Addendum_1.pdf

HillsboroughSchools.org • P.O. Box 3408 • Tampa, FL 33601-3408 • (813) 272-4000 Raymond O. Shelton School Administrative Center • 901 East Kennedy Blvd. • Tampa, FL 33602-3507

Superintendent of Schools Van Ayres

PROCUREMENT SERVICES

ADDENDUM TO COMPETITIVE SOLICITATION

September 23, 2025

Competitive Solicitation No. and Name: 25477-RFP-DST Wellness Program

Addendum #: 1

NOTICE TO ALL POTENTIAL BIDDERS/PROPOSERS/RESPONDENTS

The above-referenced competitive solicitation is modified as outlined in this addendum. The original competitive solicitation documents and any previously issued addenda remain in full force and effect, except as modified by this addendum, which is hereby made part of the competitive solicitation. Respondents must consider this Addendum when preparing and submitting their bid/proposal/quote/reply.

1. Questions and Answers

The following questions and answers are provided as a matter of information to clarify issues raised regarding the competitive solicitation. To the extent that changes to the competitive solicitation are required based on the questions received, the competitive solicitation has been modified as noted above in the competitive solicitation section of this addendum.

Question Answer

Will HCPS continue its existing relationship with Vitality during the transition period, and if so, what overlap or integration is expected between vendors?

HCPS will continue their relationship with Vitality until 12/31/2026. A newly selected vendor would go live on 1/1/2027, so there would not be an overlap period where integration is needed.

Are vendors expected to replicate existing services (biometric screenings, incentive fulfillment, team challenges, etc.) or propose innovative alternatives?

Both - HCPS is seeking core components of a wellbeing program like incentive management and fufillment, administration of challenges, etc., but is also looking for an innovative partner who can bring new ideas to the table.

What percentage of employees currently participate in Wellbeing4U, and what engagement/participation growth is HCPS targeting under this new contract?

Current enrollment is 50% with 10% engagement. HCPS has been building their engagement year over year; the expectation is this continued increase in engagement will continue with a new partner.

Does HCPS require single sign-on (SSO) integration with district systems (e.g., HRIS, benefits portal)?

Yes, it is an expectation to have SSO and not have to re-enter credentials. It is not a requirement to link SSO through the district system, as some members' credentials may not be connected with the district system.

What languages must the platform support to meet the district’s language accessibility requirements?

Please provide all current language capabilities that the platform supports and which components of the program can be translated (and indicate if this is through a third party service).

For AI utilization, are there specific ethical or compliance requirements (e.g., FERPA, HIPAA, student/staff privacy)?

The selected vendor partner will be expected to comply with all federal and state compliance requirements.

Please indicate how you are maintaining compliance with AI

Hillsborough County Public Schools Page 2 of 6 25477-RFP-DST Wellness Program

Will the district provide data feeds (e.g., medical claims, pharmacy data), and if so, what frequency and format are expected?

Medical/pharmacy carrier integration, benefit administration integration, and ability to integrate with biometrics vendor (eligibility file, send results for point completion, etc.) are necessary. Standard file formats are used today. While frequency can vary based on the data being exchanged, the most frequent file is sent weekly.

How will HCPS measure success in member engagement (participation, outcomes, ROI)?

Success should be measured by a combination of metrics: satisfaction, engagement levels, health behavior change, health outcomes, risk reduction, and ROI.

What is the preferred cadence and format for communications with employees (email, text, app notifications, print)?

HCPS utilizes a variety of modalities, recognizing in person word of mouth is often another modality of information. Print will be necessary for this population, and app notifications would be important. We are looking for a vendor's best practice recommendations to reach the population based on your school district experience.

Will HCPS provide its own communication channels (district email/text systems), or should the vendor manage these?

Today HCPS has the ability to promote through app and website and include registration links. This is effective and a desired feature. HCPS also has internal communication channels but the expectation is for the vendor to manage other modalities of communication

(ie. App notifications, printing, digital communications, etc.).

