Trupp HR ~ 32400048
CITY OF TIGARD - CONTRACT SUMMARY & ROUTING FORM
Contract Overview
Contract/Amendment Number: 32400048
Contract Start Date: 06/11/2024 Contract End Date: 6/30/2025
Contract Title: Leave of Absence Management
Contractor Name: Trupp HR
Contract Manager: Sabrina Hiatt
Department: HR
Contract Costs
Original Contract Amount: $18,325 initial term, $52,325 total
Total All Previous Amendments: n/a
Total of this Amendment: n/a
Total Contract Amount: $18,325 initial term, $52,325 total
Procurement Authority
Contract Type: Personal Services
Procurement Type: Intermediate Quotes $10K<=$150K
Solicitation Number: n/a
LCRB Date: n/a
Account String: Fund-Division-Account Work Order – Activity Type Amount
FY 25 6001100-54001 $18,325.00
FY 26 6001100-54001 - cont $17,000.00
FY 27 6001100-54001 - cont $17,000.00
FY
FY
Contracts & Purchasing Approval
Purchasing Signature:
Comments: FY26 and 27 contingency will be released if contract is extended.
DocuSign Routing
Route for Signature Name Email Address
Contractor Jean Roque jean.roque@trupphr.com
City of Tigard Steve Rymer Stever@tigard-or.gov
Final Distribution
Contractor Kylie Artz kylie.artz@trupphr.com
Project Manager Jennifer Curran jenniferc@tigard-or.gov
Project Manager Sabrina Hiatt Sabrina.hiatt@tigard-or.gov
Buyer Rosie McGown Rosie.mcgown@tigard-or.gov
Contract Number 32400048
CITY OF TIGARD, OREGON
PERSONAL SERVICES CONTRACT
LEAVE OF ABSENCE MANAGEMENT
THIS AGREEMENT made and entered into this 11th day of June 2024 by and between the City
of Tigard, a municipal corporation of the State of Oregon, hereinafter called City, and Trupp HR,
Inc., hereinafter called Contractor.
RECITALS
WHEREAS, the City’s 2025 fiscal year budget provides for services related to outsourcing leave of
absence management; and
WHEREAS, City has need for the services of a company with a particular training, ability, knowledge,
and experience possessed by Contractor, and
WHEREAS, City has determined that Contractor is qualified and capable of performing the
professional services as City does hereinafter require, under those terms and conditions set forth,
THEREFORE, the Parties agree as follows:
1. SERVICES TO BE PROVIDED
Contractor will initiate services immediately upon receipt of City’s notice to proceed together
with an executed copy of this Agreement. Contractor agrees to complete work that is detailed
in Exhibit A, incorporated herein by reference.
2. EFFECTIVE DATE AND DURATION
This Agreement is effective upon the date of execution and expires on June 30, 2025, unless
otherwise terminated or extended. The City and Contractor may mutually agree to up to two
(2) additional one-year terms to the Agreement. All work under this Agreement must be
completed prior to the expiration of this Agreement.
3. COMPENSATION
The City agrees to pay Contractor in accordance with the fee schedule outlined in Exhibit A.
The total amount paid to the Contractor by the City may not exceed Eighteen Thousand Three
Hundred Twenty-Five and No/100 Dollars ($18,325.00) for the initial Term of this
Agreement. At no point can this contract exceed Fifty-Two Thousand Three Hundred
Twenty-Five and No/100 Dollars ($52,325.00) over its possible lifetime, without a written
amendment to this Agreement. Payments made to Contractor will be based upon the following
applicable terms:
A. Payment by City to Contractor for performance of services under this Agreement includes
all expenses incurred by Contractor, with the exception of expenses, if any, identified in
this Agreement as separately reimbursable.
B. Payment will be made in installments based on Contractor’s invoice, subject to the
approval of the City Manager, or designee, and not more frequently than monthly. Unless
otherwise agreed, payment will be made only for work actually completed as of the date
of invoice.
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C. Payment by City releases City from any further obligation for payment to Contractor for
services performed or expenses incurred as of the date of the invoice. Payment may not
be considered acceptance or approval of any work or waiver of any defects therein.
D. Contractor must make payments promptly, as due, to all persons supplying labor or
materials for the performance of the work provided for in this Agreement.
E. Contractor may not permit any lien or claim to be filed or prosecuted against the City on
any account of any labor or material furnished.
F. Contractor will pay to the Department of Revenue all sums withheld from employees
pursuant to ORS 316.167.
G. Contractor will pay all contributions or amounts due the Industrial Accident Fund from
the contractor or any subcontractor.
H. If Contractor fails, neglects, or refuses to make prompt payment of any claim for labor or
services furnished to Contractor or a subcontractor by any person as such claim becomes
due, City’s Finance Director may pay such claim and charge the amount of the payment
against funds due or to become due the Contractor. The payment of the claim in this
manner does not relieve Contractor or their surety from obligation with respect to any
unpaid claims.
