260125_Chapter_1C_-_Attachment_Wellness_Questionnaires_(MOA_and_QE)-RETURN_WITH_BID.xlsx
XLSX spreadsheet 33 KB Posted
- Solicitation number
- 260125
- Issued by
- Pima County, Tucson City, Arizona
About this file
This document is a Wellness Questionnaire and Qualifications & Experience (Q&E) Questionnaire for RFP #260125 issued by the City of Tucson, Arizona, seeking a wellness program and services provider. The RFP requests comprehensive wellness program services to be implemented on July 1, 2026, with a focus on providing wellness programs, health risk assessments, screenings, educational programs, and related services for city employees. The document outlines detailed requirements for potential contractors, including minimum qualifications such as having 10,000 full-service covered members, at least three clients with a minimum of 2,000 total members, and no bankruptcy filings in the past five years.
The questionnaire covers extensive areas including organization background, litigation history, HIPAA compliance, implementation plans, account management, customer service capabilities, wellness program offerings, biometric screening services, and reporting requirements. Key service expectations include providing annual consultative analytics reviews, on-site clinics, educational programs, communication support, mobile applications, and member portals. The City seeks a contractor capable of delivering comprehensive wellness services with strong account management, adaptable communication strategies, and the ability to track and report wellness program participation and outcomes. Respondents must demonstrate expertise in public sector wellness programming, technological capabilities, and a commitment to supporting the overall health and wellness of the City of Tucson's workforce.
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Questionnaire Instructions
| Questionnaire Instructions to Offerors: |
| ***DO NOT ALTER THE QUESTIONS OR QUESTION NUMBERING***. |
| Ø Provide answers to the questionnaires in MS Excel format (per instructions on the Excel files--Questionnaires. |
| Ø Provide an answer to each question even if the answer is “not applicable” or “unknown.” |
| Ø Answer the question as directly as possible. |
| Ø If the questions ask “How many…” provide a number. |
| Ø If the question asks “Do you…” indicate Yes or No first, followed by your additional narrative explanation. |
| Ø Lengthy responses may be truncated when displayed. Be concise in your response. Use bullet points as appropriate. Reconsider how to word any response that exceeds 200 words in length so that the response contains the most important points you want displayed. |
| Ø Where you desire to provide additional information to assist the reader in more fully understanding a response, refer the reader of your RFP response to your appendix/attachments. |
| Ø RFP responses will become part of the contract between the winning Contractor and the City of Tucson. |
| Ø Any references to “Client” in the questionnaire refer to the City of Tucson. |
Answers to the questions must be provided in MS Excel format. Failure to complete the questionnaire and submit in MS Excel format without alterations will make it difficult to thoroughly understand your proposal.
&"-,Bold"&14RFP #260125 Attachment 1C - Wellness
&"-,Bold"&10&F&"-,Regular" Page &P
MOA Questionnaire
| MINIMUM REQUIREMENTS | OFFEROR RESPONSE | |
| 1 | Organization: Please complete the following information about your organization: | |
| 2 | Confirm you have ten thousand (10,000) full-service Contractor covered members. | |
| 3 | Confirm you have at least three (3) clients under contract with a minimum of two thousand (2,000) total members. | |
| 4 | Confirm you have had no bankruptcy filings within the last five (5) years. | |
| 5 | Acknowledge you are compliant with all City of Tucson and federal applicable regulations and currently not restricted or prohibited from conducting business in all states where City of Tucson’s members reside or access related goods and services. | |
| 6 | Confirm you have no current senior officer, board member, or director with a felony conviction on record. |
Address how you will meet each of the requirements listed under Scope of Work. If you intend to provide services that differ from what is outlined in the Scope of Work, you must provide a detailed explanation of how your services will differ and why that method is an appropriate method for meeting the City’s needs in the Deviations and Exceptions section.
