RP014_23 Gwinnett Wellness Center RFP QUESTIO.xlsx

XLSX spreadsheet 1 MB Posted

Attached to
RP014-23 Provision of On-Site Wellness Center Administration on an Annual Contract
Solicitation number
PE-77023-NONST-2024-000000019
Issued by
Gwinnett County, Georgia

About this file

Written by GovTribe AI ·

This is a Request for Proposal (RFP) questionnaire for RP014-23, issued by Gwinnett County, Georgia, for the provision of on-site wellness center administration on an annual contract basis. The RFP seeks a qualified service provider to operate an existing wellness center serving Gwinnett County employees and retirees across multiple medical plan options, including Aetna HSA plans (Gold and Silver tiers), Kaiser HMO plans (Gold and Silver tiers), and Traditional PPO coverage. The wellness center must provide comprehensive services including primary care, preventive health screenings, chronic disease management, occupational health services, and health coaching. The contract is effective April 1, 2024, with the first anniversary date of January 1, 2025. The RFP questionnaire requires detailed responses addressing submission requirements, legal and contractual compliance, organization and experience, clinic operations and capabilities, staffing models, account management, reporting and performance guarantees, billing procedures, technology integration, and transition planning. The service provider must maintain current staffing levels including two medical office assistants, one health/wellness advocate, one physician (20 hours per week), one nurse practitioner, and one clinic manager, with ability to transition existing staff as full-time W-2 employees.

The RFP requires service providers to demonstrate HIPAA compliance, maintain professional liability and fidelity bonds, own and operate their member service call center, and provide 24/7/365 call center capabilities for scheduling. Pricing terms are not specified in the questionnaire but billing procedures must accommodate Gwinnett's requirement that services cannot be paid in advance, with payment due by the last business day of the month services are rendered. The service provider must be capable of coordinating with multiple medical plan partners (Aetna and Kaiser), integrating with existing systems (currently EPIC EMR), and managing data securely with PCI compliance for payment processing. The RFP emphasizes performance guarantees tied to engagement, participation, health improvement, satisfaction, financial outcomes, staffing quality, account manager quality, and call center performance. Gwinnett reserves the right to terminate the agreement with cause upon 10 calendar days' notice or without cause upon 30 calendar days' notice, and requires the selected vendor to transfer all required data and records within 60 days of termination. The eligible population includes approximately 1,500+ active employees and retirees distributed across various plan tiers and family statuses.

View the file

Other files

File Type Posted
RP014_23 Notice.pdf PDF
RP014_23 Ad1.pdf PDF
RP014_23 Cancellation Notice.pdf PDF

On GovTribe

Work with this file

  • Download the original file
  • Contacts named in this file
  • Similar government files
  • Ask GovTribe AI about this file
Try for free Login

Text version

The file's text, extracted by GovTribe without its formatting.