I. Contractor will promptly, as due, make payment to any person, co-partnership,
association, or corporation, furnishing medical, surgical, and hospital care or other needed
care and attention, incident to sickness or injury, to the employees of Contractor, of all
sums that Contractor agrees to pay for the services and all moneys and sums that
Contractor collected or deducted from the wages of employees pursuant to any law,
contract, or agreement for the purpose of providing or paying for services.
J. Contractor and its employees, if any, are not active members of the Oregon Public
Employees Retirement System and are not employed for a total of 600 hours or more in
the calendar year by any public employer participating in the Retirement System.
K. Contractor must obtain, prior to the execution of any performance under this Agreement,
a City of Tigard Business License. The Tigard Business License is based on a calendar
year with a December 31st expiration date. New businesses operating in Tigard after June
30th of the current year will pay a pro-rated fee though the end of the calendar year.
L. The City certifies that sufficient funds are available and authorized for this Agreement
during the current fiscal year. Funding during future fiscal years is subject to budget
approval by Tigard’s City Council.
4. OWNERSHIP OF WORK PRODUCT
City is the owner of and is entitled to possession of any and all work products of Contractor
which result from this Agreement, including any computations, plans, correspondence, or
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pertinent data and information gathered by or computed by Contractor prior to termination
of this Agreement by Contractor or upon completion of the work pursuant to this Agreement.
5. ASSIGNMENT/DELEGATION
Neither party may assign, sublet or transfer any interest in or duty under this Agreement
without the written consent of the other and no assignment has any force or effect unless and
until the other party has consented. If City agrees to assignment of tasks to a subcontract,
Contractor is fully responsible for the acts or omissions of any subcontractors and of all
persons employed by them. Neither the approval by City of any subcontractor nor anything
contained herein creates any contractual relation between the subcontractor and City. The
provisions of this Agreement are binding upon and will inure to the benefit of the parties to
the Agreement and their respective successors and assigns.
6. STATUS OF CONTRACTOR AS INDEPENDENT CONTRACTOR
Contractor certifies that:
A. Contractor acknowledges that for all purposes related to this Agreement, Contractor is an
independent contractor as defined by ORS 670.600 and not an employee of City.
Contractor is not entitled to benefits of any kind to which an employee of City is entitled
and is solely responsible for all payments and taxes required by law. Furthermore, in the
event that Contractor is found by a court of law or any administrative agency to be an
employee of City for any purpose, City is entitled to offset compensation due, or to
demand repayment of any amounts paid to Contractor under the terms of this Agreement,
to the full extent of any benefits or other remuneration Contractor receives (from City or
third party) as a result of said finding and to the full extent of any payments that City is
required to make (to Contractor or to a third party) as a result of said finding.
B. Contractor is not an officer, employee, or agent of the City as those terms are used in ORS
30.265.
7. CONFLICT OF INTEREST
The undersigned Contractor hereby represents that no employee of the City, or any
partnership or corporation in which a City employee has an interest, has or will receive any
remuneration of any description from Contractor, either directly or indirectly, in connection
with the letting or performance of this Agreement, except as specifically declared in writing.
If this payment is to be charged against Federal funds, Contractor certifies that he/she is not
currently employed by the Federal Government and the amount charged does not exceed their
normal charge for the type of service provided.
8. INDEMNIFICATION
City has relied upon the professional ability and training of Contractor as a material
inducement to enter into this Agreement. Contractor represents that all of its work will be
performed in accordance with generally accepted professional practices and standards as well
as the requirements of applicable federal, state, and local laws, it being understood that
acceptance of a Contractor’s work by City will not operate as a waiver or release.
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The Contractor agrees to indemnify and defend the City, its officers, employees, agents, and
representatives (collectively, the "City Indemnitees") and hold them harmless from and against
any and all liability, causes of action, claims, losses, damages, judgments, or other costs or
expenses, including attorney's fees and witness costs (at both trial and appeal levels, whether
or not a trial or appeal ever takes place, including any hearing before federal or state
administrative agencies), that may be asserted by any person or entity which in any way arises
out of, during, or in connection with the performance of the work described in this contract
by the Contractor, except for liability arising out of the sole negligence of the City Indemnitees.
9. INSURANCE
Contractor and its subcontractors must maintain insurance acceptable to City in full force and
effect throughout the term of this contract. Such insurance must cover risks arising directly
or indirectly out of Contractor's activities or work hereunder, including the operations of its
subcontractors of any tier.
The policy or policies of insurance maintained by the Contractor must provide at least the
following limits and coverages:
A. Commercial General Liability Insurance
Contractor will obtain, at Contractor’s expense, and keep in effect during the term of this
contract, Comprehensive General Liability Insurance covering Bodily Injury and Property
Damage on an “occurrence” form (CG 2010 1185 or equivalent). This coverage must
include Contractual Liability insurance for the indemnity provided under this contract.
The following insurance will be carried:
Coverage Limit
General Aggregate
Products-Completed Operations Aggregate
Personal & Advertising Injury
Each Occurrence
B. Commercial Automobile Insurance
Not required. Driving is not included in the scope of work for this Agreement and the
City will not reimburse for any travel expenses.