| METHOD OF APPROACH - GENERAL INFORMATION | OFFEROR RESPONSE | |
| 1 | Organization: Please complete the following background information about your organization: | |
| 1a | Organization’s name | |
| 1b | Address of your corporate headquarters | |
| 1c | Address of the location that will service the City of Tucson’s account | |
| 1d | Date your firm became operational | |
| 1e | Ownership of your firm | |
| 1f | If your firm is not a corporation, please advise who each of the partners, proprietors or other owners are and whether they have interest in any other service provider firms related to any services requested under this RFP. | |
| 1g | Is your organization "affiliated" with another company? If so, describe the "affiliate relationship." "Affiliated" means owned by another company, owned by a common controlling shareholder or interest, or inter-tied by contract so as to be under the dominion or influence of another. | |
| 1h | Has your organization acquired, been acquired by, or merged with another organization in the past 24 months? | |
| 1i | Is your organization anticipating restructuring or reorganizing in the next two years? (Include any major staff relocations or office closings.) | |
| 1j | In order to meet ALL of the services in this Attachment are you including any subcontractors or partners in the delivery of ANY services to the City? If so, please list ALL subcontractors and partners including a list of services they will provide, their location and any fees that will be associated with their services. | |
| 1k | Offshore: Identify any services under any subsequent contract that may be awarded as part of this RFP that are currently or planned to be performed outside the borders of the United States. | |
| 2 | Litigation: | |
| 2a | Is your firm involved in any current litigation against or from the City? If yes, please describe. | |
| 2b | Have you been involved in litigation within the last five years arising out of your performance in the administration of a program similar to what you are proposing for the City of Tucson? Exclude routine matters involving participants that do not reflect on your performance under the contract with your client. If the answer is yes, explain fully. | |
| 3 | Laws: | |
| 3a | Explain how you stay current with changes in federal and state laws pertaining to the services you are proposing. | |
| 3b | Do you agree to supply, upon request by the City, verification of compliance with any regulation stipulated herein or pursuant to any state or federal law? | |
| 4 | HIPAA: | |
| 4a | Are all systems and staff HIPAA compliant? | |
| 4b | Have you had a HIPAA violation in the past? If yes, please describe. | |
| 4c | Do you plan to sell, lease or transfer the City’s protected health information (PHI) to a third party in the course of administering this contract or after the contract has terminated? | |
| 4d | How do you address privacy and security? Describe security measures in detail. | |
| 4e | Please describe the liability insurance (including the amount) that your organization currently holds. | |
| 4f | Do you agree to communicate through HIPAA-compliant electronic sites to exchange data between yourself and any other required contractor as requested by the City at no additional cost? | |
| 5 | Implementation: | |
| 5a | Do you agree to begin implementation immediately upon award or at the direction of the City, and participate as specified in this RFP in the open enrollment for coverage that will begin July 1, 2026? | |
| 5b | Provide an implementation plan outlining tasks necessary to install the program, the timetable and the parties responsible for a July 1, 2026 effective date. | |
| 5c | Will you provide the City with communications and data support within a specified time-frame designated by the City during implementation for a successful transition to the new contractor? Describe. | |
| 5d | Describe your capacity to produce communication materials. Do you produce these materials or are these services subcontracted? Confirm ALL services are provided and performed in the United States. | |
| 5e | What is the minimum amount of implementation lead-time you need in order to initiate the proposed services for the City of Tucson? | |
| 5f | List any transition issues the City of Tucson should consider with respect to moving services from an existing contractor to your organization. | |
| 5g | Are there any specific administrative procedures or information that your firm will need from the City of Tucson in order to implement your services? | |
| 6 | Scope of Work: | |
| 6a | Do you agree to provide each and every item listed in the Scope of Work? | |
| 6b | Consultative Analytics: Confirm you will provide an annual consultative analytics review and attendance. | |
| 7 | Future: | |
| 7a | What features or enhancements to the program or services you are proposing are on your roadmap for the next 12 months? | |
| 8 | Eligibility and Billing: | |
| 8a | Confirm you agree that the City determines eligibility for coverage. | |
| 8b | Do you agree to maintain performance standards and performance guarantees relating to all services provided as requested in the Performance Guarantees? | |