Should the pricing proposal include both implementation costs and ongoing program management costs separately?

Yes, include these costs as different line items within the financial proposal.

Is a dedicated onsite wellness coordinator expected, or will virtual account management suffice?

HCPS plans to continue current support with their internal Onsite Wellbeing Department Manager. Onsite presence is expected at the annual Benefit and Health Fair and encouraged at the Champion Kickoff event once/year. HCPS is looking to understand your approach to best practice recommended support to make the program successful.

Is there an anticipated timeline for implementation following contract award, and are there “go-live” expectations aligned with the school calendar year?

Yes. Anticipated go-live is 1/1/2027, with contracting and implementation slated to begin in February, 2026. The go-live with not align with the school calendar year.

Item 50 asks us to provide the names of all partners that we work with to deliver our core services. Please confirm that this does not include partners offering additional wellness services as a buy-up. If these partners are meant to be included: we have an extensive partner ecosystem that would require more than 6 lines to list. Please advise how this question should be answered.

Please outline partners or outsourced solutions that are not a buy-up within the 6 lines. Please include a separate attachment for the extensive partner ecosystem that is a buy up.

The RFP instructions ask that 3 references complete the Business Reference Form, and the RFP itself asks for 3 references. Are these meant to be the same references?

These can be the same references.

Item 82 asks if the platform can support roster-verified challenges. Can you please define what you mean by roster-verified challenges?

Please disregard this question.

Hillsborough County Public Schools Page 3 of 6

Please clarify reference process. Are we to provide references or do the three references need to complete the vendor reference form, return to us, and we submit with RFP?

Please complete the vendor reference forms in the bid packet. Please refer to section 3.2.6

The RFP references an "intent to bid" form to be completed. Can you please share that form if it is required to bid.

There is no intent to bid form.

What are your top 2–3 strategic priorities for this wellness program over the next year? (e.g., engagement, chronic condition prevention, cost reduction)

Increased and retained engagement, engagement of high-risk and hard to reach population, and positive user experience.

What gaps or limitations have you experienced with Vitality that you’d like to see improved in a new vendor?

Technology difficulties, re-engagement challenges, speed to resolution.

Are spouses or dependents eligible to participate in screenings or coaching?

No children are eligible to participate in screenings, and current spouse eligibility is for those enrolled in the medical plan.

Will biometric screenings be expected onsite at all school locations or centralized events only?

Widespread screening events are common and required as a core component of the program. It will be important to understand what partners are available to manage the screening process.

Is there a preferred schedule or cadence for biometric events (e.g., fall kickoff, rolling enrollment)?

Typically these will begin at the start of the school year and continue throughout - January and February are historically the top months for these events.

Can you describe the current incentive structure (types, dollar value, eligibility, payout method)?

HCPS has a desire to ensure the vendors are capable of replicating what is available today but also wants to understand innovative ideas and best practice recommendations to take them to the next level.

Currently, members can earn up to $300 in gift cards or spend earned Bucks within the program's mall. HCPS currently has the ability to determine the ratio of points to real money and can customize point allocation per varying activities.

What systems will the selected vendor need to integrate with (e.g., medical carrier, payroll, HRIS)?

Medical/pharmacy carrier integration, benefit administration integration, and ability to integrate with biometrics vendor (eligibility file, send results for point completion, etc.).

How many employees do you anticipate will engage in coaching annually?

Your ability to engage employees in coaching will influence how many employees will engage. Historic data shows lower participation and this is not a service currently offered.

Do you prefer onsite, remote, or hybrid coaching?

The expectation is for multiple modalities for coaching, with virtual and digital coaching flexibility as an option.

The interest is primarily in virtual, digital, and telephonic coaching if available.

What KPIs are most important to you in evaluating the program’s success?

Success should be measured by a combination of metrics: satisfaction, engagement levels, health behavior change, health outcomes, risk reduction, and ROI.