Wellness Center Questionnaire

RP014-23, Provision of On-site Wellness Center Administration on an Annual Contract
Gwinnett Request for Proposal (RFP)
Questionnaire
I. Gwinnett Requirements
A.SUBMISSION REQUIREMENTSResponseExplanation
1.Confirm service provider agrees to all request for proposal submission requirements that are outlined in the "Read Me First" document.
2.Gwinnett reserves the right to audit (or designate an independent third party to audit) the Wellness Center at any time. This includes up to two years following termination of the business relationship with prior written notification. Gwinnett will not be held responsible for time or miscellaneous costs incurred by the service provider in association with an audit including, but not limited to, the costs associated with providing audit reports, systems access, or space. Furthermore, Gwinnett expects the selected service provider to pay for the cost of any follow-up audit, should the results of the initial audit prove unsatisfactory.
3.Gwinnett will pay current month's fees by the last day of the current month. Service Provider will not assess late penalties for Gwinnett based on the arrangement indicated. Gwinnett cannot pre-fund any invoice nor pay for any services before they are delivered.
4.Confirm service provider is compliant with the HIPAA Privacy Rule, Unsecured Protected Health Information Breach Notification Rule, and Security Rule issued by the U.S. Department of Health and Human Services.
5.Service provider will enter into a business associate contract and/or agreement with Gwinnett, as plan sponsor, to comply with the HIPAA Privacy Rule, Unsecured Protected Health Information Breach Notification Rule, and Security Rule, and the applicable requirements of the HIPAA Electronic Transaction and Code Set Standards.
6.Service provider requires an individual's authorization before using or disclosing his/her protected health information for purposes other than treatment, payment, or health care operations, or as otherwise permitted or required by the HIPAA Privacy Rule.
7.Service provider will notify Gwinnett, as plan sponsor, in the event of a breach of unsecured protected health information as required by the Unsecured Protected Health Information Breach Notification Rule. Please outline process(es) in place for breach notification.
8.If service provider uses subcontractors who create, receive, transmit, or maintain protected health information on its behalf, service provider will obtain satisfactory assurances, in accordance with the HIPAA Privacy and Security Rules, the subcontractor will appropriately safeguard the protected health information.
9.Service provider is compliant with the HIPAA omnibus final rule that includes final modifications to the HIPAA Privacy Rule and Security Rules to implement the privacy and security provisions of the HITECH Act, a final Unsecured Protected Health Information Breach Notification Rule, and modifications to the HIPAA Privacy Rule and Security Rule that impact the HIPAA compliance obligations of business associates.
10.Service provider owns the member service call center which will service Gwinnett.
11.Gwinnett reserves the right to decline the designated Account Manager, as well as any additional support assigned to the account.
12.Service provider must coordinate, integrate, and share data with all applicable service provider partners according to Gwinnett requests and guidelines.
B.LEGAL/CONTRACTUAL/COMPLIANCE
Liability/RegulatoryResponseExplanation
13.Service provider is bonded.
14.Service provider maintains a fidelity bond.
15.Confirm service provider maintains professional liability insurance and provide amount.
16.Liability insurance covers:
a.Medical management decisions.
b.Professional malpractice
c.Provider contracting
17.During the past three years, has the service provider been involved in any regulatory or legal action as either a plaintiff or defendant? If so, what is the status or outcome?
18.Please describe any judgment or settlement during the past three years or pending litigation that could result in judgments or settlements in excess of $100,000.
19.Service provider agrees to prepare and file all legal documents necessary to implement and maintain the plan, including policies, amendments, contracts, and required state filings.
20.Service provider agrees to provide necessary legal defense in the event of litigation, including all costs insuring thereto.
ContractualResponseExplanation
Below are the contract provisions which the service provider agrees to:
21.April 01, 2024 is to be the contract effective date.
22.The contract is to be issued in Georgia.
23.January 01, 2025 will be the first contract anniversary date.
24.Attach any deviations to the contract enclosed in the "RP014-23 Read Me First Wellness Center_Final.pdf" document. Name the file: [Service Provider's Name]_Contract Deviations.
25.The service provider agrees not to appoint any agent, general agent, or broker, nor authorize payment of any kind to a party not approved in writing by Gwinnett.
26.The service provider shall cause Gwinnett and its welfare program to be the named insured thereunder. The service provider shall provide proof of such insurance to Gwinnett prior to the execution of the contract.
Future Contract TerminationResponseExplanation
27.Gwinnett County has the right to terminate the Agreement, with cause and without termination charges, with 10 calendar days written notice. Gwinnett County has the right to terminate the Agreement, without cause and without termination charges, with 30 calendar days written notice. Gwinnett County shall be the only party to have termination without cause rights.
28.Service provider selected during this proposal process must agree to transfer to Gwinnett, within 60 days of notice of termination, all required data and records necessary to administer the plan(s)/program(s), subject to state and federal confidentiality considerations. The transfer may be made electronically, in a file format to be determined based on the mutual agreement between Gwinnett and the service provider.
Compliance, GeneralResponseExplanation
29.Service provider agrees that it will honor repayment demands or requests for reimbursement that are made within the 3-year period for Medicare to recover improper payments.
30.Service provider agrees to comply with the Department of Labor's final claims procedure regulations, including the appropriate timeframes for adjudicating claims and notice of appeal decisions.
Compliance, Privacy and ConfidentialityResponseExplanation
31.Service provider will not use or further disclose protected health information (PHI) other than as permitted or required by the Business Associate Agreement or as required by law.
32.Service provider agrees to use appropriate safeguards to prevent the unauthorized use or disclosure of the PHI. Service provider agrees to report to the plan sponsor any unauthorized use or disclosure of the PHI. Please outline process(es) in place for notification.
33.Service provider agrees to mitigate, to the extent practicable, any harmful effect that is known to service provider of a use or disclosure of PHI by service provider in violation of the requirements of the federal privacy rule.
