Project Information

Bid Title

FMLA Case Management System

Issuing Agency

State Government of Tennessee

Location

Tennessee

Published Date

Apr 1, 2026

Closing Date

Apr 30, 2026

Government Level

State & Local

Status

Closed

Ref. #

RFI 31903-00005

Original Source

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Bid Inquiries

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Bid Documents

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Project Description

Document ID & Hyperlink:	RFI 31903-00005
Event Start - Response Due:	04/01/2026 04/30/2026
Event Name:	FMLA Case Management System
Last Updated:

Attachment Preview

STATE OF TENNESSEE

DEPARTMENT OF HUMAN RESOURCES

REQUEST FOR INFORMATION

FOR

FMLA CASE MANAGEMENT SYSTEM

RFI # 31903-00005

APRIL 1, 2026

1. STATEMENT OF PURPOSE:

The State of Tennessee, DEPARTMENT OF HUMAN RESOURCES issues this Request for

Information (“RFI”) for the purpose of identifying qualified vendors capable of delivering a

comprehensive, secure, and scalable technology solution to support the administration and

management of Family and Medical Leave Act (FMLA) processes. The State seeks a modern

platform that streamlines case management, automates eligibility determinations and workflows,

ensures compliance with federal and state regulations, and enhances reporting and analytics

capabilities. The solution must integrate seamlessly with existing enterprise resource planning

(ERP), payroll, and HR systems while maintaining the highest standards for data security,

privacy, and accessibility. Through this RFI, the State aims to evaluate available technologies and

approaches that will improve operational efficiency, reduce administrative burden, and provide a

consistent, transparent, and user-friendly experience for employees, managers, and HR

professionals. We appreciate your input and participation in this process.

2. BACKGROUND:

The State of Tennessee currently administers Family and Medical Leave Act (FMLA) processes

through a combination of manual activities. Existing system limitations in reporting, automation,

and integration with HR and payroll systems require manual workarounds and reduce overall

operational efficiency. Additionally, the lack of a centralized platform to manage multiple leave

types and related documentation creates challenges in maintaining case records. The State is

seeking to better understand available solutions that can modernize FMLA administration,

improve data accuracy and transparency, and support a more efficient and compliant process.

3. PROPOSED SOLUTIONS:

DOHR is requested to review cloud-based software applications available to meet the needs

addressed in the List of Business needs (Table 3.1) below.

1

Table 3.1 List of business needs

Requirement

#

REQUIREMENT DESCRIPTION

REQUIRED?*

("N"

indicates Not

Required)

Abstract: The State is seeking information from qualified vendors on a technology solution to support the

administration and management of Family and Medical Leave Act (FMLA) processes. The proposed

solution should streamline case management, ensure regulatory compliance, enhance reporting

capabilities, and integrate with existing HR and payroll systems.

AUDIT & SECURITY

Security that meets all the requirements listed at the following location:

https://www.tn.gov/finance/strategic-technology-solutions/strategic-

1 technology-solutions/sts-security-policies.html.

2 Backup and recovery of the system that adheres to State regulations.

Audit trail, for changes in the system, including timestamp and user

3 associated with the change.

4 Online tool designed to view audit trails.

5 History tables that maintain change information related to grant activity.

6 Date and time synchronization, which supports multiple time zones.

Confidential data encrypted at rest and in transit, using the current

version of Federal Information Process Standard (“FIPS”) 140-3 or

higher, specifically designed to safeguard PII, PHI, CMS, SSA, HIPAA

7 and other confidential Federal and State data.

The Vendor shall maintain a current SOC 2 Type II report, issued by an

independent AICPA-accredited auditing firm, covering the Security Trust

Services Criteria at a minimum. The report must be dated within the

most recent 12 months and applicable to all systems and environments

supporting the proposed FMLA platform. The Vendor shall provide a

copy of the report under NDA upon request and maintain SOC 2 Type II

8 certification throughout the term of any resulting contract.

Ensures that all State data, including production, backup, and disaster

recovery environments, is stored, processed, and maintained exclusively

9 within the continental United States.

