Attachment_A_HCPS_Wellness_Program_RFP.xlsx

XLSX spreadsheet 149 KB Posted Sep 2, 2025

Attached to: Wellness Program State and local contract opportunity
Solicitation number: 25477-RFP-DST
Issued by: Florida

About this file

Written by GovTribe AI · Jan 8, 2026

This is a Request for Proposal (RFP) issued by Hillsborough County Public Schools (HCPS) in Tampa Bay, Florida, for comprehensive wellbeing solutions to support their employees. HCPS seeks vendors to provide an integrated wellness platform covering physical, emotional, social, and financial pillars of wellbeing, with capabilities including health assessments, biometric screening coordination, challenge programs, coaching services, incentive management, communications, and reporting. The eligible population consists of 24,181 actives, retirees enrolled in medical plans, active employees who have opted out of medical coverage, and covered spouses. The RFP was released on September 2, 2025, with an intent to bid and questions due by September 16, 2025, and proposals due by October 2, 2025. Finalist meetings are scheduled for December 16, 2025, with a contract effective date of January 1, 2027, through December 31, 2027. Vendors must submit proposals electronically through VendorLink or the designated procurement website, including required attachments such as roadmaps, health assessments, custom portal views, communications samples, reporting examples, ROI methodology, performance guarantees, and implementation timelines.

Minimum requirements for vendors include current Florida business licenses, certification that all work is performed within the continental United States, proof of financial viability, at least five years of experience providing wellbeing services with a minimum of five education clients, demonstrated experience with clients exceeding 25,000 lives, and the ability to provide pre-built and customizable challenges with native mobile app capabilities. Vitality is the incumbent vendor, having supported the program since 2024. Vendors must demonstrate capacity to calculate ROI and claims savings, integrate with HCPS's medical carrier and benefits administration vendor, receive and send data to Cedar Gate data warehouse, and maintain a direct contract with HCPS while accepting funding from the medical carrier. The RFP includes detailed questionnaires addressing organizational background, account management, implementation, champion network support, health assessments, biometric screenings, portal customization, integrations, customer service, coaching, program design, challenges, incentive management, communications, reporting, and data security. Pricing is based on a per-employee model with an eligible population of 24,181, and vendors must provide comprehensive financial proposals detailing all fees, assumptions, and optional services, with pricing for platform fees, implementation, account management, custom reporting, coaching, screening, challenges, incentive fulfillment, and communications.

View the file

Other files for this state and local contract opportunity

Other files attached to Wellness Program, newest first.
File	Type	Posted
25477_Notice_of_Intent_to_Award.pdf	PDF	Dec 18, 2025
25477_Notice_of_Short_List_.pdf	PDF	Dec 10, 2025
Addendum_1.pdf	PDF	Sep 23, 2025
STATEMENT_OF_NO_BID.pdf	PDF	Sep 2, 2025
25477-RFP-DST_Wellness_Program.pdf	PDF	Sep 2, 2025
CONTRACTING_WITH_ENTITIES_OF_FOREIGN_COUNTRIES_OF_CONCERN_PROHIBITED_AFFIDAVIT.pdf	PDF	Sep 2, 2025
SMALL_BUSINESS_ENCOURAGEMENT_PROGRAM9.2.25.pdf	PDF	Sep 2, 2025
Vendor_Registration_Form_07.10.25.pdf	PDF	Sep 2, 2025

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ListYesNo	Yes
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	12:30 AM
	1:00 AM
	1:30 AM
	2:00 AM
	2:30 AM
	3:00 AM
	3:30 AM
	4:00 AM
	4:30 AM
	5:00 AM
	5:30 AM
	6:00 AM
	6:30 AM
	7:00 AM
	7:30 AM
	8:00 AM
	8:30 AM
	9:00 AM
	9:30 AM
	10:00 AM
	10:30 AM
	11:00 AM
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	9:30 PM
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	See "Explanation"

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	Not Applicable - See "Explanation"
	See "Explanation"

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	Not Applicable - See "Explanation"
	See "Explanation"

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	Not Applicable - See "Explanation"
	See "Explanation"

ListOffered	Offered
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ListYNNA	Yes
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ListOwnLease	Owned
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ListHMOEPOPPOPOS	HMO/EPO
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	Other - See Below

