City of Moline, IL Request for Proposal Employee Wellness Program for the City of Moline, Illinois Issue date: June 13, 2014 Closing date and time: A complete copy of the sealed proposal must be received by 12:00 PM on July 10, 2014. Closing location: Human Resources City of Moline 619 16 th Street Moline, IL 61265 Contact person: Alison Fleming, Human Resources Manager Human Resources City of Moline 619 16 th Street Moline, IL 61265 Phone: (309) 524-2068
City of Moline, Illinois Request for Proposals Employee Wellness Program The City of Moline is soliciting proposals for a company to develop and maintain a comprehensive wellness program for City employees, retirees and their spouses, in accordance with all requirements stated herein. The following terms will apply to this Request for Proposal and to any subsequent c ontract. Submission of a proposal in response to this Request for Proposal indicates acceptance of all the following terms. Proposals are to be sealed, marked with the respondent s name and clearly marked on the front as follows: Employee Wellness Program - Request for Proposals Interested firms are asked to submit their proposals by July 10, 2014, 12:00 p.m. Central Time. Only proposals that are received prior to the proposal s due time and contained in a sealed envelope will be considered. Two (2) copies of the proposal should be included. Proposals must not be sent by facsimile or e-mail. It is the responsibility of the Proposer to deliver the proposal on or before the due time. The City of Moline accepts no responsibility for the premature opening of envelopes that are not properly marked. The City of Moline reserves the right to consider responses that have been determined by the City of Moline to be received late due to mishandling by the City of Moline. Proposals should be sent to: City of Moline Alison Fleming Human Resources Manager 619 16 th Street Moline, IL 61265 Attached hereto are the general conditions, standard inst ructions and proposal specifications. All inquiries con cerning this RFP should be made to Alison Fleming via email at afleming @moline.il.us. Information obtained from any other source is not official and should not be relied upon. Page 2 of 15
Request for Proposal Process Scope of the Proposal It is the intent of the City of Moline to enter into an agreement with a vendor to develop and maintain a comprehensive wellness program for a three (3) year period, with the option to renew annually for up to three (3) years, provided that the City reserves the right to terminate and/or replace a relationship with any vendor at the sole discretion of the City within sixty (60) days of notification to the vendor. The first year of the contract would have an anticipated start date of September 1, 2014, subject to change, with a renewal date of September 1 each year thereafter. Request for Proposals for this program may be requested at any time should the services or costs become unacceptable or unwarranted. Eligibility Proposals will not be evaluated if the Bidder s current or past corporate or other interests may, in the City of Moline s opinion, give rise to a conflict of interest in connection with this project. The City of Moline reserves the right to request the Bidder to file a statement that no City of Moline official or employee has an interest in the proposal for purchase. Evaluation Committee Evaluation of proposals will be by a committee formed by the City of Moline consisting of the Human Resources Manager, Benefits Coordinator and the City s Health Benefits Consultant. The City may, at any time, add additional members to this committee. Evaluation and Selection The evaluation committee will check proposals against the mandatory criteria. Proposals not meeting all mandatory criteria will be rejected without further consideration. Proposals that meet all the mandatory criteria will then be assessed against the desirable criteria. It is the intent of the City of Moline to enter into a Contract with the Bidder whose proposal is determined to be the most advantageous to the City and in the City s best interest. Negotiation Delay If a written c ontract cannot be negotiated within fifteen days of notification of the successful Bidder, the City of Moline may, at its sole discretion at any time thereafter, terminate negotiations with that Bidder and either negotiate a c ontract with the next qualified Bidder or choose to terminate the Request for Proposal process and not enter into a contract with any of the Bidders. Estimated Time-Frames The following timetable outlines the anticipated schedule for the Request for Proposal and contract process. The timing and the sequence of events resulting from this Request for Proposal may vary and shall ultimately be determined by the City of Moline. Event Anticipated Date Request for Proposal issued June 13, 2014 Request for Proposal response deadline July 10, 2014 Interviews with Vendors conducted, if necessary Week of July 28, 2014 Proposal Evaluation completed Week of August 4, 2014 Service Delivery begins On or around September 1, 2014 Page 3 of 15