C. Workers’ Compensation Insurance
The Contractor, its subcontractors, if any, and all employers providing work, labor, or
materials under this Contract that are subject employers under the Oregon Workers'
Compensation Law must comply with ORS 656.017, which requires them to provide
workers' compensation coverage that satisfies Oregon law for all their subject workers.
Out-of-state employers must provide Oregon workers' compensation coverage for their
workers who work at a single location within Oregon for more than 30 days in a calendar
year. Contractors who perform work without the assistance or labor of any employee
need not obtain workers’ compensation coverage. All non-exempt employers must
provide Employer's Liability Insurance with coverage limits of not less than $1,000,000
each accident.
$2,000,000
$2,000,000
$1,000,000
$1,000,000
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D. Additional Insured Provision
All required insurance policies, other than Workers’ Compensation and Professional
Liability, must name the City its officers, employees, agents, and representatives as
additional insureds with respect to this Agreement.
E. Insurance Carrier Rating
Coverages provided by the Contractor must be underwritten by an insurance company
deemed acceptable by the City. All policies of insurance must be written by companies
having an A.M. Best rating of "A-VII" or better, or equivalent. The City reserves the right
to reject all or any insurance carrier(s) with an unacceptable financial rating.
F. Self-Insurance
The City understands that some contractors may self-insure for business risks and the City
will consider whether such self-insurance is acceptable if it meets the minimum insurance
requirements for the type of coverage required. If Contractor is self-insured for
commercial general liability or automobile liability insurance, Contractor must provide
evidence of such self-insurance. Contractor must provide a Certificate of Insurance
showing evidence of the coverage amounts on a form acceptable to the City. The City
reserves the right in its sole discretion to determine whether self-insurance is adequate.
G. Certificates of Insurance
As evidence of the insurance coverage required by the contract, Contractor will furnish a
Certificate of Insurance to the City. No contract is effective until the required Certificates
of Insurance have been received and approved by the City. The certificate will specify and
document all provisions within this contract and include a copy of Additional Insured
Endorsement. A renewal certificate will be sent to the below address prior to coverage
expiration.
H. Primary Coverage Clarification
The parties agree that Contractor’s coverage is primary to the extent permitted by law.
The parties further agree that other insurance maintained by the City is excess and not
contributory insurance with the insurance required in this section.
I. Cross-Liability Clause
A cross-liability clause or separation of insureds clause will be included in all general
liability, professional liability, pollution, and errors and omissions policies required by this
Agreement.
A certificate in form satisfactory to the City certifying to the issuance of such insurance
will be forwarded to:
City of Tigard
Attn: Contracts and Purchasing Office
contractspurchasing@tigard-or.gov
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At the discretion of the City, a copy of each insurance policy, certified as a true copy by
an authorized representative of the issuing insurance company, may be required to be
forwarded to the above address.
Such policies or certificates must be delivered prior to commencement of the work. The
procuring of such required insurance will not be construed to limit Contractor’s liability
hereunder. Notwithstanding said insurance, Contractor is obligated for the total amount
of any damage, injury, or loss caused by negligence or neglect connected with this
Agreement.
10. METHOD & PLACE OF SUBMITTING NOTICE, BILLS AND PAYMENTS
All notices, bills and payments will be made in writing and may be given by personal delivery,
mail, email or by fax. Payments may be made by personal delivery, mail, or electronic transfer.
The following addresses will be used to transmit notices, bills, payments, and other
information:
CITY OF TIGARD TRUPP HR, INC.
Attn: Sabrina Hiatt Attn: Jean Roque
Address: 13125 SW Hall Blvd
Tigard, OR 97223
Address: 515 SW Saltzman Rd #3113
Portland, OR 97229
Phone: (503) 718-2767 Phone: (503) 828-0255 ext 101
Email: sabrina.hiatt@tigard-or.gov Email: jean.roque@trupphr.com
Notice will be deemed given upon deposit in the United States mail, postage prepaid, or when
so faxed, upon successful fax. In all other instances, notices, bills and payments will be deemed
given at the time of actual delivery. Changes may be made in the names and addresses of the
person to who notices, bills, and payments are to be given by giving written notice pursuant
to this paragraph.
11. SURVIVAL
The terms, conditions, representations, and warranties contained in this Agreement survive
the termination or expiration of this Agreement.
12. MERGER
This writing is intended both as a final expression of the Agreement between the parties with
respect to the included terms and as a complete and exclusive statement of the terms of the
Agreement. No modification of this Agreement will be effective unless and until it is made in
writing and signed by both parties.
13. TERMINATION WITHOUT CAUSE
At any time and without cause, City has the right in its sole discretion to terminate this
Agreement by giving notice to Contractor. If City terminates this Agreement pursuant to this
paragraph, City will pay Contractor for services rendered to the date of termination.
