C2B-Issue ITN Provide Wellness Services To The City Of Miami Beach Active EmployCOMMISSION ITEM SUMMARY
Condensed Title:
REQUEST FOR APPROVAL TO AUTHORIZE THE ISSUANCE OF AN INVITATION TO
NEGOTIATE (lTN) NO. 2015-112-WG TO PROVTDE WELLNESS SERVTCES TO THE ClTy OF
MIAMI BEACH FOR lTS ACTIVE EMPLOYEES.
Ensure e ture trends are sustainable over the lonq term.
Supporting Data (Surveys, Environmenta! Scan, etc.): N/A
Item Su
The Administration desires to seek proposals from fully qualified firms interested in partnering with
the City to provide a wellness program for employees.
The City believes that improvements in employee health, and corresponding health coverage costs,
can be achieved through wellness plan management, disease management, case management,
measuring results, making lifestyle changes, promoting wellness education and promoting healthier
decision making. While the City is interested in improving the health of employees enrolled in its
medical benefits programs, both on a short-term and longterm basis, cost is also a factor.
Through the lTN, the City will be able to evaluate available wellness programs, as well as complete
a cost-benefit analysis for each program considered. The ITN scope has been developed by the
City's health plan and benefits consultant, Arthur J. Gallagher & Company.
RECOMMENDATION
The Administration recommends that the Mayor and Commission authorize the issuance of the ITN
2015-112-WG to Provide Wellness Services to the Citv of Miami Beach Active Emolovees.
Board Recommendation:
N/A
Financia! lnformation:
Financia! lmpact Summary: N/A
Alex Denis, Director Ext # 6641
S\March 1 1\Procurement\lTN-201 5-1 12-WG To Provide Services to the City of
AGENDA ITEM
Active Employees
ISSUANCE SUMMARY.docx
czB
3-ll-lsE MIAAAIBEACH DATE113
MIAMIBEACH
City of Miomi Beoch, 1700 Convention Center Drive, Miomi Beoch, Florido 33,l 39, www.miomibeochfl.gov
COMMISS N MEMORANDUM
TO:
FROM:
DATE:
SUBIECT: REQUEST FOR APPROVAL
INVITATION TO NEGOTIATE
TO THE CITY OF MIAMI BEACH ACTIVE EMPLOYEES.
ADM IN!STRATION RECOMM EN DATION
Authorize the issuance of the lTN.
BACKGROUND
The Administration desires to seek proposals from fully qualified firms interested in
partnering with the City to provide a wellness program for employees.
SCOPE OF SERVICES
The City believes that improvements in employee health, and corresponding health
coverage costs, can be achieved through wellness plan management, disease
management, case management, measuring results, making lifestyle changes,
promoting wellness education and promoting healthier decision making. While the City
is interested in improving the health of employees enrolled in its medical benefits
programs, both on a short-term and longterm basis, cost is also a factor.
Through the lTN, the City will be able to evaluate available wellness programs, as well
as complete a cost-benefit analysis for each program considered. The ITN scope has
been developed by the City's health plan and benefits consultant, Arthur J. Gallagher &
Company.
OTHER RFP REQUIREMENTS
o MINIMUM QUALIFIGATIONS. Please Reference, Appendix C, ITN 2015-
112-WG to Provide Wellness Services to the City of Miami Beach Active
Employees.
o SUBMITTAL REQUIREMENTS. Please Reference Section 0300, ITN 2015-
112-WG to Provide Wellness Services to the City of Miami Beach Active
Employees.
o CRITERIA FOR EVALUATION. Please Reference Section 0400, ITN 2015-
112-WG to Provide Wellness Services to the City of Miami Beach Active
Employees.
Mayor Philip Levine and Mem of the City SSION
Jimmy L. Morales, City Manager
March 11,2015
AUTHORIZE THE ISSUANCE OF AN
} TO PROVIDE WELLNESS SERVICES
114
City Commissioner Memorandum - ITN 2015-112-WG to Provide Wellness Services to the City of Miami Beach Active
Employees.
March 1 1,2015
CONCLUSION
The Administration recommends that the Mayor and Commission authorize the issuance
of the ITN 2015-112-WG to Provide Wellness Services to the City of Miami Beach Active
Employees.
o ATTACHMENTS
ITN 2015-112-WG to Provide Wellness Services to the Cityof Miami Beach
Active Employees.