| 8c | confirm you agree to load eligibility files within 2 working days of receipt. | |
| 8d | Confirm you agree to notify the City of discrepancies and errors within the eligibility file within 2 working days of receipt of each eligibility file. | |
| 8e | Confirm you agree to accept the City's self bill (no true up of any eligibility discrepancies other than those based on eligibility file transfer). | |
| 8f | Grace Period: Confirm you agree to accept payment of fees and premiums 60 days in arrears. For example, July’s premium would be due August 29. | |
| 8g | Do you have any minimum participation requirements? | |
| 8h | Do you agree to establish appropriate FTP site(s) to exchange eligibility data at no additional cost and at the frequency established by the City? | |
| 9 | Account Management: | |
| 9a | Describe how account management would be handled. | |
| 9b | Do you agree to notify the City within 1 business day of receipt of any public information written request regarding any information that relates to the City’s benefit plans and to review all responses with the City and obtain approval prior to the release or response of any inquiry? | |
| 9c | How would questions from the City’ HR team or the City’s consultant be handled? | |
| 10 | Onsite Visits: | |
| 10a | Do you agree to provide knowledgeable personnel to attend all scheduled informational, enrollment and orientation meetings during all open enrollments? Locations of meetings may vary within the greater Tucson area. The number of meetings will be determined based on the number of changes to the current program that will require plan education. Contractor will be responsible for brief presentations and answering questions. Open Enrollment generally occurs in May. | |
| 10b | Do you agree to attend in person (or via video conference) monthly, quarterly and annual on-site program reviews, with periodic telephone calls, upon request from the City’s insurance benefits office? | |
| 10c | Do you agree to be available for onsite meetings with City of Tucson staff at a minimum of one meeting per quarter? | |
| 10d | Do you agree to participate in any future open enrollments or special enrollments as specified in this RFP and as directed by the City at no additional cost to the City? | |
| 11 | Customer/Member Service: | |
| 11a | Describe your company’s expectations for quality of customer service. | |
| 11b | Describe your customer service capabilities. | |
| 11c | For your wellness staff, provide the average years of service and average turnover rate for the last 3 years. | |
| 11d | Do you agree to respond to account issues and member service issues within one to two business days maximum with a plan to resolve the issue within a specified timeframe established to do so? | |
| 12 | Communications: | |
| 12a | What type of communication support do you provide to your clients | |
| 12b | Please provide sample communication materials you have produced for your clients. | |
| 12c | Are customized communications available at no additional cost to the City? | |
| 12d | Does your organization have the capability to provide communication pieces in Spanish and other languages? Please specify which languages you can accommodate | |
| 12e | Describe all services currently available to members on your website. What on-line services do you expect to make available to members in the coming year? | |
| 13 | Website and/or Mobile Applications: | |
| 13a | Indicate if you have a mobile application or mobile optimized website. | |
| 13b | What features does it include or may it be limited compared to the regular member website? | |
| 13c | What information (if any) can be customized by the City? | |
| 13d | If you offer one, provide information regarding how to access your mobile application. | |
| 13e | Indicate whether and how you maintain consistency between your mobile application and website. | |
| 13f | Please provide a temporary login and link to your website and/or information on your mobile application(s) that would be used by the City and their participants. |
| METHOD OF APPROACH – WELLNESS | OFFEROR RESPONSE | |||
| 1 | What are the standard Wellness programs that are included in your proposal? What additional Wellness services are offered? | |||
| 2 | What programs and services do you offer that you have found drive the greatest engagement by participants? Please include any programs that appeal to employees, retirees and dependents as a group and separately. | |||
| 3 | Please complete the following chart, which identifies the wellness services that your company has available (attach copies of brochure materials to support services offered). | |||
| 3a | Health Risk Assessments/Screenings: | Included in Cost | ||
| Yes/No or N/A | Frequency Offered – monthly, quarterly, semi-annual, annual or other | |||
| 3ai | Life Stress Scale or depression screening | |||
| 3aii | Nutrition profiles | |||
| 3aiii | Stress profiles | |||
| 3aiv | Cholesterol & blood pressure screenings | |||
| 3av | Ergonomics profile | |||
| 3avi | Spirometry screenings | |||
| 3avii | Annual Health Risk Assessment | |||
| 3b | On-Site Clinics: | |||
| 3bi | Flu Shots | |||
| 3bii | Other Vaccination | |||
| 3biii | Mammography Programs (M.O.M) | |||