ListSubcontractServ	Changed in Last 12 Mo's
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	N/A - Not Subcontracted

ListYNNAWebsite	Yes
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ListConfirmed	Confirmed
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	Group Specific (Adjusted) Community Rating
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	Community Rating by Age
	Experience Rated/Non-Div Eligible (Prospectively-rated)
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	Partially Experience Rated/Div Eligible (Retrospectively-rated)
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	Not Completed - See "Explanation"

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	Not Attached - See "Explanation"

ListAttachedExplain	Attached
	Not Attached
	Attached - See "Explanation"
	Not Attached - See "Explanation"

ListYPlanDesignExplainN	Yes - See "PlanDesignExplain" Worksheet
	No

ListYNNANoExplain	Yes
	No
	Not Applicable
	No - See "Explanation"

ListYExplainNNAWebsite	Yes - See "Explanation"
	No
	Not Applicable - No Website

ListLeasedNetwork	Not Applicable - No Leased Networks
	< 4 Leased Networks - See Data Below
	> 4 Leased Networks - See "Explanation"

ListServiceCenter	< 2 Service Centers - See Data Below
	> 2 Service Centers - See "Explanation"

ListNCQADMProgAccred	Patient & Practitioner Accreditation
	Patient-Oriented Accreditation
	Practitioner-Oriented Accreditation
	Accreditation In-Process
	Accreditation Not Requested
	Accreditation Denied
	Other - See "Explanation"

ListNCQADMProgCert	Program Design Certification
	Systems Certification
	Contact Certification
	Certification In-Process
	Certification Not Requested
	Certification Denied
	Other - See "Explanation"

ListJCAHODiseaseCert	Certificate of Distinction Awarded
	Certification In-Process
	Certification Not Requested
	Certification Denied
	Other - See "Explanation"

ListURACDMAccred	Full Accreditation
	Conditional Accreditation
	Provisional Accreditation
	Accreditation Not Requested
	Accreditation Denied
	Accreditation In-Process
	Accreditation Voluntarily Withdrawn
	Corrective Action
	Reaccreditation In-Process
	Other - See "Explanation"

ListMinSizeDMProg	< 1,000
	1,000
	2,000
	5,000
	10,000
	Other - See "Explanation"

ListRecommendFreq	Daily
	Weekly
	Monthly
	Quarterly
	Annually
	Other - See "Explanation"

ListStandReportFreq	Per Occurrence
	Weekly
	Monthly
	Quarterly
	Annually

ListPropFeeLenTime	18 months
	24 months
	36 months
	48 months
	Other - See "Explanation"

ListMinLeadTime	1 month
	2 months
	3 months
	4 months
	6 months
	Other - See "Explanation"

ListPropRequirement	Accept
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	See Modified Language

ListMethDataReceipt	Disk
	Tape
	On-Line File Transfer
	Paper
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	Other - See "Explanation"

ListServOfferedOnline	Included in Your Basic Package
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ListInOutBound	Both in-bound/out-bound
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	Out-bound only

ListSubcontractedNAExplain	Subcontracted
	Not Subcontracted
	Not Applicable
	Not Subcontracted - See "Explanation"
	Not Applicable - See "Explanation"
	See "Explanation"

ListAvailabilityOfService	Included in Your Basic Package
	Available for an Additional Cost

ListCoreAddServ	Core Service
	Additional Service

ListFrequentlySys	Weekly
	Bi-Weekly
	Monthly
	Bi-Monthly
	Quarterly
	Other

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	Weekly
	Monthly
	Quarterly
	Other

ListSTDLTDWCServices	Internal Staff
	Subsidiary
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ListMedClarif	Phone
	Fax
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	Both - Directly and Assigned
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	Experience-rated
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	Partial
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	Mandatory
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	Per unit
	Per month
	Per employee per month
	Per employee per year
	Per member per month
	Per member per year
	Annual
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	PDF file
	Hard copy
	See "Explanation"
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	Commission Included - See "Pricing" Worksheet
	Fee Add-on - See "Pricing" Worksheet
	Other - See "Pricing" Worksheet
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	No
	No - Exempt b/c Fully-Insured
	No - See "Explanation"
	N/A
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	Officer Worksheet Not Completed
ListProvideNa	Provided
	Not Provided
	N/A
	Not Provided - See "Explanation