Proposal Preparation Cover Letter The Bidder should ensure its proposal includes a letter or statement(s) substantially similar in content to the sample Proposal Cover Letter provided in Appendix A. Electronic versions of this form may be requested in writing via email from the aforementioned contact in Human Resources. EEO Policy Statement Bidders are required to fill out, sign and return the attached Statement of Equal Employment Opportunity Policy, Appendix B. By signing and returning the Statement of Policy, the Bidder certifies compliance with Equal Employment Opportunity law. Certification Bidders are required to fill out, sign and return the attached Certification, Appendix C. By signing and returning the Certification, the undersigned individual certifies that the Bidder is not barred from bidding on this contract as a result of a violation or either 720 ILCS 5/33e-3 or 720 ILCS 5/33e-4 bid-rigging or bid-rotating. Receipt Confirmation Form Bidders are advised to fill out and return the attached Receipt Confirmation Form, Appendix D. All subsequent information regarding this Request for Proposal, including changes made to this document will be directed only to those Bidders who have return ed the form. Subsequent information will be distributed by the method authorized on the Receipt Confirmation Form. Signed Proposals The proposal must be signed by a person authorized to sign on behalf of the Bidder and to bind the Bidder to statements made in response to this Request for Proposal. Irrevocability of Proposals By submission of a clear and detailed written notice, the Bidder may amend or withdraw its proposal prior to the closing date and time. Upon closing time, all proposals become irrevocable. By submission of a proposal, the Bidder agrees that should its proposal be successful the Bidder will enter into a Contract with the City of Moline. Changes to Proposal Wording The Bidder will not change the wording of its proposal after closing and no words or comments will be added to the proposal unless requested by the City of Moline for purposes of clarification. Bidders Expenses Bidders are solely responsible for their own expenses in preparing a proposal and for subsequent negotiations with the City of Moline, if any. The City of Moline reserves the right to reject any and all bids and to waive all formality as the City sees fit. If the City of Moline elects to reject all proposals, the City of Moline will not be liable to any Bidder for any claims, whether for costs or damages incurred by the Bidder in preparing the proposal, loss of anticipated profi t in connection with any final c ontract, or any other matter whatsoever. Limitation of Damages Further to the preceding paragraph, the Bidder, by submitting a proposal, agrees that it will not claim damages, for wh atever reason, relating to the c ontract or in respect of the competitive process, in excess of an amount equivalent to the reasonable costs incurred by the Bidder in preparing its proposal and the Bidder, by submitting a proposal, waives any claim for loss of profits if no agreement is made with the Bidder. Page 4 of 15
Firm Pricing Pric es will be firm for the entire c ontract period, unless this Request for Proposal specifically states otherwise. Completeness of Proposal By submission of a proposal, the Bidder warrants that, if this Request for Proposal is to design, create or provide a system or manage a program, all components required to run t he system or manage the program have been identified in the proposal or will be provided by the Bidder at no charge. Acceptance of Proposals This Request for Proposal should not be construed as an agreement to purchase goods or services. The City of Molin e is not bound to enter into a c ontract with the Bidder who submits the lowest priced proposal or with any Bidder. Proposals will be assessed in light of the evaluation criteria. The City of Moline will be under no obligation to receive further information, whether written or oral, from any Bidder. Neither acceptance of a proposal nor execution of a c ontract will constitute approval of any activity or development contemplated in any proposal that requires any approval, permit or license pursuant to any federal, state, regional, district or municipal ordinance, regulation or by-law. Definition of Contract Notice in writing to a Bidder that it has been identified as the successful Bidder and the subseque nt full execution of a written c ontract will c onstitute a c ontract for the goods or services, and no Bidder will acquire any legal or equitable rights or privileges relative to the goods or services until the occurrence of both such events; legal obligations or duties specified herein shall be created upon all Bidders by submission of a proposal in response to this Request for Proposal, however. Form of Contract By submission of a proposal, the Bidder agrees that, should it be identified as the successful Bidder, it is willing to enter into a contract with the City of Moline. Liability for Errors While the City of Moline has used considerable efforts to ensure an accurate representation of information in this Request for Proposal, the information contained in this Request for Proposal is supplied solely as a guideline for Bidders. The information is not guaranteed or warranted to be accurate by the City of Moline, nor is it necessarily comprehensive or exhaustive. Nothing in this Request for Proposal is intended to relieve Bidders from forming their own opinions and conclusions with respect to the matters addressed in this Request for Proposal. Modification of Terms The City of Moline reserves the right to modify the terms of this Request for Proposal at any time at their sole discretion. This includes the right to cancel this Request for Proposal at any time prior to entering into a contract with the successful Bidder. Ownership of Proposals All documents, including proposals, submitted to the City of Moline become the property of the City of Moline. They will be received and held in confidence by the City of Moline, subject to the provisions of the Freedom of Information and Protection of Privacy Act. Use of Request for Proposal This document, or any portion thereof, may not be used for any purpose other than the submission of proposals. Page 5 of 15