| 3c | Educational Programs (On-Site): | |||
| 3ci | Asthma and/or Allergies Session | |||
| 3cii | One session or a 4-week session by Certified Diabetes Educator | |||
| 3ciii | Reducing Stress Workshop | |||
| 3civ | Introductory Smoking Cessation Class | |||
| 3cv | Eating for more energy/less stress session | |||
| 3cvi | Healthy Eating Class | |||
| 3cvii | General Fitness Class | |||
| 3cviii | Ergonomics session | |||
| 3cix | Back Care - on the job education session | |||
| 3cx | Joint health education session | |||
| 3cxi | Healthy Heart Session | |||
| 3cxii | Hypertension Session | |||
| 3cxiii | Coordinate CPR Classes | |||
| 3cxiv | Headaches in the workplace | |||
| 3cxv | Depression Education Session | |||
| 3cxvi | Dealing with Teens and Peer Pressure | |||
| 3cxvii | Work/Life Issues (elder care/Child Care) | |||
| 3d | Printed or On-line Education Materials: | |||
| 3di | Diabetes | |||
| 3dii | Asthma | |||
| 3diii | Musculoskeletal | |||
| 3div | Heart/Hypertension/High Cholesterol | |||
| 3dv | Migraines | |||
| 3dvi | Stress/Depression | |||
| 3dvii | Pre-natal | |||
| 3e | Other Benefits/Resources: | |||
| 3ei | Seeking out and applying for wellness awards on behalf of the City | |||
| 3eii | Develop Interest Surveys | |||
| 3eiii | Provide a periodic wellness activity report and aggregate data reporting for Health Risk Assessments (participation numbers and satisfaction level) | |||
| 3eiv | Introduction of other education sessions when identified by interest surveys | |||
| 3ev | Weight Loss Programs | |||
| 3evi | Assist with communication programs (i.e.: newsletters) | |||
| 3evii | Bilingual communication/educational materials | |||
| 3eviii | On-line behavior change programs | |||
| 3eix | Discount Programs (i.e. Fitness Clubs, Retail Products or Services that provide vitamins, nutritional supplements, nutritional meal delivery, apparel, exercise equipment, etc.) - List all programs offered. | |||
| 4 | Indicate the worksite biometric screening services your organization can offer a single or multi-site employer, as noted below. This is not currently in place, but the City has interest in a future offering | |||
| 4a | Screening Service: | (Yes) (No) | Provide Comments | |
| 4ai | Blood Pressure | |||
| 4aii | Waist circumference or waist/hip ratio | |||
| 4aiii | Cholesterol | |||
| 4aiv | HDL | |||
| 4av | Triglycerides | |||
| 4avi | LDL | |||
| 4avii | Calculated cholesterol/HDL ratio | |||
| 4aviii | Blood Glucose | |||
| 4aix | Height/Weight | |||
| 4ax | Body Mass Index (BMI) score | |||
| 4axi | Other | |||
| 5 | What is your price for the biometric screenings indicated in question #4, and is this reflected in your proposed fees? | |||
| 6 | What is the minimum number of employees needed at a worksite in order for your organization to conduct onsite screening services? | |||
| 7 | Do you have a minimum fee for conducting single-site screenings? | |||
| 7a | If so, please describe. | |||
| 8 | If you conduct cholesterol, lipid and/or blood glucose testing, please indicate the method used for the blood draw. | |||
| 8a | Finger-stick | |||
| 8b | Venipuncture | |||
| 8c | Both | |||
| 9 | Do you provide a solution for obtaining biometric information for those employees who are unable to attend the worksite events (i.e., “offsite” screening locations; home kits, etc.)? | |||
| 10 | The City currently offers flu shots to its employees administered by the incumbent. If selected, would your firm be able to provide the City a report showing the number of participants who received a flu shot? | |||
| 11 | Will you attend health fairs and staff/organize annual on-site flu shot clinics. | |||
| 12 | Will you pass through the cost of flu shots as a preventive service claim at the on-site flu shot clinics for enrolled primary subscribers (note does not include dependents). | |||
| 13 | Non-permanent employees (who are not eligible to enroll in the City’s medical plan) may also participate in the on-site flu shot clinics so do you have the capability to invoice the City for the cost of immunizing non-permanent employees? | |||
| 14 | Can your company create, manage, and report to the City on the awards/incentives for various wellness services including (as appropriate) technology to track incentives? | |||
| 15 | What type of member portal is available for participants to conduct their health risk assessment, access their wellness history and to track activities and points? | |||
| 6 | Do you provide self-paced coaching programs through the member portal? Please describe your programs. | |||
| 17 | Do you provide telephonic goal-based coaching with a live health coach? Please describe your program. | |||
| 18 | Confirm you will provide an annual consultative analytics review. |
&"-,Bold"&14RFP #260125 Attachment 1C - Wellness
Q&E Questionnaire
| QUALIFICATIONS AND EXPERIENCE | OFFEROR RESPONSE | ||
| 1 | Organization: Please complete the following information about your organization: | ||
| 1a | Provide a Brief History | ||
| 1b | Date your firm became operational for the services requested in this Attachment | ||
| 1c | How many employees does your organization have? | ||
