West Suburban Health Group

West Suburban Health Group Request For Price and Non-Price Proposals: Wellness Coordinator Released August 20, 2014 Town of Ashland Town of Dover Town of Dedham Dover-Sherborn Regional School District Town of Holliston Town of Natick Town of Needham Town of Walpole Town of Wayland Town of Wellesley Town of Westwood Town of Wrentham Town of Sherborn Town of Shrewsbury South Middlesex Regional Vocational Technical School District The ACCEPT Education Collaborative The Education Cooperative

Table of Contents General Information and Proposal Submission Requirements... 2 Purpose... 2 Contract Length... 2 Timeline... 2 Addenda... 2 Clarifications... 2 Cancellation or Rejection of Proposals... 2 Purchase Description / Scope of Services... 3 General Description... 3 Services Sought... 3 Contractor Schedule... 3 Contractor Qualifications... 4 Contractor Deliverables... 4 Review Process and Rule for Award... 5 Overview... 5 Consulting Client List of References... 5 Evaluation of Proposals and Rule for Award... 5 Proposer Checklist... 6 1. References - List of Consulting Clients... 6 2. Required Proposal Form Attachment A Non-Collusion Form... 6 3. Required Proposal Form Attachment B Tax Compliance Form... 6 4. Required Proposal Form Attachment C Price Proposal Form... 6 5. Required Proposal Form Attachment D Non-Price Proposal... 6 Attachment A... 8 Attachment B... 9 Attachment C... 10 Attachment D... 11

General Information and Proposal Submission Requirements Purpose The West Suburban Health Group (WSHG) is a Massachusetts municipal joint purchase group organized under MGL Ch. 32B, Section 12 composed of seventeen (17) participating governmental units plus one affiliated member consisting of 7,724 covered members (employee/retiree plus dependents). Proposals will be evaluated and awarded under the provisions of MGL Ch.30B. The WSHG is seeking to contract with a professional wellness consultant/coordinator with the goal(s) of promoting wellness initiatives for municipal employees of the seventeen member communities. Some programs and activities may be employer-specific, while others may be group-wide and presented in regionally convenient location(s) or via computer. Contract Length Request For Proposal is for a one-year service contract beginning September 2014 ending August 2015 with a three-year extension option for successive years with the West Suburban Health Group. Timeline The Price and Non-Price Proposals are due on Wednesday, September 3, 2014 at 10:00 a.m. in the Business office in the Joseph P. Keefe Technical School at 750 Winter Street, Framingham, MA 01702. If, at the time of the scheduled due date, the District is closed due to uncontrolled events such as fire, snow, ice, wind, or building evacuation, the submittal deadline will be postponed until 10:00 a.m. on the next normal business day. RFP s will be accepted until that date and time. Interviews for potential candidates will be scheduled the week of September 4 and 11, 2014. The RFP results and recommended proposer will be presented for approval at the next WSHG meeting scheduled for September 18, 2014. The time for award may be extended for up to 45 days should the Board have follow-up questions or a need to table the issue for further review. All terms of finalized contract will be negotiated with the most advantageous responsive and responsible bidder approved by the Board. Addenda If changes are made to this RFP an addendum will be issued and clearly marked Addendum No.. All addenda will be mailed, emailed or faxed to all vendors on record as requesting the RFP. Clarifications Questions concerning this RFP must be submitted in writing to: Kirsteen Leveillee, Director of Finance and Business Operations, Joseph P. Keefe Technical School, 750 Winter Street, Framingham, MA before 12:00 p.m. on Tuesday, September 2, 2014. Questions may be delivered, mailed, emailed or faxed. Written responses will be emailed or faxed to all vendors on record as having picked up the RFP. Cancellation or Rejection of Proposals The WSHG may cancel this RFP, or reject in whole or in part any and all Proposals, if the WSHG determines that cancellation or rejection serves the best interests of the WSHG. 2 WSHG Wellness Coordinator-RFP 9/3/14 10:00am