OldListbox

ListYNNAExplain	Yes
	No
	Not Applicable
	No - See "Explanation"
	Not Applicable - See "Explanation"
	See "Explanation"
ListCompletedNAExplain	Completed
	Not Completed
	Not Applicable
	Not Completed - See "Explanation"
	Not Applicable - See "Explanation"
	See "Explanation"
ListProvidedNAExplain	Provided
	Not Provided
	Not Applicable
	Not Provided - See "Explanation"
	Not Applicable - See "Explanation"
	See "Explanation"
ListWillingNAExplain	Willing
	Not Willing
	Not Applicable
	Not Willing - See "Explanation"
	Not Applicable - See "Explanation"
	See "Explanation"
ListAttachedNAExplain	Attached
	Not Attached
	Not Applicable
	Not Attached - See "Explanation"
	Not Applicable - See "Explanation"
	See "Explanation"
ListAgreeNAExplain	Agree
	Do Not Agree
	Not Applicable
	Do Not Agree - See "Explanation"
	Not Applicable - See "Explanation"
	See "Explanation"
ListNCQADMProgAccred	Patient & Practitioner Accreditation
	Patient-Oriented Accreditation
	Practitioner-Oriented Accreditation
	Accreditation In-Process
	Accreditation Not Requested
	Accreditation Denied
	Other - See "Explanation"
ListNCQADMProgCert	Program Design Certification
	Systems Certification
	Contact Certification
	Certification In-Process
	Certification Not Requested
	Certification Denied
	Other - See "Explanation"
ListJCAHODiseaseCert	Certificate of Distinction Awarded
	Certification In Process
	Certification Not Requested
	Certification Denied
	Other - See "Explanation"
ListURACDMAccred	Full Accreditation
	Conditional Accreditation
	Provisional Accreditation
	Accreditation Not Requested
	Accreditation Denied
	Accreditation In-Process
	Accreditation Voluntarily Withdrawn
	Corrective Action
	Reaccreditation In-Process
	Other - See "Explanation"
ListMinSizeDMProg	< 1,000
	1,000
	2,000
	5,000
	10,000
	Other - See "Explanation"
ListRecommendFreq	Daily
	Weekly
	Monthly
	Quarterly
	Annually
	Other - See "Explanation"
ListStandReportFreq	Per Occurrence
	Weekly
	Monthly
	Quarterly
	Annually
ListPropFeeLenTime	18 months
	24 months
	36 months
	48 months
	Other - See "Explanation"
ListMinLeadTime	1 month
	2 months
	3 months
	4 months
	6 months
	Other - See "Explanation"
ListPropRequirement	Accept
	Refuse
	See Modified Language

READ ME FIRST-Cover Letter

Hillsborough County Public Schools

Request for Proposal (RFP)

September 2025

BACKGROUND AND ADMINISTRATIVE INFORMATION
Introduction
Hillsborough County Public Schools is in the process of evaluating organizations that can provide wellbeing solutions to their employees. In order for your organization to be fully considered, it is important that you follow the instructions outlined below, respond to the "Minimum Requirements" tab and respond to this RFP by 10/02/25.
Effective Date(s)	1/1/2027 - 12/31/2027
Incumbent Vendor (if applicable)	Vitality

Company Description
Additional information about Hillsborough County Public Schools can be found on their website:	https://www.hillsboroughschools.org/
Location of Hillsborough County Public Schools:	Tampa Bay, Florida

Primary Goals of The RFP
1	Capability Understanding: We look forward to learning, expanding and/or updating our knowledge base surrounding your organization's capabilities to better understand your offerings and explain them proficiently to our client.
2	Best in Class Wellbeing Services: We will be looking for the most innovative, well-rounded, capable wellbeing solutions to include in our procurement efforts. Demonstrating your organizational abilities in this RFP will directly correlate to procurement opportunities and participation.
3	Scoring and Benchmarking: Your RFP response will be scored against other participants. Your organization's care and attention to this process is imperative.

RFP Process

We want this to be an interactive process. We will make every reasonable effort to provide you with sufficient information for your responses. You are invited to ask questions during the proposal process and to seek additional information, if needed.