Confidentiality of Information Information pertaining to the City of Moline obtained by the Bidder as a result of participation in this project is confidential and must not be disclosed without written authorization from the City of Moline. Proposal Deliverable Details and Requirements The City of Moline is comprised of the following departments: Executive (City Administrator) Finance Fire Human Resources Information Technology Law Library Parks and Recreation Planning and Economic Development Police Public Works The City s health plan is currently self-insur ed and the third party administrator ( TPA ) used is UnitedHealthcare. The City also has a full-time, on-staff, occupation al health nurse that currently provides wellness services to employees on an as- requested basis. The City has an active Employee Benefits Committee, comprised of representatives of all the collective bargaining units, administratio n and non-bargained employees that may participate in the RFP process. The City has Labor Agreements with the following unions: AFSCME FOP IAFF UAW (Library) Employees, retirees under 65 years of age and their spouses will be eligible to participate in the wellness program. The City currently has 370 active employees, 108 retirees under 65 and 250 spouses of employees and retirees. Dependents other than spouses will not be eligible to participate in the City s wellness program. The wellness program will not be mandatory; however, eligible health plan members will receive a premium discount for participating. Mandatory Criteria Health Risk Assessments Proposal shall include process to administer health risk assessments and bio-metric screens. The City expects that the health risk assessments include a paper or online option, as well as details on how the process will be managed. Bio-Metric Screens The City expects that the bio-metric screens will be performed on-site at multiple City of Moline locations and at various times to accommodate the various work schedules of City employees, retirees and their spouses. Health Coaching Proposal shall include information on health coaching and education for employees deemed at-risk based on the results of the HRAs and bio-metric screens. Wellness Program Content Proposal shall include how the vendor intends to engage those deemed not at risk throughout the year and on an on-going basis. Page 6 of 15
Web-Based Tools and Customization Proposal shall include a brief description of your web- based wellness content, capabilities and functionality and the City s ability to customize. Please provide information for a web based demo. Data and Reporting Proposal shall include information on the standard and customizable reports available to both the City and program participants, as well as how the vendor will assist the City in best utilizing the data. Confidentiality and Privacy Proposal shall include the vendor s policy and procedures on confidentiality and privacy, as well its compliance with HIPAA and GINA. Communications Proposal shall include a description of how your organization would develop and implement an ongoing communication strategy for your HRA, screening programs and year-long comprehensive wellness program. Please include how that would incorporate other current City initiatives. This should include all aspects of communication, target audiences, staff and management. Implementation, Staffing and Account Management Proposal shall include an implementation plan specific to City with details regarding critical tasks, time frames and resources. Please also describe the level of account management support dedicated to the City. Pricing and Insurance Proposal shall include p ayment terms for any and all plans and options included in your response. The City of Moline would prefer to make monthly or quarterly payments. All vendors will be required to provide evidence of at least $1,000,000 per occurrence and $2,000,000 aggregate of General Liability and Professional Liability Insurance, naming the City of Moline as an additional insured, prior to award of business. Contract A sample contract should be included with each proposal. Desirable Criteria Upon meeting the Mandatory Criteria, Request for Proposal will be assessed against the following: Company Overview Proposal shall include general company information and background, including years of experience providing wellness services, organizational structure and financial status and company mission. References Proposal shall include the number of clients you service by size, including the number of public entities. Proposal shall also include three references, including names, titles and phone numbers, number of employees participating in the screening services, service/programs delivered and length of service relationship. Proposal Content and Evaluation Criteria In order to receive full consideration during evaluation, proposals must include responses to mandatory criteria outlined the Proposal Deliverable Details and Requirements section, as well as answers to the following questions and requests. Only the information provided with the proposal and clarifications provided in writing, and the Bidder s written Best and Final Offer, are used in the evaluation process and award determination. Page 7 of 15