| 1d | In Arizona, what is the size of the staff that will service the City of Tucson? | ||
| 1e | How long have you been providing services requested in this Attachment to employers in Arizona? | ||
| 1f | Describe your experience providing services to other public sector employers in Arizona. | ||
| 1g | How many direct group plan sponsor clients do you currently service? | ||
| 1h | What is the average group size (covered employees/retirees)? | ||
| 1i | What proportion of your business is providing the coverage you are proposing? Other lines of group coverage you are not proposing? Please detail. | ||
| 1j | What are your long-term corporate objectives regarding your business with respect to the coverage you are proposing? | ||
| 1k | In what states are you NOT licensed to do business? | ||
| 1l | What certifications, accreditations, awards or recognition has your organization received? | ||
| 1m | What is your organization’s customer service philosophy? How do you ensure consistent implementation of the philosophy? | ||
| 1n | Please explain how you will ensure the City and their plan participants will receive exceptional service from your organization. Define exceptional service. | ||
| 1o | What key attributes distinguish your organization from your competitors? | ||
| 1p | How will the service you are proposing support the overall health and wellness of the City’s workforce? | ||
| 1q | How do you propose to alert the City’s key management and human resource staff regarding problem areas or trends identified? | ||
| 2 | Financials: | ||
| 2a | Provide your current rating and one prior rating for each entity holding any part of the insurance risk by the following agencies. If the ratings have changed, provide explanation. If you are not rated, provide a detailed explanation | Current | |
| Rating | Prior Rating | Date |
Changed
| 2ai | Standard and Poor’s (S&P) | ||||
| 2aii | Duff and Phelps | ||||
| 2aiii | A.M. Best | ||||
| 2aiv | Moody’s | ||||
| 2b | Within the last 24 months, has your organization been served or involved in a significant and/or class action lawsuit that might impact your rating? | ||||
| 2c | Describe any changes in the organizational structure (including, but not limited to, demutualization, addition/deletion of claim offices, addition/removal of product lines, and staff reductions) that have occurred in your organization over the last 12 months or are anticipated to occur in the next 24 months. | ||||
| 2d | Do you agree to promptly notify the City (Benefits Office and Procurement Office) of any change in your ownership or control affecting 10% or greater interest, any acquisition by you of 10% or greater interest in any subsidiary, and any new agreement with, by or between any affiliates that is relevant to this contract? | ||||
| 3 | Account Management: | ||||
| 3a | Designated Account Team: Provide the names, titles, resumes, locations, email addresses and phone numbers of all proposed key personnel including the Account Manager who will service the City’s account. Provide their respective qualifications and credentials and the capacity in which they will serve. | ||||
| 3b | Describe your account management team’s experience in providing services for similar entities including how they will be trained in the City’s plan issues, their accessibility to the City and their capacity and authority to respond to the City’s issues in a timely manner. | ||||
| 3c | Confirm you agree to provide the necessary staff for planning, transition, implementation, annual open enrollment(s), and/or any special open enrollments and ongoing administration of the plan at no additional cost to the City? | ||||
| 3d | Describe how you will meet ALL of the services currently performed by the Client Service Executive (Scope of Work: Medical and Behavioral Health Third Party Administrator (TPA) and Network. Please detail each service and identify who will be responsible. | ||||
| 4 | References: | ||||
| Current Client References (Similar Sized Arizona Clients Preferred) | |||||
| Client Name | Contact Name | Phone Number and Client Location | Number of Members | Contract Start Date | |
| 4a | |||||
| 4b | |||||
| 4c | |||||
| Recently Terminated Clients (Similar Sized Arizona Clients Preferred) | |||||
| Client Name | Contact Name | Phone Number and Client Location | Number of Members | Contract Start Date | |
| 4d | |||||
| 4e | |||||
| 4f |
| REPORTING | OFFEROR RESPONSE | |
| 1 | Consultative Analytics: Confirm you will provide an annual consultative analytics review and attendance. | |
| 2 | Standard Reports: | |
| 2a | Confirm that at a minimum you are able to provide the reports identified in the Scope of Work section titled “Data and Reporting” and at the frequency rate requested at no additional cost to the City. | |
| 2b | List and provide sample copies of reports you will make available to the City. | |
| 2c | What kind of reports are accessible by the City through the internet or on your website? | |
| 2d | Can the City and their designated consultant generate reports on their own or are reports delivered by secure website or email on a periodic basis? Please explain. |
&"-,Bold"&14RFP #260125 Attachment 1C - Wellness
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