The solution shall comply with the Americans with Disabilities Act (ADA)

and conform to Web Content Accessibility Guidelines (WCAG) 2.1 Level

AA standards, ensuring accessibility for individuals with disabilities

10 across all user-facing components.

Ability to manage access to screens and tables, data elements,

11 functions, electronic documents, or case type.

The solution shall enforce a minimum password length of eight (8)

characters for standard user accounts and fifteen (15) characters for

service accounts, system administrator accounts, and system/application

accounts. Service, system administrator, and system/application account

passwords may be configured as non-expiring where justified and

12 approved.

Provide a minimum of fourteen (14) days’ notice prior to expiration of

13 password.

Provide the ability of security role to manage external user accounts (i.e.,

14 log out users, reset passwords, disable log-on).

Provides the ability support Single Sign-On (SSO) for secure internal

15 user authentication.

Supports Multi-Factor Authentication (MFA) for all user access, including

16 configurable authentication methods and enforcement based on role,

2

risk, or access level.

Records unsuccessful logon attempts and allows for automatic lockout of

17 accounts upon five (5) consecutive invalid login attempts.

Automatically deactivate user account upon System Administrator

18 defined time of inactivity (days/weeks).

19 Provide ability to restrict access by IP address.

Ability to generate security reports reflecting authorized use, security

20 breaches or attempts.

21 Ability to segment user access/roles by section.

Adherence to all legal and regulatory standards as needed by State of

22 TN.

The vendor shall disclose whether the proposed solution includes any

artificial intelligence (AI) or machine learning (ML) capabilities. If AI/ML

functionality is included, the vendor shall provide a brief description of all

23 features and their intended use.

The solution must ensure that all data used, generated, processed, or

stored by AI components—including training data, prompts, metadata,

model outputs, logs, and intermediate datasets—is stored exclusively

within the United States. No AI-related data may be transmitted to,

processed in, or stored in locations outside the United States at any

24 time.

Any AI or ML components shall not train on, store, or share state-owned

data with external systems, services, or models. The vendor shall

25 describe all data flows and any third-party systems involved.

Any AI functionality of the system shall be fully or partially disabled if

desired. The vendor shall describe the methods available for disabling AI

26 and any impacts on system functionality.

The vendor shall identify whether the AI components used within the

solution are proprietary, closed-source, open-source, or supplied by

third-party providers. The vendor shall provide details regarding

27 ownership, licensing, and dependencies.

COMPATIBILITY

The solution must support all major modern web browsers running

current stable versions (e.g., Microsoft Edge, Google Chrome, Mozilla

Firefox). Compatibility must extend to browsers and environments that

incorporate AI-assisted features or agents (e.g., ChatGPT-integrated

browsers, Microsoft Edge with Copilot, Perplexity Comet, and similar

28 tools).

The system should support cross-platform compatibility, ensuring

equivalent functionality and user experience on desktop, mobile, and

29 web environments.

Provide configurable and extensible tools to customize leave types,

roles, fields, forms/templates, notifications, and workflows, including

30 granular role-based access and page/data-level configuration.

31 System should have the ability to integrate State branding to all pages.

Provides integration with Microsoft Office applications, supporting 'cut

and paste' functionality between Office application and system

32 applications/modules.

The solution shall provide full compatibility with Adobe Acrobat, including

support for Adobe Forms, electronic document signing workflows, and

33 extraction of structured data from PDF files.

INTERFRACES

34 Ability to interface (both incoming and outgoing data) with the State's

3

ERP system.

Ability to interface with external systems that provide the ability to

35 validate or auto-populate information (electronic signature, email, etc.).

36 Ability to create custom data feeds using API.

Ability to provide real time notifications via O365 tools or options for

37 Email and SMS notifications for high level actions/status changes.

The vendor must provide a detailed Data Dictionary for the data

38 repository and a current Entity Relationship Diagram (ERD)

The system must include database connection capabilities for data

extraction and transfer. At a minimum, the system must support

connections to the database platforms of Oracle Database, Microsoft

SQL Server, and Cloud-based databases hosted on AWS and Google

39 Cloud

The solution should include built-in data connection capabilities (such as

CData Connect AI or Windsor.ai) that enable seamless integration with

AI analysis tools (such as Claude Cowork). These connections should

support the ability to generate insights including reports, dashboards,

40 graphs, predictions, and trend analyses.