All communication and questions should be directed through HCPS Procurement. Vendors are not to contact or reach to HCPS team members. Doing so may result in disqualification

Project Timeline
Event	Target Date
RFP Released to Vendors, Procurement posts	9/2/25
Intent to Bid and Questions due	9/16/25
RFP Submission Due Date	10/2/25
Finalist Meetings	12/16/25
Submission Format
Your completed proposal must be submitted electronically through VendorLink or other website on which the RFP is posted. All proposal responses should be entered in the blank cells to the right of each question. You are requested to submit your proposal materials and ask any clarifying questions via the procurement site.

Required Attachments - Please Include the Following Documents in Your Response	Suggested Naming Conventions
Roadmap	[Your Organization's Name]_Roadmap
Health Assessment (HA)	[Your Organization's Name]_HealthAssessment
Custom Portal Views	[Your Organization's Name]_CustomPortalViews
Standard Communications	[Your Organization's Name]_StandardCommunications
Custom Communications	[Your Organization's Name]_CustomCommunications
Standard Reporting	[Your Organization's Name]_StandardReporting
Custom Reporting	[Your Organization's Name]_CustomReporting
ROI Methodology	[Your Organization's Name]_ROIMethodology
Performance Guarantees	[Your Organization's Name]_PerformanceGuarantees
Implementation Timeline	[Your Organization's Name]_Implementation Timeline
Please provide these attachments via VendorLink or other website on which the RFP Is posted, along with this workbook.
Current Wellbeing Program
HCPS's current program (Wellbeing4U) supports physical, emotional, social, and financial pillars of wellbeing. HCPS has partnered with Vitality since 2024 and they have been supporting engagement, behavior change, champion network support, incentive management and fulfillment, biometric screenings, health assessment and team/customized challenges with their population.

https://www.hillsboroughschools.org/ Minimum Requirements

Request for Wellbeing Proposal for Hillsborough County Public Schools (HCPS)

Minimum Requirement Questionnaire

To Vendor: Use Column E to confirm/deny ability to adhere to requirements in listed in column D. In column provide a brief explanation of your response, if warranted.

	Minimum Requirements	Response	Explanation
		Confirm/Deny Dropdown
1	Offeror must certify that it has a current business license and/or all other required certifications necessary to operate in the State of Florida (required of all contractual and sub-contractual parties)
2	Offeror must certify that no work of any kind will be performed via offshore service centers or personnel. All work must be performed within the continental United States. All member service functions provided by the Offeror including subcontractors and staff must be conducted by personnel, employees, workers, or agents residing in or incorporated, located, or based in the continental United States.
3	Offeror must submit required documentation to confirm financial viability. Please include your most recent audit or similar documents.
4	Offeror must have at least five (5) years of experience providing wellbeing/wellness services for education clients. Must have at least 5 education clients. Please confirm by attaching a list of current/previous clients which demonstrate the Offerors ability to meet this requirement.
5	Offeror must have experience providing wellbeing/wellness services for clients > 25K lives. Please confirm by attaching a list of current/previous clients which demonstrate the Offerors ability to meet this requirement.
6	Offeror must be able to provide a library of pre-built challenges, as well as configurable/customizable challenge capabilities.
7	Offeror's native mobile app experience must offer identical capabilities to the web and mobile-enabled experience.
8	Offeror must have ability to calculate ROI/claims savings for HCPS and clearly articulate methodology.
9	Offeror must have ability to send data to HCPS's medical carrier for analysis purposes.
10	Offeror must have ability to receive data from HCPS's benefits administration vendor.
11	Offeror must have ability to accept funding for program to come from HCPS’s medical carrier, while maintaining a direct contract with HCPS.

Auto Number & Color

Overview and Capabilities

Request for Wellbeing Proposal for Hillsborough County Public Schools (HCPS)

Questionnaire

To Vendor: Use Column E to provide a brief explanation. The explanation should specify whether there is an additional cost outside of the core offering and this must be indicated on the 'Financials' tab. The Explanation should also indicate if the specific feature is available today or as a future enhancement (if so, provide go-live date). All responses must be succinct and directly answer only the question(s) being asked. Character limitations are in place.