Hillsborough County Public Schools Page 4 of 6

Do you require population health analytics with stratification by job type, location, or demographics?

Population health analytics with this level of breakdown is meaningful to drive strategic guidance. HCPS also currently has access to stratification by job site/school.

It is integral to retain this level of detail going forward.

Is there a not-to-exceed budget per year or per employee that we should be aware of when building our pricing?

The wellness program is funded by credits from the medical carrier. The current wellness budget is ~$2.5M, which covers the below items. Please submit your most competitive and comprehensive financial proposal including robust PGs to support HCPS.

- Incentives/rewards: $1.4M

- Admin Fee: $321k

- Biometric Screenings: $310k

- Additional expenses: $450k

Can you please confirm whether the incentive fulfillment costs should be included in our quote, or if HCPS handles fulfillment separately? Additionally, could you share the maximum incentive allotment per employee and any historical fulfillment rates, if available, to help us accurately scope and price this component?

Include all costs anticipating you handling incentive fulfillment. Currently, participants can earn up to $300 but we are unable to provide data regarding percent of enrolled that reach this. Please leverage BoB data for these projections.

What was HCPS`s participation/engagement rate among the approximately 25,000 employees in 2024 and 2023.

For 2024, 46% of eligible members enrolled in the Wellbeing4U platform, and there was an average monthly activity rate of 55% of enrolled members.

What is HCPS’s historical coaching participation rate? HCPS historically has had low participation in coaching, this is not a service currently offered.

What is HCPS’s historical biometrics participation rate? For calendar year 2024, biometric screening completion was 22%.

Can you please confirm whether the incumbent vendor, Vitality, will be participating in this RFP process? The District is unable to confirm vendor participation.

In the Phase I Evaluation criteria, it states "Description of status level to rank employees based on engagement" as a component that will be scored. Can you elaborate on if you are asking about ranking within the platform that is visible to the participant or if this in relation to aggregate data in terms of engagement within the program?

Yes, this is referencing ranking visible to the participant and at an aggregate level by location and position.

Current state design has these capabilities - please describe your ability to replicate a status level achievement for participants.

Can you provide examples for what you define as "custom reporting" in the financials section? We`d like to ensure we quote accurately.

Examples may include reporting broken down by outcomes, engagement levels, different population segments (ie. By location, school site, or job role), data splits by tenure, and more.

Can you please define what types of custom communications you`ll be requesting as a part of the program launch and ongoing needs?

Similar to custom reporting, custom communications in the form of ability to tailor by population segement, demographic, etc. In addition, HCPS is seeking a partner who has the ability to help create communications that may not fall on a set cadence (ex. World Cancer Day communications). This also includes the ability to support cobranding.

Hillsborough County Public Schools Page 5 of 6

For Champion Support: Is HCPS expecting an onsite presence? Or is HCPS open to 100% virtual support?

HCPS plans to continue current support with their internal Onsite Wellbeing Coordinator. HCPS is looking to understand your approach to best practice recommended support to make the program successful.

Can you share HCPS’s current incentive program design, including components, rewardable activities, and incentives/rewards? Are there plans to change in the future?

HCPS has a desire to ensure the vendors are capable of replicating what is available today but also wants to understand innovative ideas and best practice recommendations to take them to the next level.

Currently, members can earn up to $300 in gift cards or spend earned Bucks within the program's mall.

What role would this platform play in the delivery of the incentive program? Will the platform be responsible for tracking activity and eligibility for rewards, or would the platform only be responsible for the collection and reporting for data to a third party who will be responsible for reward tracking, eligibility, and fulfillment?

HCPS is seeking a partner who can track, fulfill, and administer incentives.

Can HCPS share their expectations around outcomes to be used in outcomes-based challenges? What data are you looking to have tracked?

Outcomes based challenges may include but not be limited to: step/movement, stress reduction, weight loss, preventive care completion, etc. HCPS will lean on their wellbeing partner to bring best practice ideas related to challenges.

