COLLIER COUNTY

BOARD OF COUNTY COMMISSIONERS

REQUEST FOR PROPOSALS (RFP)

FOR

WELLNESS ENGAGEMENT PLATFORM

SOLICITATION NO.: 26-8653

EMILY JACKSON, PROCUREMENT STRATEGIST, I

PROCUREMENT SERVICES DIVISION

3295 TAMIAMI TRAIL EAST, BLDG C-2

NAPLES, FLORIDA 34112

TELEPHONE: (239) 252-8947

Emily.jackson@collier.gov (Email)

SOLICITATION PUBLIC NOTICE

REQUEST FOR PROPOSALS

(RFP) NUMBER:

Wellness Engagement Platform

PROJECT TITLE: 26-8653

PRE-PROPOSAL

CONFERENCE:

June 23, 2026, 10:00 A.M

LOCATION: PROCUREMENT SERVICES DIVISION, CONFERENCE ROOM A,

3295 TAMIAMI TRAIL EAST, BLDG C-2, NAPLES, FLORIDA 34112

DUE DATE: July 24, 2026, at 3:00 P.M

PLACE OF RFP OPENING: PROCUREMENT SERVICES DIVISION

3295 TAMIAMI TRAIL EAST, BLDG C-2

NAPLES, FL 34112

All proposals shall be submitted online via the Collier County Procurement Services Division Online Bidding System: https://procurement.opengov.com/portal/collier-county-fl.

INTRODUCTION

As requested by the Human Resources Division (hereinafter, the “Division or Department”), the Collier County Board of County Commissioners Procurement Services Division (hereinafter, “County”) has issued this Request for Proposals (hereinafter, “RFP”) with the intent of obtaining proposals from interested and qualified Proposers in accordance with the terms, conditions and specifications stated herein, in the Solicitation and/or attachments. The Proposers, at a minimum, must achieve the requirements of the Specifications, Scope of Services, or Scope of Work stated herein. All references to “Proposer” are also referred to as “Consultant,” “Firm,” “Offeror,” “Contractor,” and “Vendor.”

Collier County Government is soliciting proposals from qualified vendors for the provision, implementation, and ongoing support of a fully customizable and comprehensive Wellness Engagement Platform. This platform will be utilized by the County’s Wellness Team to administer, manage, and enhance the employee wellness program across all Constitutional agencies.

The platform must support the tracking and reporting of two primary pathways:

1. Insurance Qualifying Process – Preventive screenings, laboratory work, biometrics, and both individual and group wellness education.

2. Employee Health Reimbursement Account (HRA) – Insured employees may earn up to $300 annually in Healthy Bucks by participating in various Wellness sponsored activities.

BACKGROUND

Collier County Government seeks to implement a centralized wellness engagement platform that supports Wellness and Benefits staff, employees, and third-party vendors, including Community Health Partners (CHP) Health Advocates and Employee Clinic staff. The platform will strengthen the County’s culture of health and well-being by increasing employee engagement, streamlining wellness program administration and vendor coordination, and supporting personalized wellness pathways. Through centralized data and real-time analytics, the platform will improve health outcomes, encourage preventive care and chronic condition management, reduce absenteeism, manage healthcare costs more effectively, and provide a measurable return on investment.

The selected vendor shall provide a configurable wellness tracking platform that supports wellness administration, employee engagement, reporting, and vendor coordination across all Constitutional agencies.

Key Stakeholders:

• Wellness Staff – Program creation, management, and data tracking.

• Benefits Staff – Insurance qualifying process and HRA administration.

• Information Technology Staff – Initial demographic data feed and periodic updates.

• Employees – Participation in wellness programs (scheduling; viewing transcripts and individualized https://procurement.opengov.com/portal/collier-county-fl insurance qualifying activities; uploading qualifying documentation; communicating with Wellness/Benefits/CHP/Employee Clinic Staff) and access to their personal data.

• CHP Health Advocates – Integration of services and employee engagement.

• Employee Clinic Staff – Integration of services: labs, biometrics, preventative screenings.

AWARD AND TERM OF AGREEMENT

Collier County reserves the right to select one, or more than one Proposers for award as deemed the best value to the County; however, it is the intent to:

• Single awardee

The results of this solicitation may be used by other government and municipality agencies within the State of Florida.