Purchase Description / Scope of Services General Description The WSHG is seeking to contract with a professional wellness consultant/coordinator with the goal(s) of promoting wellness initiatives for municipal employees of the seventeen member communities. Some programs and activities may be employer-specific, while others may be group-wide and presented in regionally convenient location(s) or via computer. Services Sought Services included but not limited to: 1. Assess the health risk of the employees and families of the WSHG based on available data and develop or present risk reduction and wellness programs that respond to the needs of the group and which are likely to have a positive Return on Investment (ROI). 2. Gain participation, enthusiasm and enlist a dedicated Wellness Champion for each of the 17 WSHG employers. The Champions may be individuals who work in the employer s H.R. Department or other area; a school nurse in the schools would be an example. The primary criterion for the WC is an enthusiasm for promoting healthy behaviors among peers. 3. Become familiar with the particular needs and interests of each employer as well as features within the independent employer that may lead to success or failure during implementation of programs. 4. Learn about the wellness programs offered by the health plan organizations with which WSHG contracts, other regional health providers, health-related organizations, and wellness vendors alike while continuously communicating the availability of these programs; specifically programs that respond to WSHG s needs. 5. Propose strategies and programs to improve health of employees with a focus on identified premium savings goals. 6. Annually develop a budget with the Wellness Committee to fund the proposed programs and activities for proposal to the WSHG Steering Committee and Board. 7. Regularly communicate approved programs to the Wellness Champions for each governmental unit and gain support and participation at the local level; including support from management. Assist Wellness Champions in promoting approved programs to employees. Implement/execute approved programs. 8. Attend all Wellness Committee meetings and other WSHG meetings as requested by the WSHG Board, Steering Committee and/or Wellness Committee. 9. Provide a brief monthly written status report to the Wellness Committee as well as an extended year-end report summarizing programs, participation, results, and suggestions/ideas, along with a comparison of budgeted expenses to actual expenses by program. 10. Perform other related responsibilities as assigned by the Wellness Committee. Contractor Schedule With the exception of required meetings and engagements as assigned, the WSHG Wellness Coordinator will have flexibility in establishing their own work week schedule (during standard business hours, Monday-Friday, 8:00-5:00). It is expected that the time commitment will be approximately 20 hours per week on average covering roughly 48 weeks throughout the year. 3 WSHG Wellness Coordinator-RFP 9/3/14 10:00am

Contractor Qualifications 1. The Proposer must have at least three (3) years experience in the wellness program management business, ideally working with municipal employers. A Bachelor s Degree in Public Health, Nursing, Health Sciences (e.g. Exercise Science), Health Care Management or Health Care Marketing is considered advantageous. A Master s Degree in one of the above areas is highly preferable, but relevant work experience may be substituted and would be considered highly advantageous. 2. The selected candidate or individual assigned by the company selected must be a self-starter with strong communication and organizational skills and be capable of working independently with limited supervision. 3. The candidate must have a driver s license and access to a dependable automobile. 4. The candidate must take and pass a CORI and/or fingerprinting process if required. 5. The candidate must have authority to do business in the Commonwealth of Massachusetts. 6. The selected company or individual will be bound by all applicable statutory provisions of the laws of the federal government and the Commonwealth of Massachusetts. 7. The Proposer must agree that, if awarded a contract, it will not accept any commission, service fee, or any other type of payment, from any insurance company, health services provider, or wellness services vendor, that is related in any way to the WSHG s contracts or to the services that Proposer provides to WSHG. Contractor Deliverables 1. Preliminary budget developed in partnership with the Wellness Committee. 2. Identified contact list of employer based Wellness Champions. 3. Record logbook of contact outreach, site visits, and event implementation as requested. 4. Monthly/bi-monthly status reports along with formalized complete annual report. 5. Completed program rollout initiatives such as: fun runs, regionalized BMI screening sessions, etc. 6. Confirmation from health care providers on improvement of Health Risk Assessment participants. Work may be performed off site at independent location, or a space can be provided at various municipal office locations of the WSHG members upon request. The candidate will be responsible for providing their own technology including: computer, printer, fax, phone, cell phone and reliable transportation. Reimbursement for mileage incurred on official work between locations within the WSHG will be at the current IRS Rate with documented dates, locations of entities. There will not be reimbursement for general incurred expenses such as auto expenses, auto insurance, health insurance, and basic service charges, general phone services including taxes and fees, cell phone and internet bills. This position offers no health or medical benefits and is paid contractually through the submittal of invoices and documented time allocation for work completed for the WSHG. 4 WSHG Wellness Coordinator-RFP 9/3/14 10:00am