34.Service provider agrees to ensure that any agent, including a subcontractor, to whom it provides PHI received from, or created or received by the service provider agrees to the same restrictions and conditions that apply to service provider with respect to such information.
35.Service provider agrees to provide access to PHI in a "designated record set" in order to meet the requirements under 45 CFR §164.524.
36.Service provider agrees to make any amendment(s) to PHI in a "designated record set" pursuant to 45 CFR §164.526.
37.Service provider agrees to document such disclosures of PHI and information related to such disclosures as would be required to respond to a request by an individual for an accounting of disclosures of PHI in accordance with 45 CFR §164.528.
38.Service provider agrees to (i) implement administrative, physical, and technical safeguards that reasonably and appropriately protect the confidentiality, integrity, and availability of the electronic PHI that it creates, receives, maintains, or transmits, (ii) report to the plan sponsor any security incident (within the meaning of 45 CFR § 164.304) of which service provider becomes aware, and (iii) ensure that any service provider employee or agent, including any subcontractor to whom it provides PHI received from, or created or received by the service provider agrees to implement reasonable and appropriate safeguards to protect such PHI.
II. ORGANIZATION AND EXPERIENCE
C.SERVICE PROVIDER INFORMATIONResponseExplanation
39.Public or Privately-Held
40.Parent Company
41.Describe the Ownership/Controlling Interest Structure (Wholly-owned, subsidiary, part of a joint venture, etc.) of the service provider. Provide information on all organizations with more than a 7.5% stake, including legal and financial arrangements with these organizations.
42.Length of time providing onsite wellness centers including preventive, urgent care, health improvement, and occupational health services.
43.Organizational changes, including: (1) any significant organizational changes that were implemented during the past 24 months; (2) mergers, acquisitions, spin-offs, etc. that have occurred during the past 24 months or are expected near term; (3) anticipated changes in ownership or business developments, including but not limited to mergers, stock issues, and the acquisition of new venture capital.
44.Provide an organizational chart. Label as “Attachment: Organizational Chart”.
45.Provide the total number of onsite clinics providing primary and/or urgent care services in the U.S and in the Lawrenceville, Georgia area.
46.Describe service provider's experience and the total number of near site clinics providing primary and/or urgent care services in the U.S and in the Lawrenceville, Georgia area.
47.Do service provider's near site/onsite clinics offer services to dependents and children?
48.Indicate whether service provider is accredited for ambulatory health services by the Accreditation Association for Ambulatory Health Care (AAAHC). If yes, provide the date of the next accreditation review. If no, explain why the service provider is not accredited and any plans to seek accreditation in the future.
III. CLINIC OPERATIONS AND CAPABILITIES
D.GENERAL STANDARDSResponseExplanation
49.Describe service provider's operational standards and commitment to ensuring adherence to those standards?
50.Confirm service provider has processes and procedures in place to ensure adherence to applicable laws around medical waste removal, chemical storage and other relevant activities.
51.Describe service provider's process for ongoing clinical and process inspections at the clinic.
52.Does service provider perform ad-hoc/unannounced inspections at some frequency?
53.Describe service provider's process for preparing on-site clinical audits and accreditation inspections.
54.Provide examples of punch list items service provider uses to prepare clinic space for internal and external audits.
55.Does service provider have a defined stock rotation process outlining how medical items are used (for example, FIFO - first in first out, or FEFO - first expiry, first out)? Please explain.
56.Does service provider's POS system maintain Payment Card Industry (PCI) data compliance?
57.Please confirm there are no separate or related compliance costs passed down to Gwinnett.
58.Confirm system can accept payment from FSA/HSA debit cards. These cards are stacked with applicable HRA/HSA/FSA balances.
59.Provide the name of the Electronic Medical Record (EMR) that will be used in the Wellness Center.
60.Confirm EMR and any other system employed which may contain Protected Health Information satisfies all applicable HIPAA-HITECH requirements. Has the system been validated through an external third party certifying entity? If so, please provide the date of the last audit.
61.Describe how the EMR is able to electronically communicate with other providers in the community and health systems.
62.Describe the process for transferring information in the current EMR (EPIC) into service provider's EMR.
63.Describe the process for patient online scheduling, appointment reminders, and “virtual waiting room”.
64.Describe service provider's approach to best practices for working around scheduling barriers for employees who are unable to schedule appointments and are unreachable during clinic hours (examples: police officers, fire fighters).
65.Indicate typical wait time to obtain an appointment and typical wait time when a member arrives at the clinic before being seen. Describe how technology is used to minimize wait time.
66.Describe any patient follow-up technology.
67.Describe any after-hours coverage capabilities that may be provided.
68.Please give an example of how the service provider applies the clinical and personal data collected to drive decisions which affect programs and/or services for a client.
69.Please attach copies of the reporting that will be provided to Gwinnett as part of ongoing clinic operations. These should include actionable data on referral tracking, chronic disease management outcomes, risk mitigation due to service provider's work, cohort analysis of ongoing patients, comparisons to community care, etc.
70.Describe the process for analyzing ongoing medical and pharmacy claims data to determine programs and solutions appropriate for the Gwinnett population.
71.If a dispensary is re-instated, confirm ability to administer a shared dispensary to dispense pre-packaged pharmaceuticals. Describe the recommended best practice on managing this component.
72.If a dispensary is re-instated, what strategies will be employed to ensure high utilization? Will the dispensary be used to encourage ongoing primary utilization?
73.If a dispensary is re-instated, describe the inventory process for the medications available in the dispensary.
E.SCOPE OF SERVICES
74.Primary Care/Preventive Health
Confirm ability to provide below services; note any deviationsResponseExplanation
a.Routine Physical/Well Check
b.Provider Wellness Counseling / Coaching
c.Vital Signs