The agreement term is intended to be for three (3) years with two (2) one (1) year renewal option. Prices shall remain firm for the initial term of the awarded Agreement. Contractors are advised that any price adjustments permitted under this solicitation are set forth in Section 9, Pricing Modification of the Scope of Work.

DETAILED SCOPE OF WORK

Platform Requirements

1. Administrative and Program Management Features

1.1. Vendor shall provide a fully integrated IT management team responsible for system development, implementation, and ongoing technical support.

1.2. Vendor shall provide an administrative portal that includes full communication history and supports no fewer than ten (10) administrative user accounts.

2. Communication & Outreach Requirements

2.1. The Vendor should implement the following but not limited to:

2.1.1. Email and text reminders for group and individual classes.

2.1.2. Two-way text messaging between members and administrators.

2.1.3. AI-powered Spanish translation capability.

2.1.4. Push notifications for announcements and wellness updates.

2.1.5. Automated reminder notifications for outstanding wellness activities.

2.1.6. Database of wellness and disease-specific educational materials.

3. Integration requirements

3.1. The Vendor shall support integration with commonly used health and wellness technologies, including but not limited to:

3.1.1. Integration with fitness tracking devices (e.g. Oura ring, smart watches)

3.1.2. Integration with nutrition tracking platforms (e.g. MyFitnessPal, Lose It).

3.1.3. Direct data uploads from Vendor’s feeds for lab and biometric data into member portals.

3.1.4. The solution must support hybrid user authentication, including integration with our agency’s Single

Sign-On (SSO) platform (Entra) for internal employees, while also providing a secure native login option for external users, partners, or other non-agency users. Multi-Factor Authentication (MFA) shall be required for all users to authenticate through the native login method.

3.1.5. Vendor should provide automated, personalized insurance-qualification pathways that are triggered by laboratory results, biometric data and other relevant health indicators.

3.1.6. Client confidentiality and HIPAA.

4. Secure login using unique identifiers:

4.1. First name

4.2. Last name

4.3. DOB

4.4. SAP ID

4.5. Allegiance ID

4.5.1.1. Capacity of users covered under the Health Plan:

4.5.1.2. (These approximate values include actively working employees, spouses, retirees, and COBRA participants.)

4.6. Employees (~2,350)

4.7. Employee spouses (~900)

4.8. Ability to freeze and reactivate an account without losing data as people come in and out of employment or in and out of the health plan.

5. Engagement Tools & Incentive Support

5.1. The Vendor should provide features that help motivate participation, including but not limited to:

5.1.1. Anonymous social circles for wellness challenges and peer engagement.

5.1.2. Centralized compliance tracking for medically managed weight management programs.

5.1.3. Integrated scheduling for group and individual sessions.

5.1.4. Attendance tracking with dual credit assignment (insurance qualifying and HRA credit).

5.1.5. Live virtual individual and group education capability

6. Reporting & Utilization Analytics

6.1. The Vendor shall provide a secure document and data sharing portal between members, Wellness, Benefits, Health Advocate teams, and Employee Clinic staff

6.2. The Vendor shall provide reliable, audit-ready reporting and analytics capable of supporting compliance review, performance tracking, and data-driven decision-making.

7. User Experience Requirements

7.1. Access via web-based portal and mobile application.

7.2. Vendor shall deliver a customizable wellness platform that aligns with and supports the County’s existing wellness program structure.

8. Excluded Features

8.1.1. Vendors shall exclude the following features and associated costs from their proposals, as these services are already provided through existing County resources or benefit Vendors:

8.1.2. Access to registered dietitians or nutritionists

8.1.3. Access to health coaches

8.1.4. Access to licensed mental health counselors

8.1.5. Pre-designed, turnkey wellness programs or activities

8.1.6. Wellness incentive administration

9. Price Modifications

9.1. Any requested fee adjustment shall be fully documented and submitted to the County Representative no less than one hundred and twenty (120) days prior to the Contract anniversary date. Any approved fee adjustments shall become effective as of the anniversary date or upon Board approval.

9.2. The Procurement Director or designee has the authority to approve price adjustments in accordance with the

Procurement Ordinance, as amended. Price increase requests are not guaranteed. If approved, the Vendor will be notified in writing with the effective date of any approved price increases.

9.3. The County may, after examination, refuse to accept the adjusted rates if they are not properly documented, or considered to be excessive, or if decreases are considered to be insufficient. In the event the County does not wish to accept the adjusted rates, and the matter cannot be resolved to the satisfaction of the County, a contract termination will be processed.