DASHBOARDS & REPORTING

Ability for users within a specific group to view a shared dashboard,

including case status (upcoming due dates, overdue status, # cases

41 open, etc.).

Dashboards and reports shall be available based on employee's

42 assigned cases.

Dashboards and reports shall be available for leave hours used on a

43 global basis and filterable down to specific case.

Dashboards and reporting shall be available detailing an anticipated

44 return date for each case.

Dashboards and reporting shall be available for cases nearing the end of

45 entitlement.

Dashboard and reporting shall be available for outstanding FMLA

46 actions, deadlines, and escalations.

System should have the ability to audit logs of actions taken by users on

47 a case level.

Ability to view cases on a system level and filter by defined variables

48 (Agency, department, etc.).

Native low-code/no-code reporting with the ability to identify specific

49 fields and filters.

Allow users to customize dashboards by selecting specific criteria (e.g.,

cases by region, agency, leave type, coordinator or status, filter by

50 open/close).

Ability to provide predictive analytics to use historical data to predict

51 outcomes or identify patterns.

Allow display of KPIs such as average compliance rate, case closure

52 rates, workload distribution, etc.

Include predictive search or keyword-based search capabilities by

coordinator name, employee name, date range, leave type, and other

53 parameters.

Ability to retrieve and view all historical cases linked to a person/

54 coordinator, including previous FMLA cases, eligibility and qualifications.

Ability to generate reports for public record requests based on various

55 parameters (leave type, paid time off, etc.).

Ability to report leave types and quantities entered to ERP timesheets for

56 employees and by requests.

4

Alert coordinator and/or interested parties in which employee exceeds

57 certified FMLA frequency/duration; recertification required.

System shall be able to indicate when an employee has timesheet

N

58 exceptions in ERP system.

59 System should log actions by logged in user.

DOCUMENT SOLUTIONS

60 Ability to store documents by case (including emails, images, etc.).

Ability to retain and destroy documents per records disposition

61 authorization.

62 Ability to upload documents of multiple file types.

63 Ability to view and edit documents within the platform.

System must have a centralized repository for all case-related

64 documents, with the ability to attach and update files.

System must support mass import of legacy data and documents with

65 automated mapping of existing fields to system fields for consistency.

System should give the option to redact sensitive information before

66 sharing files.

Ability to version control for FMLA request documents by maintaining a

67 record of past requests and tracking actions taken on the case.

68 Ability to view historical cases based on employee.

Ability to create employee or user checklists to ensure compliance with N

69 FMLA requirements.

70 Ability to create custom document templates by leave type.

Notification templates must be editable by Human Resources or other

71 authorized personnel.

Ability to create common reusable forms that detail determinations and

72 include specific information for the case.

73 Ability to bulk download and upload case files.

CALENDAR SYNCING

74 Ability to sync calendars to Outlook/Teams within the platform.

Ability to track deadlines and send relevant notifications during workflow

75 intervals.

System should send reminders for key deadlines to a defined mailing list

76 at set intervals.

WORKFLOW

System must be configured to follow and comply with all FMLA

77 requirements.

System must support multiple FMLA request channels (employee

78 self-service, HR initiation, manager initiation).

System should have the ability to create case requests to specific FMLA

type or allow for a general request with comments and the FMLA type

79 will be determined during FMLA workflow.

System should allow for alternative email for communications regarding

80 the case request.

System must automatically trigger the FMLA eligibility review workflow

81 upon request submission.

Workflow must validate employee eligibility data pulled from the ERP

82 (tenure, hours worked, job status).

System should determine leave type based on details of request and

83 applicability of state policy and FMLA requirements.

84 System should allow for audit of logic for case determinations.

System should allow for administrative intervention if case eligibility

85 warrants a change of status.

5

Commodity Codes

• NAICS 541511Custom Computer Programming Services
• NAICS 541512Computer Systems Design Services
• NAICS 541519Other Computer Related Services
• NAICS 541611Administrative Management and General Management Consulting Services

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