		Response	Explanation
	Organizational Background
1	How many years has your company been in business?
2	What is your average size client?
3	Total number of large (25,000+) clients and total number of education clients in your BoB
4	Is your organization's core business planning any changes or modifications to your core business over the next 12 months? If yes, explain.
5	Have you been part of any merger or acquisitions in the last 2 years? If so, please explain.
6	Attach a copy of your 3-5 year roadmap. Name the file [Your Organization's Name]_Roadmap. Include any planned major IT/platform updates.		Please post to procurement site in submission.
7	Provide the total number of lives served by your wellbeing solution.
8	Provide the total number of direct and indirect contracted clients you have.
9	Is there any closed litigation in the last 2 years against your organization?
10	Is there any pending litigation against your organization?
11	What do you consider to be your top 3 differentiators relative to your competition?
12	How many employer clients do you currently support with your comprehensive wellbeing solution?
13	Indicate yes or no if your organization is registered as a SBE (small business enterprise)
	Account Management
14	Identify the individuals who will serve as the account team for HCPS, including the primary account management person. Include names, locations, years of experience with your organization, and account manager/client ratio. Summarize the client experience of the account manager, specify their experience with large clients over 25k and/or School Districts.
15	Does HCPS have the ability to request a change in the account team if the proposed team does not satisfy HCPS's needs?
16	Will the day-to-day account manager be a part of the implementation process or will there be a designated implementation manager?
17	How often will the account team meet with HCPS for reviews and strategic meetings, what is the expected response time to client outreach, and will they come on-site throughout the year at no additional cost?
18	When HCPS has a request or question what is the expected response time from the account management team? (i.e., same day, 24 hours, etc.)
19	What was the staff turnover rates for the Account Management Team (involuntary and voluntary) in 2023 and 2024?
20	Do you use NPS scores to determine client satisfaction? If so, provide your BoB NPS scores for 2023 and 2024. If not, please describe your approach to quantifying member satisfaction, and provide BoB member satisfaction metrics from 2023 and 2024.
21	How many other clients and member lives will HCPS's account manager be supporting?
	Implementation
22	How long is the implementation process and can it be done simultaneously with contracting?
23	How would your organization increase historical wellbeing platform utilization and attract engagement from employees who have never used the platform before?
24	What does training and support look like in the first 120 days?
25	Describe the member onboarding process.
	Champion Support
26	Can you support a relaunch/enhancements to HCPS's current champion network? If so, how? What resources are available to HCPS and it's champions? What best practices do you recommend to ensure the network stays engaged throughout the year and year-over-year?
27	Describe how you would support HCPS in recruiting and managing a champion network (note - HCPS's current Champion Network is comprised of roughly 220+ Champions)
28	Describe how you will work and integrate with existing Champion Network to support them, and recruit additional Wellbeing Champions.
	Health Assessment (HA)	Response	Response
29	Attach a copy of the health assessment you propose to use. Name the file [Your Organization's Name]_HealthAssessment.		Please post to procurement site in submission.
30	Do you own your HA? If not, who owns it? Does it comply with GINA and ADA guidelines?
31	What are the overarching categories of questions included in your HA? Are SDoH questions included?
32	Is the Health Assessment required for employees on the platform? How often can an employee take the HA?
33	Are the results of custom questions factored into any HA reporting or algorithms?
34	What elements of the HA are customizable? Is there a fee associated with customizing, such as adding or deleting, HA questions? If so, please include in financials tab.
35	Do you do any proactive outreach based on HA responses (e.g., if a member says they're depressed, do you share client EAP information)?
36	Are you able to pull in historical assessment data and results from the Vitality platform (incumbent wellness vendor) or would year-over-year comparisons only be available from the new program inception date?
37	Describe how you leverage data collected through the HA to personalize the member experience.
	Third Party Biometric Screenings	Response	Explanation
38	Do you provide biometric screenings "in-house" or contract through a partner? Can HCPS choose the partner? If contracted through a partner, list your preferred partners. Would HCPS need to have a direct contract with the provider or would it be through wellness vendor? If there are any additional fee(s), please include in the financials tab.