RESPONSE FORMAT AND EVALUATION GRADING CRITERIA FOR DEVELOPMENT OF

SHORTLIST:

1.1 Proposers are encouraged to review the Request for Proposals Instructions, which includes the evaluation process.

1.2 For the development of a shortlist, the following Evaluation Criteria will be utilized by the County’s Selection Committee to score each proposal. Proposals must address all the following criteria:

No. Evaluation Criteria Maximum Points

1 Cover Letter/Management Summary 5 Points

2 Certified Woman and/or Minority Business Enterprise

5 Points

3 Business Plan 20 Points

4 Cost of Servies to the County 20 Points

5 Experience and Capacity of the Firm 20 Points

6 Specialized Expertise of Team Members 20 Points

7 Local Vendor Preference 10 Points

TOTAL 100 Points

Detailed Criteria Descriptions are further described below. Proposals must be assembled, at minimum, in the order of the Evaluation Criteria listed or the proposal may be deemed non-responsive.

EVALUATION CRITERIA NO. 1: COVER LETTER/MANAGEMENT SUMMARY (5 Total Points Available)

Provide a cover letter that includes:

• The Proposer’s philosophy in providing the services requested.

• Name(s), telephone number(s) and email(s) of the authorized contact person(s) concerning proposal.

Note: Submission of a proposal certifies that the Proposer will accept any awards as a result of this

RFP.

EVALUATION CRITERIA NO. 2: CERTIFIED WOMAN AND/OR MINORITY BUSINESS

ENTERPRISE (5 Total Points Available)

Submit certification with the Florida Department of Management Service, Office of Supplier Diversity as a Certified Woman and/or Minority Business Enterprise.

EVALUATION CRITERIA NO. 3: BUSINESS PLAN (20 Total Points Available)

Include but not limited to:

• Detailed plan of approach (including major tasks and sub-tasks).

• Clear implementation timeline and onboarding support

• Proposer detailed written procedures for assuring confidentiality of consumer records (HIPAA).

• Sample Work Product – Shortlisted proposers will be required to present a demo of their product o Attach a report from a referenced project as an example of work product. This should be for one of the projects listed as a reference.

EVALUATION CRITERIA NO. 4: COST OF SERVICES TO THE COUNTY (20 Total Points Available)

• The projected total cost and estimated calendar day duration (including projected hours) for which your firm will provide the work described in this RFP.

• Schedule of values and deliverables.

• Proposed fee schedule of principals and staff (including sub-vendors).

• Preference will be given to a pricing structure that includes a flat annual fee vs Per Employee Per

Month or Per Member Per Month.

• Pricing structure, excluding the features listed in Section 8.

EVALUATION CRITERIA NO. 5: EXPERIENCE AND CAPACITY OF THE FIRM (20 Total Points Available)

Include but not limited to:

• Firm and subcontractors’ qualifications, capacity, skills, financial strength, and number of years of experience in providing the required services.

• Qualifications of data security and compliance standards

• Team members’ successful collaboration on previous projects.

• Team members’ successful integration experience with HRIS, lab vendors, and SSO environments.

• Detailed plan of platform functionality and customization capabilities.

• Completed Terms and Conditions form (TACS) and provide an Architectural diagram.

• References: Submit three (3) through ten (10) references using the County’s Reference Form.

Include up to two additional pages per project to illustrate relevant experience. The references must be for projects within the last five (5) years whose projects are of a similar nature, size, scope and complexity of this solicitation.

EVALUATION CRITERIA NO. 6: SPECIALIZED EXPERTISE OF TEAM MEMBERS (20 Total Points Available)

• Description of the proposed contract team and their roles.

• Capacity to provide ongoing customer support and account management

• Brief resumes of all proposed project team members who will be involved in the management of the total package of services, as well as the delivery of specific services.

• Resumes of letters of intent for sub-contractors/vendors.

EVALUATION CRITERIA NO. 7: LOCAL VENDOR PREFERENCE (10 Total Points Available)

Local business is defined as the Proposer having a current Business Tax Receipt issued by the Collier or Lee County Tax Collector prior to proposal submission to do business within Collier County, and that identifies the business with a permanent physical business address located within the limits of Collier or Lee County from which the Proposer’s staff operates and performs business in an area zoned for the conduct of such business.