- Temperature

- Blood Pressure

- Respiratory Rate

- Heart Rate

d. Women's Health

- Pregnancy Testing (urinalysis/blood)

- Family Planning

- Mammogram referral

- Papsmear

- Annual female exam

e. Immunizations

- Hepatitis A Vaccine and Antibody

- Hepatitis B Vaccine

- Influenza

- Tetanus

- Pneumococcal

- Polio (Inactive Polio Vaccine)

- Dtap/Tdap -diphtheria, tetanus, pertussis

- Varicella

- Meningococcal

- Shingles

- Gardasil (Human Papillomavirus)

- As needed for travel

f.Please describe in detail service provider's Virtual Care/Telehealth capabilities.
g.Please describe in detail any additional training given to Providers to assist with patient care and interaction.
h.Please list any additional services recommended as part of base primary/preventive health care.
i.Gwinnett's goal is to increase Wellness Center's utilization (Primary Care, Chronic Condition Management, Preventive Screenings, and Acute Care). Please describe tactics service provider has used to increase utilization in those areas and maintain ongoing relationships with patients in other facilities.
75.Chronic Condition & Management
Confirm ability to treat below conditions; note any deviationsResponseExplanation
a.Overweight/Obesity
b.Metabolic Syndrome
c.Cardiac Health
d.Chronic obstructive pulmonary disease (COPD)
e.Diabetes
f.Hyperlipidemia
g.Hypertension
h.Thyroid Conditions
i.Asthma
j.Allergies
k.Arthritis
l.Gout
m.Musculoskeletal Issues
n.Gastroesophageal reflux disease (GERD)
o.Mental/Behavioral Health Issues
p.Please list any additional conditions recommended to be treated as part of base condition/disease management.
q.Please describe programs and tactics service provider has used to manage chronic conditions in other facilities. How has the service provider integrated with other service provider partners to accomplish these goals? How is corporate strategy embedded in these programs? What has been the success rate for these programs with similarly situated clients?
76.Laboratory Services
Confirm below samples can be collected on-site; note any deviationsResponseExplanation
a.Urinalysis

- Urinary tract infection

- Hematuria

- Electrolyte balance

- Renal function

b. Lipid panel/Cholesterol screening

- LDL

- HDL

- VLDL

- Triglycerides

- HDL to LDL ratio

c.Pregnancy Testing (blood/urine)
d.Medication level monitoring
e.CBC complete blood count

- Hemoglobin

- RBC

- WBC

- Hematocrit

- Platelets

f. Complete Metabolic panel (blood chemistry)

- Liver Function

- Electrolyte - BMP

g.Glucose / Hemoglobin A1c
h.TSH
i.Clinical Laboratory Improvement Amendments (CLIA) Waived Services

- Rapid strep test

- Rapid pregnancy test

- Rapid glucose test

- Monospot

77.Occupational Health
Confirm below services can be provided as part of Occupational Health; note deviations.ResponseExplanation
a.Pre-placement and fitness for duty exams
b.Pre-employment physicals/screenings
c.Drug Screening
d.Police, Fire, and Sheriff Departments - special immunizations/testing:

- Hepatitis B

- Flu Shot

- PPD (TB skin test)