14. TERMINATION WITH CAUSE
A. City may terminate this Agreement effective upon delivery of written notice to Contractor,
or at such later date as may be established by City, under any of the following conditions:
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1) If City funding from federal, state, local, or other sources is not obtained and
continued at levels sufficient to allow for the purchase of the indicated quantity of
services. This Agreement may be modified to accommodate a reduction in funds.
2) If federal or state regulations or guidelines are modified, changed, or interpreted in
such a way that the services are no longer allowable or appropriate for purchase under
this Agreement.
3) If any license or certificate required by law or regulation to be held by Contractor, its
subcontractors, agents, and employees to provide the services required by this
Agreement is for any reason denied, revoked, or not renewed.
4) If Contractor becomes insolvent, if voluntary or involuntary petition in bankruptcy is
filed by or against Contractor, if a receiver or trustee is appointed for Contractor, or if
there is an assignment for the benefit of creditors of Contractor.
Any such termination of this agreement under paragraph (A) will be without prejudice to
any obligations or liabilities of either party already accrued prior to such termination.
B. City, by written notice of default (including breach of contract) to Contractor, may
terminate the whole or any part of this Agreement:
1) If Contractor fails to provide services called for by this Agreement within the time
specified, or
2) If Contractor fails to perform any of the other provisions of this Agreement, or fails
to pursue the work as to endanger performance of this Agreement in accordance with
its terms, and after receipt of written notice from City, fails to correct such failures
within ten (10) days or such other period as City may authorize.
The rights and remedies of City provided above related to defaults (including breach of
contract) by Contractor are not exclusive and are in addition to any other rights and
remedies provided by law or under this Agreement.
If City terminates this Agreement under paragraph (B), Contractor will be entitled to
receive as full payment for all services satisfactorily rendered and expenses incurred,
provided, that the City may deduct the amount of damages, if any, sustained by City due
to breach of contract by Contractor. Damages for breach of contract include those
allowed by Oregon law, reasonable and necessary attorney fees, and other costs of
litigation at trial and upon appeal.
15. ACCESS TO RECORDS
City will have access to such books, documents, papers and records of Contractor as are
directly pertinent to this Agreement for the purpose of making audit, examination, excerpts
and transcripts.
16. FORCE MAJEURE
Neither City nor Contractor will be considered in default because of any delays in completion
and responsibilities hereunder due to causes beyond the control and without fault or
negligence on the part of the parties so disenabled, including but not restricted to, an act of
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God or of a public enemy, civil unrest, volcano, earthquake, fire, flood, epidemic, quarantine
restriction, area-wide strike, freight embargo, unusually severe weather or delay of
subcontractor or supplies due to such cause; provided that the parties so disenabled will within
ten (10) days from the beginning of such delay, notify the other party in writing of the cause
of delay and its probable extent. Such notification will not be the basis for a claim for
additional compensation. Each party will, however, make all reasonable efforts to remove or
eliminate such a cause of delay or default and will, upon cessation of the cause, diligently
pursue performance of its obligation under the Agreement.
17. NON-WAIVER
The failure of City to insist upon or enforce strict performance by Contractor of any of the
terms of this Agreement or to exercise any rights hereunder should not be construed as a
waiver or relinquishment to any extent of its rights to assert or rely upon such terms or rights
on any future occasion.
18. HOURS OF LABOR, PAY EQUITY
In accordance with ORS 279B.235, the following are hereby incorporated in full by this
reference:
A. Contractor may not employ an individual for more than 10 hours in any one day, or 40
hours in any one week, except as provided by law. For contracts for personal services, as
defined in ORS 279A.055, Contractor must pay employees at least time and a half pay for
all overtime the employees work in excess of 40 hours in any one week, except for
employees who are excluded under ORS 653.010 to 653.261 or under 29 U.S.C. 201 to
209 from receiving overtime.
B. Contractor must give notice in writing to employees who work on a public contract, either
at the time of hire or before commencement of work on the contract, or by positing a
notice in a location frequented by employees, of the number of hours per day and days
per week that the employees may be required to work.
C. Contractor may not prohibit any of Contractor’s employees from discussing the
employee’s rate of wage, salary, benefits or other compensation with another employee or
another person and may not retaliate against an employee who discusses the employee’s
rate of wage, salary, benefits or other compensation with another employee or another
person.
D. Contractor must comply with the pay equity provisions in ORS 652.220. Compliance is a
material element of this Agreement and failure to comply will be deemed a breach that
entitles City to terminate this Agreement for cause.
19. NON-DISCRIMINATION
Contractor will comply with all federal, state, and local laws, codes, regulations, and ordinances
applicable to the provision of services under this Agreement, including, without limitation:
A. Title VI of the Civil Rights Act of 1964;
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B. Section V of the Rehabilitation Act of 1973;
C. The Americans with Disabilities Act of 1990, as amended by the ADA Amendments Act
(ADAAA) of 2008 (Pub L No 101- 336); and
D. ORS 659A.142, including all amendments of and regulations and administrative rules, and
all other applicable requirements of federal and state civil rights and rehabilitation statutes,
rules and regulations.
20. ERRORS
Contractor will perform such additional work as may be necessary to correct errors in the
work required under this Agreement without undue delays and without additional cost.