A. Health Risk Assessments (HRA) 1. Describe the health risk assessment tool your organization offers. Please provide samples of the HRA, including (1) questionnaire, (2) individual results, and (3) client report, as well as a URL and password for a web-based HRA demo. 2. When was the last time your HRA was updated in response to current research? 3. List the types of biometric and lifestyle health risks your HRA assesses. 4. What reading level is required to complete your HRA? 5. Respond to the following questions with regard to the HRA questionnaire and results: a. When is the questionnaire completed? b. Are paper and web-based options available? c. Average time to complete questionnaire (in minutes). d. Is your HRA questionnaire compliant with GINA, HIPAA and other applicable legislation? e. How and when are results communicated? f. Are health improvement recommendations made, with priorities and actions steps provided? g. Can an employee track progress, specifically with side-by-side comparisons? B. Biometric Screening 1. Does your organization have the ability to provide biometric screenings? If yes, please describe the following: a. All types of biometric testing available (i.e., blood glucose, blood pressure, etc.) b. Method of collecting blood samples c. Time allotted for each screening d. Level of scheduling coordination with participants e. Staffing levels and strategy f. Lab quality assurance g. HIPAA security processes 2. Please indicate whether this service is provided directly or subcontracted by a third party partner. If subcontractors are used, please provide your strategy for ensuring proficiency, adherence and confidence in understanding the client s culture and health screening needs. 3. Can you perform biometrics testing on-site at City of Moline locations? If yes, please respond to the following with regard to on-site testing: a. What is the minimum number of participants? b. Can screenings be scheduled for weekends and before/after normal work schedules? c. Detail any additional costs for multiple on-site locations and for varied schedules. 4. Can biometric values from other vendors be uploaded into your database and integrated into the wellness assessment? 5. Can you provide same day results in order to identify risks real-time while you have the employee s attention? Page 8 of 15
6. Are screenings available nationwide? C. Health Coaching 1. How long have you been providing health coaching services? 2. Please indicate whether this service is provided directly or subcontracted by a third party partner. If subcontractors are used, please provide your strategy for ensuring proficiency, adherence and confidence in understanding the client s culture and health screening needs. 3. What type of risks are addressed during health coaching, i.e. tobacco and alcohol use, cholesterol, obesity, etc. and what parameters determine participation? 4. Describe your process for engaging participants. 5. How does your staff motivate participants to change their unhealthy lifestyle issues? What is your company s experience impacting individuals who are non-movers (people categorized as at-risk who aren t currently active)? 6. Discuss the qualifications of your staff that perform the actual health coaching services. 7. Provide samples of the educational materials used for health coaching. D. Wellness Program Content 1. In your company s experience, what elements are essential for a successful wellness program? 2. Describe your strategy (include specific program components) for continually engaging the participant and the organization over a 12 month period? Include a strategy to address those with and without computer access. 3. Describe your capabilities to integrate spouses into wellness programming. 4. What proactive measures do you take to influence the personal health of members who are not identified as at risk or disease management candidates? 5. Please describe any newsletters that you offer, including frequency, format, and costs. 6. Do you offer in-house training or seminar kits for employers to use to conduct in-house training? Please describe. If so, at what cost? E. Web-Based Tools and Customization 1. Who is the provider of your web-based health information? How is content created to ensure accuracy and appropriateness? 2. Can you provide targeted online communications based on demographics, interests and medical conditions? How do you notify/alert the member with this information? 3. How do you support members who do not have internet access with personal health improvement programs and/or health libraries? 4. Do you offer customizable online surveys? 5. Is access to programs and materials, including those provided by a third party, accessible via a single sign on? F. Data and Reporting 1. What types of reports can you provide to the employer and the participant, and how often are these reports produced? Can reports be produced more frequently than the standard and if so, is there an additional fee? 2. Can client reports be customized? If yes, what are the customization options and the cost impact of the customization? Page 9 of 15