- MMR

- Varicella-Zoster

e.Describe the capability/process for Occupational Health results/data to be delivered to Gwinnett HR and other management staff. Provide best practice recommendation. Include average turnaround time of reports (i.e.. Pre-employment physicals).
f.Describe the scope of any additional occupational health services the service provider recommends and can support onsite at the Employee Wellness Center.
78.General / OtherResponseExplanation
a.Confirm ability to coordinate with other Gwinnett service provider partners in delivering programming to the population (e.g. diabetes management courses, weight loss programs, disease management programs, and the wellness program).
b.Describe coordination of care capabilities with outpatient and inpatient providers.
d.Confirm ability/willingness for clinical practitioners to coordinate with various components of Gwinnett wellness program (ex: assist employees in navigating wellness site, maintain general knowledge of wellness program components).
e.As part of the health coaching process confirm practitioners will make recommendations to programs sponsored by the Gwinnett wellness program.
f.Confirm ability/willingness for clinical practitioners to coordinate with Gwinnett's EAP (send/receive referrals from on-site resource).
g.Describe strategy on managing referrals to network physicians, hospitals and ancillary service providers that maximizes cost effectiveness and quality of care.
h.Does service provider use any patient engagement technology or tools to communicate with members? If so, use the explanation section to describe capabilities to include outreach, communication, appointments, gap closures, etc.
i.In the state of Georgia, recent legislation has made it illegal for outpatient clinics to operate onsite dispensaries without a physician or pharmacist on site. What has the service provider done to address this issue or work around the new regulations in a compliant and legal manner?
j.What makes service provider's approach stand out from competitors?
F.STAFFINGResponseExplanation
79.Confirm service provider's ability to match the current staffing model, including the provision of the on-site Health/Wellness Advocate.

Gwinnett Current Staffing Model:

- Two Medical Office Assistants

- One Health/Wellness Advocate

- One Physician (20 hours per week)

- One Nurse Practitioner

- One Clinic Manager (not onsite 40 hours per week)

Kaiser maintains a similar staffing model which is outside the scope of this RFP

- One Kaiser Nurse Practitioner (Kaiser employee)

- One Kaiser Medical Office Assistant (Kaiser employee)

- One Kaiser Administrative Assistant (Kaiser employee)

80. Specific to the on-site Health/Wellness Advocate, confirm this resource will be able to match current duties:

- Assist employees/dependents with understanding the Wellness Plan as managed by Sharecare

- Provide one on one wellness coaching for employees as a gateway activity for the Wellness Plan

- Assist employees with completing their Health Risk Assessment (RealAge Test in Sharecare terms)

- Refer employees to the Employee Wellness Center for disease management

- Attend new hire employee orientation as a representative of the Wellness Plan

- Facilitate lunch and learn sessions specific to wellbeing topics, i.e., nutrition, exercise, disease specific support groups, etc.

- Support departments by attending meetings, conducting face to face courses, and training

81.Indicate the recommended staffing model if it will differ from the current model above and describe how the service provider arrived at this recommendation.
82.Describe the service provider's ability and experience in hiring existing staff within a newly implementing facility.
83.Describe how service provider will collaborate with Gwinnett to select staff for the Wellness Center.
84.Describe ability and experience hiring existing staff when taking over operations of an existing facility. If current staff is transitioned to the new provider, Gwinnett expects these staff members will be full-time, W-2 employees with the new provider.
85.Describe the training programs regarding HIPPA compliance and include which staff members take part in the training and how often. Is this training mandatory?
86.For clinicians, what is the clinical hours worked to administrative hours needed ratio? For example, for xx hours of clinical work, yy hours are provided for completion of medical charting.
87.Confirm service provider can provide an on-site Clinic Manager
88.What is service provider's turn over rate for providers? Specifically and separately, nurse practitioners, physicians, support staff, and clinic managers.
89.Confirm Gwinnett County will be heavily involved in the recruiting of the providers and able to veto any selection.
90.Confirm alignment of philosophy related to staffing clinic personnel; refer to expectations outlined in the Read Me First document.
Call Center
91.Confirm ability to offer a 24/7/365 call center for scheduling; note any deviations.
92.Does the call center perform other activities in addition to scheduling? Provide full scope of call center services available.
93.Please provide experience and background of call center staff.
94.Describe the training call center representatives receive (both administrative in nature as well as compliance/regulatory where applicable).
95.Confirm call center has triage capabilities and can appropriately route members to proper scheduling channels. The call center will schedule appointments for enrollees in the self-funded plans, but will need to be able to refer Kaiser enrollees to the proper place.
G.On-Site AdvocacyResponseExplanation
96.Confirm service provider can provide an on-site Health/Wellness Advocate to perform the following services. Please provide an explanation of the programs in the Explanation column and give examples of how service provider has deployed these resources for other clients.
Weight Management Programs
Tobacco Cessation Programs
Diabetes prevention and control programs
Nutrition education
Chronic Condition Education
Behavioral Health or Lifestyle Coaching
Lunch and learn classes
Utilization of local resources on-site to promote wellness and health
Promotion and utilization of other company benefits offerings
Blood pressure fairs
Health fair participation and organization
Health/wellness challenges between departments or locations tailored to needs
New Hire Orientation presentation at each Orientation session
Specific programming for various Gwinnett departments
Provide any additional recommended services including those for the on-site Health/Wellness Advocate.
Please describe credentials of the Health/Wellness Advocate service provider would place on-site for Gwinnett.
IV. ACCOUNT MANAGEMENT AND REPORTING
C.ACCOUNT MANAGEMENTResponseExplanation
97.Confirm Gwinnett can provide feedback on proposed account management team, with the ability to make changes where necessary.
98.Describe service provider's Account Management model with the following in mind:

- Cadence/frequency of interactions with Gwinnett and Aon

- Integration of stakeholders (occupational health, third party wellness service provider, Kaiser, Aetna, etc.)

- Who leads the calls/in-person meetings?

99. Please outline the team that will support the Employee Wellness Center. For each person, please provide the following information:

- Name

- Role

- Years of related experience

- Description of related experience

- Specialty

- Number of current clients

- Face time dedicated to Gwinnett

100.Specific to the clinic management roles, describe the level of engagement and amount of time spent on clinical activities vs. administrative activities.
101.Confirm account team satisfaction will be measured by a quarterly survey, with a single Gwinnett team consolidated response.
102.Confirm service provider's ability to attach performance guarantees to the quality and service of the account management team.
103.Please confirm that the account manager assigned to Gwinnett will not be working on any additional implementation projects during the implementation time period of Gwinnett.
104.Confirm Gwinnett will have a dedicated implementation manager. Provide the following information if not identified above.