21. EXTRA (CHANGES) WORK
Only the City’s Project Manager for this Agreement may change or authorize additional work.
Failure of Contractor to secure authorization for extra work constitutes a waiver of all right to
adjust the contract price or contract time due to such unauthorized extra work and Contractor
will not be entitled to compensation for the performance of unauthorized work.
22. WARRANTIES
Contractor will guarantee work for a period of one year after the date of final acceptance of
the work by the owner. Contractor warrants that all practices and procedures, workmanship
and materials are the best available unless otherwise specified in the profession. Neither
acceptance of the work nor payment therefore relieves Contractor from liability under
warranties contained in or implied by this Agreement.
Any intellectual property rights delivered to the City under this Agreement and Contractor’s
services rendered in the performance of Contractor’s obligations under this Agreement, will
be provided to the City free and clear of any and all restrictions on or conditions of use,
transfer, modification, or assignment, and be free and clear of any and all liens, claims,
mortgages, security interests, liabilities, charges, and encumbrances of any kind.
23. ATTORNEY'S FEES
In the event an action, suit of proceeding, including appeal, is brought for failure to observe
any of the terms of this Agreement, each party is responsible for that party’s own attorney
fees, expenses, costs and disbursements for the action, suit, proceeding, or appeal.
24. CHOICE OF LAW, VENUE
The provisions of this Agreement are governed by Oregon law. Venue will be the State of
Oregon Circuit Court in Washington County or the U.S. District Court for Oregon, Portland.
25. COMPLIANCE WITH STATE AND FEDERAL LAWS/RULES
Contractor will comply with all applicable federal, state and local laws, rules and regulations
applicable to the work in this Agreement.
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26. CONFLICT BETWEEN TERMS
In the event of a conflict between the terms of this Agreement and Contractor’s proposal, this
Agreement will control. In the event of conflict between a provision in the main body of the
Agreement and a provision in the Exhibits, the provision in the main body of the Agreement will
control. In the event of an inconsistency between Exhibit A and Exhibit B, Exhibit A will
control.
27. AUDIT
Contractor will maintain records to assure conformance with the terms and conditions of this
Agreement and to assure adequate performance and accurate expenditures within the contract
period. Contractor agrees to permit City, the State of Oregon, the federal government, or
their duly authorized representatives to audit all records pertaining to this Agreement to assure
the accurate expenditure of funds.
28. SEVERABILITY
In the event any provision or portion of this Agreement is held to be unenforceable or invalid
by any court of competent jurisdiction, the validity of the remaining terms and provisions will
not be impaired unless the illegal or unenforceable provision affects a significant right or
responsibility, in which case the adversely affected party may request renegotiation of the
Agreement and, if negotiations fail, may terminate the Agreement.
29. COMPLIANCE WITH TAX LAWS
Contractor represents and warrants that Contractor is, to the best of the undersigned’s
knowledge, not in violation of any Oregon tax laws including but not limited to ORS 305.620
and ORS Chapters 316, 317, and 318. Contractor’s failure to comply with the tax laws of this
state or a political subdivision of this state before the Contractor executed this Agreement or
during the term of this Agreement is a default for which the City may terminate this Agreement
and seek damages and other relief available under the terms of this Agreement or applicable
law.
IN WITNESS WHEREOF, City and Contractor have caused this Agreement to be executed by their
duly authorized officials.
CITY OF TIGARD TRUPP HR, INC.
By: __________________________________
By: __________________________________
Name: _______________________________
Name:
Title: ________________________________
Title:
Date: ________________________________
Date: ________________________________
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7/15/2024
CEO/President
Jean Roque
City Manager
Steve Rymer
8/5/2024
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EXHIBIT A
SERVICES TO BE PROVIDED
INTRODUCTION
Currently, the City’s Leave of Absence process is managed internally by the City’s Human Resources
team. However, recently workload has shifted to supporting new ERP processes that will align tasks
differently throughout the organization. In addition, there has been an increase in other HR tasks
such as recruitment and retention strategies, which include re-writing job descriptions, internal
policies, and procedures. As the City grows, ensuring team members are supported before, during,
and after leave of absences is vital to the team member experience, as well as confirming regulatory
requirements are met. With the introduction of Paid Leave Oregon, which is complex and fluid, along
with the increased workload that a growing city incurs, a need has arisen to have our leaves managed
by a leave administration organization.
SCOPE OF WORK
Contractor will support the management of leaves of absence to ensure a positive internal customer
(City employees) experience and regulatory tracking and compliance.
Ongoing Leave Administration
Contractor will complete employee intake on potential leaves; provide guidance on required
documentation; communicate with the employee their eligibility status based on length of employment
and hours worked at the City; support employee questions during leave; provide tracking for the City
on which employees are on a leave; and follow-up with employees to ensure they return from leave
timely and with the proper documentation.
Contractor will establish a workflow determining whether employees on a Workers Comp claim will
be eligible for other protected leave (such as FMLA, OFLA, PLO, etc), including documenting the
City’s role in collecting appropriate documentation.