39	Do verified biometric results become the “record of truth” for all reporting and analysis even if HA was completed after screening (i.e. verified results replace self-report results upon upload)?
40	Can you auto-populate the HA with results from all third party sources?
	Health Portal/Tools	Response	Explanation
41	Describe how your platform can segment the platform views and programs/services for different geographies or population subsets (i.e., by location, business unit, job code, spouse/dependent, etc.). Provide concrete examples. HCPS requires that they be able to report down to the school level and by unions.
42	When multiple admins are assigned to the portal, can they have different access permissions?
43	How does AI facilitate personalized wellness recommendations, coaching, ecosystem partner referrals, or intervention strategies based on users health data and behaviors?
44	How are community based resources included in resource referrals?
45	Will HCPS have administrative access to the portal so they can update with HCPS site-specific announcements (i.e., calendar or bulletin board) and view real-time reporting? Explain any limitations.
46	Describe the ability to customize portal interface(s) with HCPS specific branding and information. If HCPS wants to adjust their logo and any parts of their branding, does the vendor support and is it included?
47	How long does it take to integrate a custom platform request from HCPS?
48	Are there any additional fees for portal customization?
49	Attach examples of how the portal has been customized to meet the client's needs. Name the file [Your Organization's Name]_Custom Portal Views.		Please post to procurement site in submission.
	Integrations	Response	Explanation
50	Please list all partners/solutions that you work with within your platform to deliver your core services. Provide the name of the company and describe the level of integration with your company’s solutions. Please make sure to include in Explanation column whether HCPS would have access to these partners and if there is an additional fee, please make sure to include within Financials tab.
	Partner 1:
	Partner 2:
	Partner 3:
	Partner 4:
	Partner 5:
	Partner 6:
51	Describe your experience/ability to integrate with HCPS's partners and components below to promote other internal/external programs within your portal.
	Champions
	Aetna Resources for Living (EAP)
	Local initiatives (ex. Mobile mammography bus, Tampa General Hospital, etc.)
	HCPS staff (ex. Wellbeing Department Manager, carrier provided dedicated resources)
52	What AI-driven predictive analytics or risk stratification model(s) does your organization use to identify and support at-risk populations?
53	Describe your ability to host HCPS's benefits/ecosystem hub on your platform. Please detail the level of integration and level of detail provided to employees through the platform.
54	Confirm your ability to send data to HCPS's data warehouse, Cedar Gate. If there are additional costs, please include in the Financials Tab.
	Customer Service	Response	Explanation
55	Describe your approach to resolving participant issues, including turn-around time, follow-up with participants, escalation of issues, etc. for issues that cannot be resolved immediately.
56	What are your hours of operation for customer service?
57	List all the methods in which an employee can reach customer service (designated 800#, chat, text, email, etc.)
58	Does your platform use AI-driven chatbots or other means of virtual assistants for member support? If so, explain how complex health inquiries are handled.
58	How are employee-facing customer service representatives trained on the HCPS culture and vendor ecosystem?
59	How will customer service and coaches be trained to provide referrals and/or warm transfers to other HCPS vendors as appropriate? Are referrals tracked and reported on?
60	What was the staff turnover rates for Customer Service Team (involuntary and voluntary) in 2023 and 2024?
61	Do you use NPS scores to determine member satisfaction? If so, provide your BoB NPS scores for 2023 and 2024. If not, please describe your approach to quantifying member satisfaction, and provide BoB member satisfaction metrics from 2023 and 2024.
	Coaching	Response	Explanation
62	Please describe all modalities in which coaching is overed on your platform. If there is an additional cost, please include in Financials tab.
63	Is coaching conducted "in-house" or through a partner? If through a partner, list preferred partners you typically contract with.
64	To help HCPS better understand the participation they should expect with coaching, vendors are being asked to provide their BoB coaching participation %. Please differentiate the participation % for clients who incentivize coaching, and those who offer coaching but do not incentivize coaching
65	What are the hours of operation for your coaching team?
66	What are the credentials of your coaches?
67	What topics does coaching cover?
68	Do you have the ability to "cap" coaching enrollment to ensure clients stay within budget?
	Program Design and Capabilities	Response	Explanation