- Name

- Role

- Years of related experience

- Description of related experience

- Number of current clients

105. Confirm Gwinnett will have a dedicated clinical manager. Provide the following information if not identified above.

- Name

- Role

- Years of related experience

- Description of related experience

- Number of current clients

- Face time dedicated to Gwinnett

- Detailed description of day-to-day Gwinnett-specific work

H.GENERAL REPORTINGResponseExplanation
106.Describe service provider's on-site clinic measurement and reporting approach in working with Gwinnett.
107.Attach a general description of the methodology used for calculating Return on Investment (ROI) and perform a sample ROI calculation specific to Gwinnett. Clearly delineate all sources of utilization and savings.
108.Provide samples of all standard, monthly, quarterly, annual and key findings reports. These reports should include actionable data on referral tracking, chronic disease management outcomes, risk mitigation due to service provider's work, cohort analysis of ongoing patients, comparisons to community care, etc.
109.Describe how service provider will improve and report on quality of care outcomes for:
a.Preventive services
b.Adherence to evidence-based medicine especially for individuals with chronic medical conditions
c.Tracking specialist referrals
d.Tracking and reporting to patients the outcomes of laboratory tests
e.Specialist services and hospital treatment by controlling patient referrals
f.Outcomes for the cohort of employees who are ongoing Wellness Center patients
I.PERFORMANCE GUARANTEES
110.Provide proposed performance guarantees for the Wellness Center. Be very detailed in the description for each area, indicating definition, outcome, and percent of fees at-risk. Some major areas are listed below. Be sure to include additional suggestions with % fees at risk.
111.Implementation, operations and administration of programs
112.Engagement, participation, health improvement and satisfaction
113.Financial outcomes and health return
114.Staffing quality and turnover
115.Account manager quality and turnover
116.Call Center quality and client/member satisfaction; describe metrics to be used for this item.
117.Integration with medical plan partners for purposes of driving engagement with chronically ill populations.
118.Other (describe)
V. ADMINISTRATION, IMPLEMENTATION, INTEGRATION AND TECHNOLOGY/COMMUNICATIONS
J.BILLINGResponseExplanation
119.Describe billing procedures (i.e. how often would Gwinnett be billed and available payment methods).
120.Confirm ability to accommodate Gwinnett's requirement that services cannot be paid for in advance. Payment for a month's service will be paid no earlier than the last business day of that month. Please describe the grace period policy.
121.Describe how revenue in the Wellness Center will be collected and reflected in the subsequent month’s invoice.
122.Confirm capability to handle collection of payments from employees for Wellness Center services and describe available payment options such as debit card and credit card payments as well as personal checks and cash.
123.Confirm capability to coordinate electronically and in real time with the self funded medical plan to manage deductible and out of pocket maximum accumulators.
124.Confirm capability to electronically bill other health plans when another employer plan is the primary payer.
125.Confirm capability to split billing for personal health and occupational medicine services on each invoice.
126.Confirm capability of billing structure to accommodate multiple subgroups (Active/Retiree/Dependent).
127.Please provide a sample bill, ensuring the sample reflects the inclusion of occupational health services. Note the expectation is that occupational health and personal health items are clearly separated.
128.Please provide a full list of goods and services and the corresponding unit cost. Note that anything charged through the invoice should be included on the cost "menu".
K.SERVICE PROVIDER INTEGRATION
129.Confirm service provider's ability to access multiple systems in support of a turn-key health/wellness program.
130.Confirm service provider will provide reporting to a third party wellness portal platform for incentive tracking purposes.
131.Confirm willingness to participate in ongoing Vendor Partner Summits including all entities that provide care/services to the Gwinnett employee population.
132.Confirm ability to send and receive data from other Gwinnett partners.
133.Describe how service provider has participated in service provider integration activities with other clients.
134.Provide service provider's best practice recommendation around stocking supplies/medications for a clinic that has multiple carriers operating in the same space.
L.SERVICE PROVIDER TRANSITION AND IMPLEMENTATION
135.Attach a detailed implementation plan for Wellness Center roll out, aligning to Gwinnett’s needs described in the supporting documents. Clearly define tasks and responsibilities for both service provider and Gwinnett. If not the current service provider, please ensure the plan addresses the transition as it relates to staffing, medical records, training, and communications.
136.If not the current service provider, in terms of a transition from the current EMR (EPIC EMR) to a new platform:
a.Please describe how member information will be transferred to the new platform.
b.Will clinicians be able to see historical data after the transition?
c.Would members be able to see past visit results and history?
137.Describe how service provider would handle the hiring and socialization of new staff and procedures at the clinic in the following areas of concern:
a.Communications to members regarding new staff
b.Changes to current processes (scheduling, checking in, etc.)
c.Would members be required to complete new privacy disclosures?
138.Gwinnett desires to partner with a service provider that is product and platform agnostic on benefits administration systems for purposes of eligibility source data. Gwinnett's benefits administration system is currently powered by SAP but if that changes in a renewal year for this contract, please confirm the service provider will be able to pivot with the client at no cost. Please list any caveats to the capabilities and if there are any benefits administration platforms that will not be compatible.
139.Confirm service provider will conduct a marketing and advertising campaign to encourage members to utilize the facility upon transition. This may be accomplished with postcards, mailings, text messages, in person meetings, training sessions, or any other method recommended.
M.TECHNOLOGY AND COMMUNICATION
140.Please describe the member experience in terms of the modalities available for members to access clinic resources and services (web, mobile, app, etc.). What limitations exist among the various modalities (i.e. can members schedule appoints by phone, web, and/or app?) Please be very descriptive on the capabilities and limitations here.
141.Can the service provider co-brand materials pertaining to the clinic? Specifically, Gwinnett may want to co-brand fliers, postcards or other materials with Kaiser and potentially other service provider partners that may be collaborating on initiatives. Please be very specific.
VI. REFERENCES
N.REFERENCES
Provide the following information for three existing clients similar to Gwinnett and contact information of one former client recently terminated (within the past two years). Ideal client references are government entities between 1,000 and 10,000 employees with multiple carriers and multiple service provider integration points. Please prepare your references for phone calls to occur very soon after the proposal is submitted.ResponseExplanation
142.Reference #1
a.Employer's Name
b.Contact Person
c.Title
d.Phone Number
e.E-mail Address
f.Length of Time as Client
g.Clinic Staffing Model
h.Location of Onsite Clinic
i.Members Enrolled
143.Reference #2
a.Employer's Name
b.Contact Person
c.Title
d.Phone Number
e.E-mail Address
f.Length of Time as Client
g.Clinic Staffing Model
h.Location of Onsite Clinic
i.Members Enrolled
144.Reference #3
a.Employer's Name
b.Contact Person
c.Title
d.Phone Number
e.E-mail Address
f.Length of Time as Client
g.Clinic Staffing Model
h.Location of Onsite Clinic
i.Members Enrolled
145.Reference #4 (client terminated within last two years)
a.Employer's Name
b.Contact Person
c.Title
d.Phone Number
e.E-mail Address
f.Length of Time as Client
g.Clinic Staffing Model
h.Location of Onsite Clinic
i.Members Enrolled
Onsite Visit
Gwinnett may determine it is necessary to conduct a finalist meeting and/or an onsite clinic tour. We ask that the service provider provide at least two locations for the Gwinnett and Aon teams to visit. Sites should include the full range of services planned for Gwinnett.***NOTE - optional on site visits will be scored as part of Part III (Optional Interview) and not in this section.***ResponseExplanation
146.Onsite Clinic #1
a.Client Name, City, State
b.Industry
c.Total # of Employees Eligible for Clinic Services
d.# of Employees Utilizing Clinic Services
e.# of Centers and Staffing Model
f.Location(s) of Wellness Center(s)
g.Contact Name, title, contact number and email
147.Onsite Clinic #2
a.Client Name, City, State
b.Industry
c.Total # of Employees Eligible for Clinic Services
d.# of Employees Utilizing Clinic Services
e.# of Centers and Staffing Model
f.Location(s) of Health Center(s)
g.Contact Name, title, contact number and email
148.Provide at least three examples of how service provider will work with Gwinnett to drive and sustain utilization of the Wellness Center.
VII. NON-SCORED QUESTIONS
149.Describe how service provider's approach to improving primary care utilization may be different if a new staffing model is engaged.
150.If service provider is able to operate a dispensary, how will providing those medications change the approach, if at all?
151.Describe the approach to improving Occupational Medicine appointments and scheduling. Does that approach involve a different type of provider? More hours?
152.Describe the approach and related staffing model that are ideal to achieving the stated goals of the facility.