Contractor will provide a web portal that will allow the city to monitor leave status, generate reports
for leave cases, and see the status of open leaves.
Contractor will communicate with City if an employee’s leave of absence request is denied and will
explain the reason for denying the request while maintaining appropriate levels of confidentiality. In
addition, if an employee is voicing concerns with the leave management process, the Contractor will
alert the City’s Human Resources team regarding the concern.
Contractor will maintain all data confidentiality requirements, including meeting Health Insurance
Portability and Accountability Act (HIPAA) guidelines and standards at all times.
Contractor will partner with the city at a minimum of once per year to assess opportunities for
improvement and service alignment.
Project Implementation, Integration, and Onboarding
Contractor will conduct an assessment to determine current practices and establish priorities for the
implementation process. This will include reviewing current City policies related to protected leave.
On an ongoing basis, Contractor will monitor changes to federal, state, or local law and recommend
leave policy updates to the City with the goal of ensuring the City adheres to guidelines. Contractor
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will communicate any changes to leave laws to the City to facilitate proactive policy update.
During integration, Contractor will deliver training to the Human Resources team and selected
management staff as necessary. This training will include a demonstration of the online platform from
an employer and employee view, establish workflows, and provide management training
documentation and resources. Contractor will work closely with the City’s Human Resources team
to support in the transition and implementation, including providing a point of contact if there are
concerns or roadblocks during the integration and implementation. The City expects support with
resolution within 24 business hours of notice of issue.
During the onboard phase, Contractor will establish a communications plan to introduce services to
the employee groups. This will include reference documents to share with employees that will guide
them through the leave request process. Contractor will provide a schedule of meetings in advance
of kick-off to ensure all appropriate stakeholders are available to attend.
Contractor and City will mutually create a standard operating process for how employees
communicate leave requests with the Contractor, as well as options for when the employee does not
want to communicate directly with Contractor. This will include the process for raising concerns or
reporting issues with customer service, from an employee standpoint as well as if the City wants to
raise a concern on behalf of the employee. The City expects support with acknowledgement of team
member concerns within 4 business hours and resolution within 24 business hours of notification of
concern.
Contractor will communicate their document retention strategy to the city. If retention guidelines and
record keeping standards do not align with the City’s required documentation retention, the
Contractor and the City will mutually create a standard operating process for sending documents and
records to the City for retention.
SCHEDULE MILESTONES
Contractor will establish an onboarding start date within 10 business days of contract
execution.
Integration and implementation of the leave management program will be complete within 6
weeks of the start date.
In the first week of onboarding, Contractor will establish a schedule for the project that will
outline meeting expectations, estimated time investment outside of meetings, and provide a
point of contact for issues that arise during the project.
Contractor will complete a policy review and provide insight and suggestions on possible
changes to policies based on legal requirements within 3 weeks of the start date.
Contractor and City will mutually create a standard operating process for how employees
communicate with the Contractor, as well as options for when the employee does not want to
communicate directly with Contractor within 4 weeks of the start date.
Contractor will ensure the City’s Human Resources and manager training is complete and
knowledge level is adequate to support employees within 4 weeks of the start date.
Contractor will advise on a communication plan to City employees and ensure completion
within 4 weeks of the start date.
Docusign Envelope ID: F6457B54-1FCA-4615-B10C-FC0658DB9284
13 | P a g e
Leave of Absence Management 32400048
City will validate payroll reporting is accurate and usable within 3 weeks of the start date.
COST/RATE ESTIMATES
Year 1: Not to Exceed $18,325
Monthly fees: $3.50 Per Employee/Per Month
Set up Fees: First Month’s total PEPM
Year 2-3 (If extended): Not to Exceed $17,000
Monthly fees: $3.50 Per Employee/Per Month
Docusign Envelope ID: F6457B54-1FCA-4615-B10C-FC0658DB9284
APRIL 22, 2024
LEAVE ADMINISTRATION OUTSOURCING PROPOSAL
PREPARED BY
Kylie Artz
PRESENTED TO
City of Tigard
EXHIBIT B
CONTRACTOR'S
PROPOSAL
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A BIT ABOUT TRÜPP
100%
WOMEN-OWNED BUSINESS
Ranked in OR and SW Washington’s Top 50 Women-Owned Businesses.
COMMITTED TO OUR CORE VALUES
Our five core values are woven tightly into the fabric of Trüpp.
SERVING CLIENTS IN ALL 50 STATES
Experts in multi-state compliance and navigating state and local laws.
PURPOSE DRIVEN
Help our clients’ businesses to thrive by offloading and augmenting HR functions.