69	What is the registration process for participants (including information needed to register)? Outline avaerage time required to complete registration and any additional steps in the process such as security questions, waivers, onboarding assessment, etc.
70	Can HCPS adjust or change the program design mid-program year?
71	Can rewards design support levels that require points and also actions taken? (i.e. a physical exam)
72	Are incentive point systems customizable (ex. for daily workout points, points for onsite school events, etc.)? Can HCPS add/remove activities and also customize the amount of points tied to an activity?
73	Does the platform support both desktop and mobile devices? Outline any differences between the two experiences
74	Explain how you improve social connection among employees who work in various locations.
75	Provide the categories of educational content within the platform. Is your digital content written at or below a 5th grade level?
76	What languages does the platform support?			Explanation
77	What devices can members connect to the platform? (i.e. Apple/Google Health, Fitbit, Garman, MyFitnessPal, etc.)
	How often is new content released?
	In the section below, quantify the number of resources available to members in alignment with HCPS's wellbeing Pillars	Challenges	Self-Guided Content (articles/videos)	Coaching Topic (yes/no)
	Physical
	Emotional
	Social
	Financial
78	Please describe any condition management programs integrated into your wellness platform (e.g. heart health, diabetes, obesity, etc.)
	Challenges	Response	Explanation
79	List and detail the challenges available and implementation process, including HCPS and your roles/responsibilities. Be sure to indicate if any challenges incur additional costs.
80	Can the platform support claims verified challenges (direct claims and/or upload of EOB image if employee is not on HCPS medical)?
81	Can the platform support outcomes-based challenges?
82	Can your platform support roster-verified challenges?
83	Are you able to segment challenges based on location, department, etc?
84	What options are available for participants who wish to self-report?
85	Are the challenges in your solution team-based, individual, or a combination of both
86	Describe the degree to which your challenges are customizable - can HCPS customize step and engagement challenges?
87	Are members able to create peer-to-peer challenges? If so, do you/HCPS have the ability to disable challenges?
	Incentive Management, Tracking, and Administration	Response	Explanation
88	Describe your incentive management tool, including tracking method, and customizability (i.e., dollars vs. points, etc.), whether data-verified upload vs. self-reported, etc.
89	Please explain how you administer incentive options, including internal and/or external partners (e.g., medical carrier, TPA, other) with whom you coordinate to ensure efficient and accurate administration. Also include management of participant inquiries and appeals related to rewards.
90	Please describe your ability to reward for actions taken on other wellbeing-related platforms.
91	Describe your incentive and reward fulfillment options (eg. Mall-based rewards, gift cards, etc.)
92	What is the estimated turn-around time when an employee reaches their incentive and when it is fulfilled?
93	Are incentive design recommendations included in your strategy discussions with HCPS? Please describe.
94	Please describe how HCPS would get billed upon employees collecting incentives. Can you confirm HCPS will not be charged until redemeption of rewards?
	Communications and Engagement	Response	Explanation
95	Describe your standard communication package.
96	What types of communications require an additional fee?
97	Do you offer a self-service admin marketing toolkit for HCPS to leverage as needed?
98	What strategy do you recommend to reach individuals without access to company emails?
99	Can you offer customization of hard copy communications (i.e., flyers, posters, one-pagers, home mailers)? Does this result in any additional cost? If there is an additional cost, please include in Financials tab.
100	Can you offer customization of digital communications? If there is an additional cost, please include in Financials tab.
101	Will members be able to select how they would like to receive communications during the registration process (i.e., text only, email only, etc.)?
102	Outline how your organization would creatively engage HCPS employees at the worksite and virtually, specifically those that are deskless, or transportation, custodial or food service.
103	Do you send targeted communications to employees? If so, what data is used and what segments do you typically target?
104	Provide an example of your standard communications and examples of customized communications completed for other clients. Name the files [Your Organization's Name]_Standard Communications and [Your Organization's Name]_Custom Communications.
105	Reporting	Response	Explanation
	Provide your 2022, 2023 and 2024 book of business results. Please be clear and articulate the detailed reported outcomes within each area below in your response. In the explanation column, explain how you define each term
	Engagement	2022:

