization:Organization of Employee(Optional) Add or Edit User Profile EmployeeGroupt A:Employee Group value at Employee for the respecitve Email(Nul recommended)_This value is available to be sent to us if you have employee's personal email addresses Read RelaySta[e and are confident they would like this used for their FM LASource account_Otherwise they will be prompted for their personal email the first time they attempt to perform a key function an the site. } i Note:We don't currently accept assertions encrypted using any of the following algorithms:me 15,ma-md5,md5,sha-1 HTTP GET(Resource) Page for user to provide personal email address i�Access Check i Employee or Manager Home Page Page 1 FMLASource Confidential First Amendment to Vendor Services Agreement(CSC# 56905) Page 8 of 9 DocuSign Envelope ID: D64DF986-4356-4E7E-BOA1-E7E89CB30424 IDP-Initiated SSO — Past Binding: Sign Off SAMLv2 Tuesday,September 04,2018 ' r User Initiated Sign Off r r Sign Off I I � r� � I ! �Terminate Session 3lgned Off Wehpage � ------------------------------------- I ' i I � I ' i I � I I � I I I I i i � I I r r User Session Time Out i r I I I i 'InacOvity TimeOut=15 minutes I � I � Terminate Session I I I I I I ' i I I I I r I r I � ' Reques[Resaurce I i I Signed Off Webpaga------------------------------------ r r Inactivity Tl— ut Page 2 FMLASource Confidential First Amendment to Vendor Services Agreement(CSC# 56905) Page 9 of 9