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Leave Administration Services
The following is a description of the leave administration process and activities. As part of the implementation process,
Trüpp will establish a process map specific to your business, including defined hand-offs/dependencies. Our dedicated
leave administration team will provide a consultative and thorough review of your current leave policies, provide expert
recommendations, and come together to implement a best-in-class leave service tailored specifically for your
organization. Trüpp will also provide training for managers and HR staff who are interacting with leave -taking
employees to educate them on leave policies and best practices. Leave administration activities will need to operate in
compliance with current, relevant leave laws, such as:
◦ Family and Medical Leave Act (FMLA)
◦ State and Local Family Leave Laws
◦ Employer Sponsored Leaves
◦ Employer Approved Personal Leaves
◦ Military leave
◦ Jury duty leave
◦ Emergency responder leave
◦ Domestic violence leave
Leave Administration Steps
While the process will be further refined based on the unique client needs, below are typical steps of the leave
administration process.
Determine Eligibility. Once Trüpp has been notified of an employee who may need to take a protected leave, they will
be assigned a leave specialist who will work with them and their supervisor throughout the entire process ensuring clear
and consistent communication. After notification, Trüpp will first assess whether the employee meets eligibility
requirements. Once eligibility has been determined and within 5 days of leave request, Trüpp will send the employee a
Notice of Eligibility and Rights & Responsibility, which states eligibility status and, if applicable, ineligibility reason(s).
If the employee is eligible to take a protected leave, the employee will also be asked to have their medical provider
complete a medical certification, if applicable, within 15 days of receiving the Notice of Eligibility and Rights &
Responsibility. Typically, certification is not required for employees needing to take parental leave.
Leave Approval + Monitoring. Once Trüpp has received the certification from the employee, Trüpp verifies the
certification contains all of the necessary information to determine if the need for leave is for a qualifying reason and
the amount of time off that will be required. Within 5 days of receiving complete certification information, Trüpp
prepares and provides the employee with a Designation Notice. This notice provides the employee details regarding
time off parameters, benefits impact (i.e., medical premium payments), time tracking and other details. Internal payroll
and benefit teams are also notified following the approval of the leave.
While our dedicated leave specialist is available to employees throughout the duration of the leave, we commit to
contacting the employee to check in at the mid-point of their leave of absence. The employee will be responsible for
reporting intermittent leave usage to Trüpp along with updates on length of leave. The employee will need to make
sure leave utilization is provided to Trüpp, which is submitted through Trüpp’s customized web portal.
If an employee’s certification expires and the employee needs an extension or the need for leave has changed, Trüpp
will request that the employee complete a recertification. In cases where an intermittent leave has no defined end
date, Trüpp will request recertification from the employee periodically (i.e., every six months).
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Return to Work. Approximately two weeks before the leave expires, Trüpp will notify the employee of when their leave
is ending and will remind the employee of any fitness for duty requirements that need to be met. The leave specialist
will also confirm the return-to-work date with the client. This is also the time that Trüpp will communicate with the
employee to see if there are any potential accommodations that need to be considered.
ADA Interactive Process. If it is determined that an accommodation may be needed, Trüpp will request the employee to
have their medical provider complete an ADA medical certification. Once the certification is received, Trüpp will meet
with the employee to conduct the interactive process to gather sufficient information from the employee to provide
recommendation to the employer regarding if and what accommodation(s) may be reasonable for the employer to
provide. Trüpp will then provide its recommendations to the employer and, following the employer’s review and
decision, communicate to the employee the outcome of the interactive process.
Leave Administration Tracking + Reporting
Leave Notification and Updates. Employees and managers can utilize Trüpp’s web portal to submit leave requests and
documentation, monitor status of employee leaves, and generate reports on all employee leave cases . Employers are
provided with a leave administration link that can be easily embedded in your HRIS, your company intranet, or in a
company-wide communication to your employees.
Is your workforce primarily in the field without access to a company computer? No problem! Trüpp also provides the
ability to handle all leave activities through a dedicated leave hotline. Leave requests are acknowledged within four
hours (of a standard business day) and a leave submission automatically triggers a Trüpp representative to act. Leave-
related communications and notes are also tracked—maintaining a secure and confidential record of activities.
Leave Status Tracking. Want to know who is on leave and what their leave status is? Trüpp has you covered with real-
time access to a dashboard containing the current status of each of your organization’s open leaves. You’ll be able to
view each employee’s specific type of leave, where they are in the leave process, how much leave time they have
available, and which dedicated Trüpp advisor is working with them. Trüpp will also provide detailed electronic
documentation of leave history for record keeping.
Below are some screen captures of Stiira, Trupp’s leave administration software. Details of information tracked, and
dashboard capabilities can be further shared as a live demo.
