RP014-23 Provision of On-Site Wellness Center Administration on an Annual Contract

Gwinnett County, Georgia issued Request for Proposal RP014-23 for the provision of on-site wellness center administration services on an annual contract basis with four renewal options. The procurement sought a qualified service provider to operate an existing wellness center serving approximately 1,500+ active 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 service provider was required to deliver comprehensive services including primary care, preventive health screenings, chronic disease management, occupational health services, and health coaching, with the contract effective April 1, 2024, and first anniversary date of January 1, 2025. Key qualifications included maintaining current staffing levels (two medical office assistants, one health/wellness advocate, one physician at 20 hours per week, one nurse practitioner, and one clinic manager), achieving HIPAA compliance, maintaining professional liability and fidelity bonds, operating a member service call center with 24/7/365 capabilities, and integrating with existing systems (EPIC EMR). The RFP evaluation criteria emphasized performance guarantees tied to engagement, participation, health improvement, satisfaction, financial outcomes, staffing quality, account manager quality, and call center performance. A mandatory pre-proposal conference was scheduled for September 7, 2023, at 10:00 A.M., with sealed proposals due by 2:50 P.M. on September 29, 2023, to the Gwinnett County Purchasing Office at 75 Langley Drive, Lawrenceville, Georgia, with public opening occurring at 3:00 P.M. the same date. Questions regarding the proposal were required to be submitted by 3:00 P.M. on September 11, 2023, to Dana Garland, Purchasing Associate III, at dana.garland@Gwinnettcounty.com or 770-822-8723. Proposals were required to be submitted as three unbound single-sided copies and five digital copies on flash drives in specified formats.

Gwinnett County maintains an ineligible source list, and any firms currently debarred, suspended, or placed on this list were prohibited from submitting proposals, with no set-aside designations identified for disadvantaged enterprises in the available documentation. The service provider was required to transition existing staff as full-time W-2 employees and coordinate with multiple medical plan partners (Aetna and Kaiser) while integrating with the existing EPIC EMR system and maintaining PCI compliance for payment processing. Billing procedures required that services could not be paid in advance, with payment due by the last business day of the month services were rendered. Gwinnett County reserved the right to terminate the agreement with cause upon 10 calendar days' notice or without cause upon 30 calendar days' notice, with the selected vendor required to transfer all required data and records within 60 days of termination. No specific award values or budget ranges were disclosed in the available proposal documents. However, it should be noted that on September 18, 2023, Gwinnett County issued a cancellation notice (posted September 6, 2023) indicating that solicitation RP014-23 had been cancelled in its entirety, with specifications to be revised and the proposal re-solicited at a future date.