Explanation

RP014-23, Provision of On-site Wellness Center Administration on an Annual Contract
Gwinnett Request for Proposal (RFP)
This worksheet should be used to provide additional explanations for any questions for which a "See Explanation" response exceeds 400 characters.
Explanations must be numbered to correspond to the question to which they pertain and they should be brief.

Section/ Question # Explanation

Current Census

RP014-23, Provision of On-site Wellness Center Administration on an Annual Contract
Gwinnett Request for Proposal (RFP)
Below is a census of Gwinnett's total eligible population. Cells highlighted in yellow are employees/retirees who are enrolled in a self-funded plan, applicable for this RFP in terms of wellness center utilizers.
GenderBirth YearHome Zip CodeEmployee StatusMedical PlanMedical Tier
F195330528RetireeAetna Blended HSA BronzeRetiree + Spouse
M195330607RetireeAetna Blended HSA BronzeRetiree + Spouse
F195830519RetireeAetna Blended HSA BronzeRetiree + Spouse
M195159920RetireeAetna Blended HSA BronzeRetiree + Spouse
M195630078RetireeAetna Blended HSA BronzeRetiree + Spouse
M195830529RetireeAetna Blended HSA BronzeRetiree + Spouse
M195739823RetireeAetna Blended HSA BronzeRetiree + Spouse
M195730565RetireeAetna Blended HSA BronzeRetiree + Spouse
M196030011RetireeAetna Blended HSA BronzeRetiree + Spouse
M196232211RetireeAetna Blended HSA BronzeRetiree + Spouse
M195830046RetireeAetna Blended HSA BronzeRetiree + Spouse
F195830655RetireeAetna Blended HSA BronzeRetiree + Spouse
F196330046RetireeAetna Blended HSA BronzeRetiree + Spouse
M195329579RetireeAetna Blended HSA BronzeRetiree + Spouse
M195730555RetireeAetna Blended HSA GoldRetiree + Spouse
M196830655RetireeAetna Blended HSA GoldRetiree + Spouse
M195530655RetireeAetna Blended HSA GoldRetiree + Spouse
M195930512RetireeAetna Blended HSA GoldRetiree + Spouse
M195730620RetireeAetna Blended HSA GoldRetiree + Spouse
M196230582RetireeAetna Blended HSA GoldRetiree + Spouse
M195730078RetireeAetna Blended HSA GoldRetiree + Spouse
M195330518RetireeAetna Blended HSA GoldRetiree + Spouse
M195730028RetireeAetna Blended HSA GoldRetiree + Spouse
M195730650RetireeAetna Blended HSA GoldRetiree + Spouse
M195430519RetireeAetna Blended HSA GoldRetiree + Spouse
M195630542RetireeAetna Blended HSA GoldRetiree + Spouse
M195330115RetireeAetna Blended HSA GoldRetiree + Spouse
M196230014RetireeAetna Blended HSA GoldRetiree + Spouse
F196030019RetireeAetna Blended HSA GoldRetiree + Spouse
M195933914RetireeAetna Blended HSA GoldRetiree + Spouse
M195630054RetireeAetna Blended HSA GoldRetiree + Spouse
M195530043RetireeAetna Blended HSA GoldRetiree + Spouse
M195130350RetireeAetna Blended HSA GoldRetiree + Spouse
F196330019RetireeAetna Blended HSA GoldRetiree + Spouse
M195833541RetireeAetna Blended HSA GoldRetiree + Spouse
F196330052RetireeAetna Blended HSA GoldRetiree + Spouse
F196430535RetireeAetna Blended HSA SilverRetiree + Spouse
M195734287RetireeAetna Blended HSA SilverRetiree + Spouse
F195730620RetireeAetna Blended HSA SilverRetiree + Spouse
F196030567RetireeAetna Blended HSA SilverRetiree + Spouse
F196430011RetireeAetna Blended HSA SilverRetiree + Spouse
F196430656RetireeAetna Blended HSA SilverRetiree + Spouse
M196330553RetireeAetna Blended HSA SilverRetiree + Spouse
M195330019RetireeAetna Blended HSA SilverRetiree + Spouse
M195030643RetireeAetna Blended HSA SilverRetiree + Spouse
M195231419RetireeAetna Blended HSA SilverRetiree + Spouse
M195530707RetireeAetna Blended HSA SilverRetiree + Spouse
M196130656RetireeAetna Blended HSA SilverRetiree + Spouse
M195676528RetireeAetna Blended HSA SilverRetiree + Spouse
M195930553RetireeAetna Blended HSA SilverRetiree + Spouse
M195930523RetireeAetna Blended HSA SilverRetiree + Spouse
M195230519RetireeAetna Blended HSA SilverRetiree + Spouse
M195730655RetireeAetna Blended HSA SilverRetiree + Spouse
M195229835RetireeAetna Blended HSA SilverRetiree + Spouse
M195259725RetireeAetna Blended HSA SilverRetiree + Spouse
M195730011RetireeAetna Blended HSA SilverRetiree + Spouse
M195830680RetireeAetna Blended HSA SilverRetiree + Spouse
M195730530RetireeAetna Blended HSA SilverRetiree + Spouse
M195331024RetireeAetna Blended HSA SilverRetiree + Spouse
M195630005RetireeAetna Blended HSA SilverRetiree + Spouse
M196230011RetireeAetna Blended HSA SilverRetiree + Spouse
M195130533RetireeAetna Blended HSA SilverRetiree + Spouse
M195730019RetireeAetna Blended HSA SilverRetiree + Spouse
M195930043RetireeAetna Blended HSA SilverRetiree + Spouse
F196230523RetireeAetna Blended HSA SilverRetiree + Spouse
F195830646RetireeAetna Blended HSA SilverRetiree + Spouse
M196070433RetireeAetna Blended HSA SilverRetiree + Spouse
M196730045RetireeAetna Blended HSA SilverRetiree + Spouse
F196475248RetireeAetna Blended HSA SilverRetiree + Spouse
M194930019RetireeAetna Blended HSA SilverRetiree + Spouse
M195830528RetireeAetna Blended HSA SilverRetiree + Spouse
F195830680RetireeAetna Blended HSA SilverRetiree + Spouse
F195830620RetireeAetna Blended HSA SilverRetiree + Spouse
F196030017RetireeAetna Blended HSA SilverRetiree + Spouse
F195830518RetireeAetna Blended HSA SilverRetiree + Spouse
M195630542RetireeAetna Blended HSA SilverRetiree + Spouse
M196230656RetireeAetna Retiree HSA BronzeRetiree + Spouse
M196133870RetireeAetna Retiree HSA BronzeRetiree + Spouse
M196330474RetireeAetna Retiree HSA BronzeRetiree + Spouse
M195930546RetireeAetna Retiree HSA BronzeRetiree + Spouse
F196730558RetireeAetna Retiree HSA BronzeRetiree + Spouse
M196138478RetireeAetna Retiree HSA BronzeRetiree + Spouse
M196030024RetireeAetna Retiree HSA BronzeRetiree + Spouse
M196030052RetireeAetna Retiree HSA BronzeRetiree + Spouse
M196230019RetireeAetna Retiree HSA BronzeRetiree + Spouse
M196230643RetireeAetna Retiree HSA BronzeRetiree + Spouse
M196230094RetireeAetna Retiree HSA BronzeRetiree + Spouse
M196331061RetireeAetna Retiree HSA BronzeRetiree + Spouse
M195830056RetireeAetna Retiree HSA BronzeRetiree + Spouse
M196330642RetireeAetna Retiree HSA BronzeRetiree + Spouse
M196030120RetireeAetna Retiree HSA BronzeRetiree + Spouse