Leave Reporting. To help your organization understand leave utilization and identify opportunities for decreasing leave
length/occurrences, Trüpp provides helpful reports of leave administration activities that can be utilized for workforce
planning and employee forecasting. Examples of standard reporting metrics include:
◦ Percentage of workforce on leave
◦ Average leave duration
◦ Types of leave taken
◦ Reasons for leave
◦ Number of leave requests including number of approvals & denials
◦ Historical/Closed leave data
◦ ADA/Accommodation instances
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Employee Leave Submissions and Status
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TRÜPP’S PROVEN PROCESS
DISCOVER ONBOARD
During the exploratory stage, we focus on:
◦ Understanding how your leave function is currently
being supported
◦ Learning how we can best support your business
objectives, management, and workforce
◦ Identifying areas that may impact transition of services
◦ Determining which aspects of our service offering or
expertise align with your needs
◦ Providing an explanation of services and pricing
DELIVERABLES:
◦ Proposal of services and service agreement
Once we have an agreement in place, the next steps include:
◦ Conducting series of project kick-off and onboarding
meetings
◦ Establishing plan for implementation of services
◦ Receiving client information needed for transitioning
ownership of leave activities
◦ Establishing a communication plan to introduce Trüpp to
your team
DELIVERABLES:
◦ Client onboarding meetings and transition plan
◦ Communication plan
INTEGRATE MAINTAIN
Once onboarding activities are complete, Trüpp initiates:
◦ Conducting an assessment to establish a baseline and
identify priorities
◦ Establishing an initial work plan with agreed upon
priorities
◦ Handing off current leaves and associated information to
Trüpp, if needed
◦ Introducing staff to their resources at Trüpp
◦ Educating managers on how to leverage Trüpp
DELIVERABLES:
◦ Initial work plan
◦ Manager training
To ensure priorities maintain alignment with your business,
Trüpp will provide:
◦ Recommended leave policy updates when necessary to
adhere with federal, state, or local leave guidelines
◦ Communication updates to employees and managers
with leave policy changes
◦ Access to leave tracking and reporting data
◦ Annual service review to reflect on past year, assess
opportunities for improvement and service alignment,
and update service agreement, if needed
DELIVERABLES:
◦ Policy & Compliance communication updates
◦ Annual service review
◦ Service agreement updates
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MAINTAINING CONFIDENTIALITY
As a provider of outsourced HR services, Trüpp embraces the responsibility of maintaining sensitive and confidential
data for its clients. Below is a listing of the technology and practices Trüpp has put in place to maintain the
confidentiality of sensitive data.
M365 Business Premium with Advanced Threat Protection
• Microsoft 365 Business Premium includes Office 365 Advanced Threat Protection (ATP), a cloud -based email
filtering service that protects from malware, ransomware, harmful links, and more. ATP Safe Links protects from
malicious URLs in email or Office documents. ATP Safe Attachments protects from malware and viruses
attached to messages or documents.
• Multi-factor authentication (MFA), or two-step verification, requires you to present a second form of
authentication, such as a verification code, to confirm your identity before you can access resources.
• HIPAA & SOC 2 Compliant
• O365 Email encryption
Stiira Leave Administration Software
• 2-Factor Authentication
• Secure data management and backup through Microsoft Azure
• Audit trail tracking for historical records
• Controlled access to sensitive information-based system “role” assignment
Proofpoint Spam Filter
• Proofpoint Advanced BEC Defense powered by NexusAI is designed to stop a wide variety of email fraud
• HIPAA & SOC 2 Compliant
Microsoft Azure Cloud-Based Server
• Group Policy for complex passwords and set to expire every 90 days
• Multi-factor Authentication protected with complex password access
• SOC 2 Compliant
Dropbox File Storage
• Multi-factor Authentication protected with complex password access
• https://www.dropbox.com/business/trust
• SOC1, 2 and 3 compliant
Laptop Encryption
• Bitlocker Sophos endpoint hard drive encryption
• Separate password than laptop access required
Datto Malware Protection
• Datto agents detect malware and isolate it from the rest of the system/network
Webroot Antivirus Protection
• Multi-vector protection for endpoints and networks, as well as cloud-based threat intelligence services.
• Real-time endpoint, software, and web shield.
• Firewall
• Active threat detection
PII Protect for User Education
• Team engages in user education modules and quizzes on cyber security and awareness
• Phishing simulations sent to our team to test security levels
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PRICING
Leave Administration Services Cost1
Leave Administration Services
Administration and overall management of the employee leave
process with defined points of communication, roles and
responsibilities, and process map.
MONTHLY FEES2
• $1,400 per month
• $195 /hour for ADA Accommodation Requests/Interactive
Process (Optional)
SET UP FEES
• One-time Setup Fee*:
Equal to monthly fee amount, plus $125 for each of the
following states: CA, CO, CT, DC, FL (Miami Dade County),
HI, ME, MA, NJ, NY, OR, RI, VT, WA, WI.
*Additional setup fees may be required for multiple
business entities that require separate setup.
• Transferring Open Leaves (Optional)3:
o $95 per open leave
• INTEGRATIONS WITH PAYROLL/HRIS
o Additional integration fees may apply
Standard HR Consulting Services
Out of scope services, as requested and approved by the client.
$175 per hour
Expert HR Consulting Services
Out of scope services, as requested and approved by the client.
$195 per hour
1 Services do not include travel or legal counsel. Intermittent leave tracking based on employee self-reporting.
2 Monthly flat rate pricing based on approximately 400 employees.
3 Pricing based on the client providing existing leave data in a spreadsheet template provided by Trüpp.
Docusign Envelope ID: F6457B54-1FCA-4615-B10C-FC0658DB9284