Review Process and Rule for Award Overview Proposers must provide all of the items described in Services Sought Section and Contractor s Qualifications. Proposer must comply with all Proposal Submission Requirements by submitting interest for the position on the Request for Proposal Forms included in this RFP. The applicant or consulting firm must include: Three (3) Price Proposal Forms in a sealed envelope clearly stating PRICE PROPOSAL FOR WSHG WELLNESS COORDINATOR Three (3) Non-Price Proposal Forms in a SEPARATELY sealed envelope clearly stating NON-PRICE PROPOSAL FOR WSHG WELLNESS COORDINATOR Notate on both outer envelopes: Proposer s Name/Address Completed packets sent to Kirsteen Leveillee, Director of Finance and Business Operations, Keefe Technical School, 750 Winter Street, Framingham, MA 01702 Proposals that meet the requirements of Contractor s Qualifications and submit all forms will be evaluated by a Review Committee on the basis of the proposal submission. Consulting Client List of References Proposers must provide a list of consulting clients within the past three years. The WSHG has the authority to check all references and invalid references may be a basis for determination that the vendor is not a responsible vendor. Evaluation of Proposals and Rule for Award PRICE PROPOSAL: The price proposals will be reviewed separately from the non-price proposals. The lowest hourly rate will be considered the most responsive and responsible bidder if all other required documentation is submitted per the Vendor checklist. NON-PRICE PROPOSAL: The non-price proposals will be evaluated as follows: Highly Advantageous The proposer meets all qualifications and has a Master s Degree in Health Care Management or 10yrs service as independent Wellness Coordinator; municipal employers a plus Advantageous The proposer meets most qualifications and has a Bachelor s Degree in Public Health and three (3) or more years of experience as independent Wellness Coordinator; municipal employers a plus Not Advantageous The proposer meets some qualifications and has three (3) or more years of experience as independent Wellness Coordinator Unacceptable The proposer does not meet qualifications and has less than three (3) years of experience as independent Wellness Coordinator The WSHG will determine the most advantageous proposal from a responsible and responsive proposer, taking into consideration price and all evaluation criteria set forth in the RFP. 5 WSHG Wellness Coordinator-RFP 9/3/14 10:00am

Proposer Checklist 1. References - List of Consulting Clients 2. Required Proposal Form Attachment A Non-Collusion Form 3. Required Proposal Form Attachment B Tax Compliance Form 4. Required Proposal Form Attachment C Price Proposal Form *Submitted in a separate sealed envelope clearly marked Price Proposal for WSHG Wellness Coordinator Name/Address 5. Required Proposal Form Attachment D Non-Price Proposal *Submitted in a separate sealed envelope clearly marked Non-Price Proposal for WSHG Wellness Coordinator Name/Address 6 WSHG Wellness Coordinator-RFP 9/3/14 10:00am

CONSULTING CLIENT REFERENCE LIST (copy as necessary for complete listing) Company/Entity Name: Applicable Contact(s): Address: Phone Number(s): Company/Entity Name: Applicable Contact(s): Address: Phone Number(s): Company/Entity Name: Applicable Contact(s): Address: Phone Number(s): Company/Entity Name: Applicable Contact(s): Address: Phone Number(s): Company/Entity Name: Applicable Contact(s): Address: Phone Number(s): 7 WSHG Wellness Coordinator-RFP 9/3/14 10:00am

Attachment A CERTIFICATE OF NON-COLLUSION The undersigned certifies under penalties of perjury that this proposal or proposal has been made and submitted in good faith and without collusion or fraud with any other person. As used in this certification, the word "person" shall mean any natural person, business, partnership, corporation, union, committee, club, or other organization, entity, or group of individuals. Signature of individual submitting proposal or proposal Name of business or Sole Proprietor 8 WSHG Wellness Coordinator-RFP 9/3/14 10:00am

Attachment B TAX COMPLIANCE CERTIFICATION Pursuant to M.G.L. c. 62C, 49A, I certify under the penalties of perjury that, to the best of my knowledge and belief, I am in compliance with all laws of the Commonwealth relating to taxes, reporting of employees and contractors, and withholding and remitting child support. Signature of person submitting proposal or proposal Name of business 9 WSHG Wellness Coordinator-RFP 9/3/14 10:00am

Attachment C Price Proposal Form Submitted Separate from Non-Price Proposal Form in Sealed Envelope Hourly Rate for reimbursement to provide services outlined in RFP for the WSHG Wellness Coordinator (provide single dollar amount, not a range) $ per hour (written in numbers) Hourly rate written in words: The undersigned certifies that the proposal specifications and documents have been carefully examined and inspected. The undersigned declares that the amount and nature of the work to be done is understood. DATE: COMPANY: ADDRESS: OFFICER NAME: CONTACT PHONE/FAX: OFFICER SIGNATURE: 10 WSHG Wellness Coordinator-RFP 9/3/14 10:00am

Attachment D Non-Price Proposal Form Submitted Separate from Price Proposal Form in Sealed Envelope Provide a cover letter of general interest for the WSHG Wellness Coordinator and current resume. Elaborate on professional experience as it pertains to this position and level of interest in the position. Elaborate and provide any relevant details on networking, community initiative experience and/or municipal employer experience with regard to Wellness. *Attach any relevant supporting document for summarized statement. DATE: COMPANY: ADDRESS: OFFICER NAME: CONTACT PHONE/FAX: OFFICER SIGNATURE: 11 WSHG Wellness Coordinator-RFP 9/3/14 10:00am