2023:

2024:

Utilization 2022:

2023:

2024:

User Satisfaction 2022:

2023:

2024:

Risk Reduction 2022:

2023:

2024:

Behavior Change 2022:

2023:

2024:

Cost Impact 2022:

2023:

2024:

106	Can your AI models provide measurable ROI insights, such as improved populational health outcomes, reduced healthcare costs, or increased program engagement?
107	Can the platform utilize medical claims data to predict risk level?
108	Can you offer customized reporting to meet HCPS's reporting needs? Does this result in any additional cost? Do you have the ability to segment reporting by HCPS's site locations, or employee job role? If there is an additional cost, please include in Financials tab.
109	Can you offer ad hoc reports and data pulls? If so, what is the estimated turn-around time? If there is an additional cost, please include in Financials tab.
110	How often will you provide reporting to HCPS?
111	Is there an administrator portal for self-service reports?
112	Provide an example of your standard reporting and examples of customized reporting completed for other clients. Name the files [Your Organization's Name]_Standard Reporting and [Your Organization's Name]_Custom Reporting.		Please post to procurement site in submission.
	Data Security	Response	Explanation
113	Explain if and how the service your company is to provide to HCPS includes gathering, processing, retaining or transferring any personal data. What management processes are in place to ensure your compliance with U.S. and/ or International Data Protection Laws?
114	Is your company registered with the relevant Data Protection Authorities in the countries in which you are based? Does your registration cover the type of service your company proposes to provide?
115	Where is the data stored? Is it within the United States? If not, which country?
116	Where is your member service and account support teams located? What level of access to HCPS's data do they have?
117	Have you had any reportable security breaches in the last 24 months? If yes, explain.
118	Does your platform provide Multi Factor Authentication?
	Reference (Note: references will not be contacted at this stage of the process. Vendor will be alerted before contact is made)	Response	Explanation
119	Provide 1 client as a reference who has recently terminated.
120	Provide 1 client as a reference who is currently active
121	Provide 1 client as a reference who is a School District.

Auto Number & Color

Performance Guarantees

Request for Wellbeing Proposal for Hillsborough County Public Schools (HCPS)

To Vendor: In this tab outline your proposed performance guarantees for HCPS. Be as detailed as possible.

Performance Guarantees	Response	% of Fees at Risk	Description
Provide Performance Guarantees for each area indicated. Be detailed in your description for each area, indicating definition, outcome and percentage of fees at risk for the following:
Implementation, operational and administrative
Engagement/participation
Participant satisfaction
Client Satisfaction
Risk mitigation
Return on Investment
System availability, downtime
App and platform performance
Timely Reporting
Other, clearly define
Other, clearly define
Other, clearly define
Other, clearly define
Other, clearly define
Other, clearly define
Other, clearly define

Auto Number & Color

Financials

Request for Wellbeing Proposal for Hillsborough County Public Schools (HCPS)

Financial Proposal

Provide a comprehensive financial bid that covers the scope of services your organization is proposing for HCPS. List all fees and assumptions of what is included in those fees. If there are specific line items below that are included in your core fees versus optional programs, please indicate that in the assumption column.

Population

Total Eligible Population
Eligible Population	24,181
HCPS currently allows the following to participate in their wellness program: Actives and Retirees enrolled in medical, Active employees who have opted out of medical, Spouses if covered on the medical plan

Program and Program Description	Assumptions	Measure of Unit	Unit Price	Estimated Units	Estimated Annual Price or Included in Admin Fee
Core Fees
One-Time Setup Fee / Implementation Fee			$ -
Platform Fee (EE)	24,181		$ -		$ -
Account Management			$ -
Custom Reporting			$ -
Data Imports and Exports (per file feed cost, also note frequency)			$ -
Single Sign-On Set-Up (per SSO set-up fee)			$ -
File feed fees			$ -
Challenges (Individual & Team, assume 4 per year)			$ -
Telephonic Coaching			$ -		$ -
Incentive Fulfillment			$ -
Standard Communications			$ -
Custom Communications (hourly fee and estimated hours)			$ -
Other, Specify			$ -
Biometric Screenings
Onsite Screening			$ -		$ -
Lab Option			$ -		$ -
Physician Form			$ -		$ -
Other			$ -
Other

Annual Total

Additional Fee-Related Questions

Indicate if you will guarantee the proposed fees for 3 years (Yes/No)

Describe how variances in enrollment/participation may impact the fees quoted.

Is your organization willing to provide a credit to support the broker's involvement in implementation? If so, provide the amount you are willing to credit HCPS for the broker's role in implementation

Footnotes:

File details come from the government source that posted it. Updated Jan 8, 2026.