M196230024RetireeAetna Retiree HSA BronzeRetiree + Spouse
M196530513RetireeAetna Retiree HSA BronzeRetiree + Spouse
M196030025RetireeAetna Retiree HSA BronzeRetiree + Spouse
M196230506RetireeAetna Retiree HSA BronzeRetiree + Spouse
M196228712RetireeAetna Retiree HSA BronzeRetiree + Spouse
M196232506RetireeAetna Retiree HSA BronzeRetiree + Spouse
M196030044RetireeAetna Retiree HSA BronzeRetiree + Spouse
M195930019RetireeAetna Retiree HSA BronzeRetiree + Spouse
M196430641RetireeAetna Retiree HSA BronzeRetiree + Spouse
M195830549RetireeAetna Retiree HSA BronzeRetiree + Spouse
M196730663RetireeAetna Retiree HSA BronzeRetiree + Spouse
F195830052RetireeAetna Retiree HSA BronzeRetiree + Spouse
F196030622RetireeAetna Retiree HSA BronzeRetiree + Spouse
M196530528RetireeAetna Retiree HSA BronzeRetiree + Spouse
M196730680RetireeAetna Retiree HSA BronzeRetiree + Spouse
M196330019RetireeAetna Retiree HSA BronzeRetiree + Spouse
M196230680RetireeAetna Retiree HSA BronzeRetiree + Spouse
M196830622RetireeAetna Retiree HSA BronzeRetiree + Spouse
F197230052RetireeAetna Retiree HSA BronzeRetiree + Spouse
M197136561RetireeAetna Retiree HSA BronzeRetiree + Spouse
M196730558RetireeAetna Retiree HSA BronzeRetiree + Spouse
M196930047RetireeAetna Retiree HSA BronzeRetiree + Spouse
M196630052RetireeAetna Retiree HSA BronzeRetiree + Spouse
M197330052RetireeAetna Retiree HSA BronzeRetiree + Spouse
F196429693RetireeAetna Retiree HSA BronzeRetiree + Spouse
M196757719RetireeAetna Retiree HSA BronzeRetiree + Spouse
M195834465RetireeAetna Retiree HSA BronzeRetiree + Spouse
F196837862RetireeAetna Retiree HSA BronzeRetiree + Spouse
M195931516RetireeAetna Retiree HSA BronzeRetiree + Spouse
F196430019RetireeAetna Retiree HSA BronzeRetiree + Spouse
F196327127RetireeAetna Retiree HSA BronzeRetiree + Spouse
M196130512RetireeAetna Retiree HSA BronzeRetiree + Spouse
F195830607RetireeAetna Retiree HSA BronzeRetiree + Spouse
M196130043RetireeAetna Retiree HSA BronzeRetiree + Spouse
F196330572RetireeAetna Retiree HSA BronzeRetiree + Spouse
M196031527RetireeAetna Retiree HSA BronzeRetiree + Spouse
M195930052RetireeAetna Retiree HSA BronzeRetiree + Spouse
F196030548RetireeAetna Retiree HSA BronzeRetiree + Spouse
F196430542RetireeAetna Retiree HSA BronzeRetiree + Spouse
F196130019RetireeAetna Retiree HSA BronzeRetiree + Spouse
M196330045RetireeAetna Retiree HSA BronzeRetiree + Spouse
F196130521RetireeAetna Retiree HSA BronzeRetiree + Spouse
M196030656RetireeAetna Retiree HSA GoldRetiree + Spouse
M195830052RetireeAetna Retiree HSA GoldRetiree + Spouse
F196630523RetireeAetna Retiree HSA GoldRetiree + Spouse
M195930019RetireeAetna Retiree HSA GoldRetiree + Spouse
M195876539RetireeAetna Retiree HSA GoldRetiree + Spouse
M196530633RetireeAetna Retiree HSA GoldRetiree + Spouse
M196430513RetireeAetna Retiree HSA GoldRetiree + Spouse
M196130521RetireeAetna Retiree HSA GoldRetiree + Spouse
M196130641RetireeAetna Retiree HSA GoldRetiree + Spouse
M196330577RetireeAetna Retiree HSA GoldRetiree + Spouse
M196230331RetireeAetna Retiree HSA GoldRetiree + Spouse
M195930044RetireeAetna Retiree HSA GoldRetiree + Spouse
M195930019RetireeAetna Retiree HSA GoldRetiree + Spouse
M195830655RetireeAetna Retiree HSA GoldRetiree + Spouse
M195830513RetireeAetna Retiree HSA GoldRetiree + Spouse
M195977807RetireeAetna Retiree HSA GoldRetiree + Spouse
M195830513RetireeAetna Retiree HSA GoldRetiree + Spouse
M196430534RetireeAetna Retiree HSA GoldRetiree + Spouse
M196530680RetireeAetna Retiree HSA GoldRetiree + Spouse
M195830504RetireeAetna Retiree HSA GoldRetiree + Spouse
M195830620RetireeAetna Retiree HSA GoldRetiree + Spouse
M196430045RetireeAetna Retiree HSA GoldRetiree + Spouse
F196130011RetireeAetna Retiree HSA GoldRetiree + Spouse
M197128734RetireeAetna Retiree HSA GoldRetiree + Spouse
M196330043RetireeAetna Retiree HSA GoldRetiree + Spouse
M196730540RetireeAetna Retiree HSA GoldRetiree + Spouse
F196030052RetireeAetna Retiree HSA GoldRetiree + Spouse
M196030019RetireeAetna Retiree HSA GoldRetiree + Spouse
M196530529RetireeAetna Retiree HSA GoldRetiree + Spouse
M196630620RetireeAetna Retiree HSA GoldRetiree + Spouse
M195930011RetireeAetna Retiree HSA GoldRetiree + Spouse
M195830066RetireeAetna Retiree HSA GoldRetiree + Spouse
F196431826RetireeAetna Retiree HSA GoldRetiree + Spouse
M196630625RetireeAetna Retiree HSA SilverRetiree + Spouse
M196330641RetireeAetna Retiree HSA SilverRetiree + Spouse
F196930056RetireeAetna Retiree HSA SilverRetiree + Spouse
M195830041RetireeAetna Retiree HSA SilverRetiree + Spouse
M196830054RetireeAetna Retiree HSA SilverRetiree + Spouse
M196030043RetireeAetna Retiree HSA SilverRetiree + Spouse
M196230620RetireeAetna Retiree HSA SilverRetiree + Spouse
F196330019RetireeAetna Retiree HSA SilverRetiree + Spouse
M196330553RetireeAetna Retiree HSA SilverRetiree + Spouse
F196234695RetireeAetna Retiree HSA SilverRetiree + Spouse
M195930582RetireeAetna Retiree HSA SilverRetiree + Spouse
M196030011RetireeAetna Retiree HSA SilverRetiree + Spouse
M195830548RetireeAetna Retiree HSA SilverRetiree + Spouse
M196031763RetireeAetna Retiree HSA SilverRetiree + Spouse
M195830515RetireeAetna Retiree HSA SilverRetiree + Spouse
M195930523RetireeAetna Retiree HSA SilverRetiree + Spouse
M195830577RetireeAetna Retiree HSA SilverRetiree + Spouse
M196330041RetireeAetna Retiree HSA SilverRetiree + Spouse
M196030629RetireeAetna Retiree HSA SilverRetiree + Spouse
M196130523RetireeAetna Retiree HSA SilverRetiree + Spouse
M196030047RetireeAetna Retiree HSA SilverRetiree + Spouse
M196130052RetireeAetna Retiree HSA SilverRetiree + Spouse
M195830557RetireeAetna Retiree HSA SilverRetiree + Spouse
M196130052RetireeAetna Retiree HSA SilverRetiree + Spouse
M195830642RetireeAetna Retiree HSA SilverRetiree + Spouse
M196230519RetireeAetna Retiree HSA SilverRetiree + Spouse
F196531331RetireeAetna Retiree HSA SilverRetiree + Spouse
M196630548RetireeAetna Retiree HSA SilverRetiree + Spouse

This is the start of the file's text. The full file is on GovTribe.

File details come from the government source that posted it. Updated .