3. Can client reports be generated by demographic, i.e. gender, department, etc.? If so, please provide examples. 4. Do you provide an online resource center for the City to access? If so, can the City create reports from that website? 5. Are you able to measure ROI for the program? If so, please describe the method of measure used. 6. Is all data owned by the customer with the ability to retain data in the event of termination? 7. Provide samples of individual and employer reports. 8. Can data be transferred to the current Third Party Administrator (TPA) and if so, is there a cost for this service? 9. Do you offer an incentive management tool within your program to assist the City in tracking and recording of incentives? G. Confidentiality and Privacy 1. Describe your policy relative to sharing, selling, or otherwise utilizing member usage and other member data. 2. How is confidentiality assured and what kind of HIPAA-compliant security measures do you have in place? 3. What practices do you have in place to protect the confidentiality of individual information when electronically transferring or storing information? H. Communications 1. What innovative ways have you used technology to replace traditional, more costly communication methods? 2. Detail how your communication materials can be customized. I. Implementation, Staffing and Account Management 1. What is the ratio of account manager to client among your client book of business? J. Company Overview 1. Is wellness promotion your main line of business? 2. Describe qualifications, services or other information that sets you apart from other employee wellness program vendors in the industry. Page 10 of 15
Appendix A: Proposal Cover Letter Letterhead or Proposer s name and address Date Alison Fleming Human Resources Manager City of Moline 619-16 th Street Moline, IL 61265 Subject: Employee Wellness Program - Request for Proposals Dear Alison: The enclosed proposal is submitted in response to the above-referenced Request for Proposal. Thro ugh submission of this proposal, we agree to all of the terms and conditions of the Request for Proposal. We have carefully read and examined the Request for Proposal and have conducted such other investigations as were prudent and reasonable in preparing the proposal. We agree to be bound by statements and representations made in this proposal and to any agreement resulting from the proposal. Yours truly, Signature Name: Title: Legal name of Proposer: Date: Page 11 of 15
Appendix B: Equal Employment Opportunity Statement It is the policy of to prov ide equal employment opportunities to all persons regardless of race, color, religion, sex, national origin, ancestry, age, marital status, disability or other protected class status in accordance with applicable federal and state laws. Accordingly, we will take Affirmative Action to ensure that we will: Recruit, hire and promote in all job classifications regardless race, color, religion, sex, national origin, ancestry, age, marital status, disability or other protected class status in accordance with applicable federal and state laws. Make promotional decisions that are in accordance with principles of equal employment opportunity by imposing only valid requirements for promotional opportunities. Incorporate our equal employment opportunity policy in all personnel actions such as compensation, benefits, transfers, layoffs, returns from layoffs, company sp onsored training, education and tuition assistance. Conduct social and recreational programs sponsored by our agency without regard to race, color, religion, sex, national origin, ancestry, age, marital status, disability or other protected class status in accordance with applicable federal and state laws. Firm name: Authorized signature: Title: Date: Page 12 of 15
Appendix C: Certification In compliance with 720 ILCS 5/33E-11 ILLINOIS COMPILED STATUTES, CHAPTER 720, ARTICLE 33E, SECTION 33E-11 t he undersigned individual certifies that he or she is not barred from bidding on this contract as a result of a violation or either 720 ILCS 5/33e-3 or 720 ILCS 5/33e-4 bid-rigging or bid-rotating. INDIVIDUAL: Signature of Proposer: Business address: Business phone number: SUBSCRIBED AND SWORN to before me on (Date) Notary Public PARTNERSHIP: The undersigned certifies on behalf of the partnership named below that the partnership is not barred from bidding on this contract as a result of a violation of either 720 ILCS 5/33e-3 or 720 ILCS 5/33e-4, bid-rigging or bid-rotating. Further, the undersigned certifies and warrants that he or she is duly authorized to execute this certification on behalf of the partnership and in accordance with the partnership agreement and the laws of the State of Illinois and that this certification is binding upon the partnership and is true and accurate. Partnership name: Signed by: Business: Business phone number: Insert names and addresses of all partners: SUBSCRIBED AND SWORN to before me on: (Date) Notary Public Page 13 of 15
CORPORATION: The undersigned certifies on behalf of the corporation names below that the corporation is not barred from bidding on this contract due to a violation of either bid-rigging or bid-rotating. Further, the undersigned certifies and warrants that he or she is duly authorized to execute this certification on behalf of the corporation in accordance with by-laws of the corporation and that this certification is binding upon the corporation and is true and accurate. Corporate name: Signed by: Title: Business address: Insert names of corporate officers: President: Secretary: Treasurer: SUBSCRIBED AND SWORN to before me on (Date) Notary Public Page 14 of 15
Appendix D: Receipt Confirmation Form Request for Proposals: Employee Wellness Program Proposal Due: 12:00 pm Central Time on July 10, 2014 To receive any further information about this Request for Proposal, please return this form. Company: Contact Person: Street Address: City: State: Zip Code: Mailing Address if Different: Street Address: City: State: Zip Code: Phone Number: Fax Number: Email Address: Page 15 of 15