Is HCPS looking for telephonic coaching? If so, please provide current engagement stats such as number of calls per member per year. What percentage of the population is currently engaged telephonically.

If turned on, the expectation is for multiple modalities for coaching, with virtual and digital coaching flexibility as an option. The interest is primarily in virtual, digital, and telephonic coaching if available. Historic data suggests low participation in coaching services, and this is not something currently offered.

Does the incumbent currently offer coaching via the app?

If so, please provide engagement statistics. This is not a service turned on today.

What are HCPS`s expectations around performance guarantees, including estimated budget, guidelines, measurement goals, etc.? Please provide the current set of performance guarantees.

Please provide your most comprehensive and competitive performance guarantees as it relates to client and member satisfaction, registration and engagement, impact to health outcomes, speed to conflict resolution, etc. HCPS reserves the right to negotiate final performance guarantees with the selected vendor.

Can HCPS provide examples of their potential or preferred platform customizations?

HCPS will not provide examples, but customizations may include cobranding support and customization capabilities for challenges, incentives, program branding and name, etc.

What are the pain points experienced by HCPS with the current vendor?

Technology difficulties, re-engagement challenges, speed to resolution.

What are the positive experiences by HCPS with the current vendor?

Strong partnership and account management, very responsive and effective in strategizing, robust reporting capabilities and has the ability to be tailored, strong scientific and evidence based programming for members.

How integrated is the current vendor with HCPS`s health plan, Aetna?

The current vendor can send data to Aetna to help the completion of an analysis.

Hillsborough County Public Schools Page 6 of 6

Does HCPS desire a higher level of integration with your current health plan Aetna? If so, please elaborate what that would look like.

HCPS is seeking a partner who is able to share data with their health plan.

Is the capabilities demo during phase 1 of the RFP? No, capabilities demo would be after the completion of the RFP if selected to attend a capabilities meeting.

Please confirm that the required forms that need to be signed and submitted with the response do not require to be signed by a notary.

Required forms with signatures do not need to be notarized.

Section 4.1.6 Form for Certification Regarding Debarment, Suspension Ineligibility, and Voluntary Exclusion. What should be entered for “PR/AWARD NUMBER OR PROJECT NAME” on this form?

Enter the bid name and the number of the bid.

Should Proposer submit exceptions to the general terms and conditions separately with an exceptions sheet or via redlines in the document itself?

Yes, please submit exceptions and/or redlines to our general terms and conditions in a separate document.

Is it required for the bidder to use SBEP Vendors and/or Subcontractors? If bidder does not use any SBEP Vendors and/or Subcontractors does the SBEP Vendor Utilization – Letter of Intent need to be signed and submitted with the response?

While the use of SBEP vendors/subcontractors is not mandatory, the bidder must still sign below and include this form with the bid package.

Does HCPS have a Business Associate Agreement that will be sent to the bidder awarded the contract or will the bidder be able to use its form Business Associate Agreement?

The bidder will be able to use its own form Business Associate Agreement.

In addition to completing the Excel spreadsheet for Performance Guarantees can the bidder attach a Word document also? There are times when the Performance Guarantee language does not fit into the cell in the Excel spreadsheet.

If necessary, you can submit an additional Word document. Please provide core language of the PGs in the excel.

On the Financials Tab of the Excel spreadsheet, please confirm that the Platform Fee (on Row 15) and the Admin Fee referenced in Cell G:12 are one and the same fee.

Yes, G12 is referencing the Platform Fee.

What are some challenges you are currently facing with your well-being program?

Technology difficulties, re-engagement challenges, speed to resolution.

This Addendum shall be construed and governed by the laws of the State of Florida.

Sincerely, Rebecca Baez, Procurement Officer

THE BIDDER/PROPOSER/RESPONDENT MUST ACKNOWLEDGE RECEIPT OF THIS ADDENDUM WITH YOUR

BID/PROPOSAL/REPLY ON THE FORM PROVIDED IN THE COMPETITIVE SOLICITATION.

1. Questions and Answers