JLM/MT/SCT/AD
T:\AGENOA\201s\March 11\Procurement\lTN lssuance to Provide Wdlness Seruices to the City of Miami Beach Active Employees. - MEMO.doc
Page 2 of 2
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TNVTTATION TO NEGOTIATE (lTN)
TO PROVIDE WELLNESS SERVICES FOR ACTIVE EMPLOYEES
20r 5-r t 2-wG
ITN ISSUANCE DATE: MARCH 11 , 2015
PROPOSALS DUE: APRIL 10,2015 @ 3:00 PM
ISSUED BY:
* MIAMIBEACH
Williom Gorviso, Procurement Coordinotor
DEPARTMENT OF PROCUREMENT MANAGEMENT
1700 Convention Center Drive, Miomi Beoch, FL 33139
305.6737000 x 6650 | www.miomibeochfl.gov
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TABLE OF CONTENTS
SOLICITATION SEGTIONS: PAGE
0100 NoT uTrLrzED ......... ..........N/A
0200 TNSTRUCTTONS TO PROPOSERS & GENERAL CONDTTTONS ................................3
O3OO SUBMITTAL INSTRUCTIONS & FORMAT .............10
0400 pRoposAL EVALUATTON ....... ............12
APPENDICES: PAGE
APPENDIX A PROPOSAL CERTIFICATION, QUESTIONNAIRE AND AFFIDAVITS ..,.,,,14
APPENDIX B "NO PROPOSAL" FORM ,..,....21
APPENDIX C MINIMUM REQUIREMENTS & SPECIFICATIONS ..,....,,,,,,,.,...23
APPENDIX D INSURANCE REQUIREMENTS ........,......27
APPENDIX E WELLNESS QUESTIONNAIRE ............,,.29
rTN 20 r 5-r r 2-wG
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SECTION O2O() INSTRUCTIONS TO PROPOSERS & GENERAL CONDITIONS
1. GENERAL. This lnvitation to Negotiate (lTN) is issued by the City of Miami Beach, Florida (the "City"), as the
means for prospective Proposers to submit their qualifications, proposed scopes of work and cost Proposals (the
"Proposal") to the City for the City's consideration as an option in achieving the required scope of services and
requirements as noted herein. All documents released in connection with this solicitation, including all appendixes
and addenda, whether included herein or released under separate cover, comprise the solicitation, and are
complementary to one another and together establish the complete terms, conditions and obligations of the
Proposers and, subsequently, the successful Proposer(s) (the "contractor[s]") if this ITN results in an award.
The City utilizes PublicPurchase (www,publicpurchase.com) for automatic notification of competitive solicitation
opportunities and document fulfillment, including the issuance of any addendum to this lTN, Any prospective
Proposer who has received this ITN by any means other than through PublicPurchase must register immediately
wilh PublicPurchase to assure it receives any addendum issued to this lTN. Failure to receive an addendum may
result in disqualification of Proposal submitted.
2. PURPOSE.
A variety of studies confirm the health conditions that contribute most to lost productivity, including depression,
anxiety, migraines, respiratory illness, arthritis, diabetes, and back and neck pain, Employees with multiple chronic
health conditions are especially vulnerable to productivity loss.
To attempt to address the concerns over the correlation between productivity and employee health conditions, the
City of Miami Beach ("the City") wishes to receive proposals from qualified vendors to develop and implement a
wellness program. A wellness program is typically defined as an organized, employer-sponsored program that is
designed to support employees as they adopt and sustain behaviors that reduce health risks, improve quality of life,
enhance personal effectiveness, and benefit the organization's bottom line. The City seeks to establish a
partnership with a qualified provider that facilitates the inherent nature of workplace wellness- a partnership between
employer and employee.
The City's health plan has been sellfunded since January 1,2009, and currently offers two (2) HMO, one (1) POS
and two (2) PPO plans to its employees that are administered and use networks managed by Humana and AvMed.
The intent of this ITN is to receive proposals from qualified vendors who can administer a wellness program for
multiple plans with two carriers,l
Through the lTN, the City will consider Proposer qualifications, proposed scope of services and program approach
and methodology. Costs will be considered during the negotiation phase,
rTN 20 r 5-t I 2-WG
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4. PROCUREMENT CONTACT. Any questions or clarifications concerning this solicitation shall be submitted to the
Procurement Contact noted below:
Procurement Contact:
William Garviso
Telephone:
305 673-7000 #6650
Email:
WilliamGarviso@miamibeachfl .oov
3.The tentative schedule for this solicitation is as follows
ITN lssued March 11 ,2015
Pre-Proposal Meeting
Deadline for Receipt of Questions April 1 ,2015
Proposals Due April 10, 2015 @3:00PM
Evaluation Committee Review TBD
Proposer Presentations TBD
Tentative Commission Approval Authorizing
Negotiations
TBD
Contract Negotiations Following Commission Approval
The Bid title/number shall be referenced on all correspondence. All questions or requests for clarification must be
received no later than ten (10) calendar days prior to the date proposals are due as scheduled in Section 0200-3. All
responses to questions/clarifications will be sent to all prospective Proposers in the form of an addendum.
5. PRE-PROPOSAL MEETING OR SITE VISIT(S). Only if deemed necessary by the City, a pre-proposal meeting or
site visit(s) may be scheduled.
A Pre-Proposal conference will be held as scheduled in Solicitation Timeline above at the following address:
City of Miami Beach
City Hall - 4ttt FIoor
City Manager's Large Conference Room
1700 Convention Center Drive
Miami Beach, Florida 33139
Attendance (in person or via telephone) is encouraged and recommended as a source of information, but is not
mandatory, Proposers interested in participating in the Pre-Proposal Submission Meeting via telephone must follow
these steps:
(1) Dialthe TELEPHONE NUMBER: 1- 888-270-9936 (Toll-free North America)
(2) Enter the MEETING NUMBER'.1142644
Proposers who are interested in participating via telephone should send an e-mail to the contact person listed in this
ITN expressing their intent to participate via telephone.
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6. PRE'PROPOSAL INTERPRETATIONS. Oral information or responses to questions received by prospective
Proposers are not binding on the City and will be without legal effect, including any information received at pre-
submittal meeting or site visit(s). 0nly questions answered by written addenda will be binding and may supersede
terms noted in this solicitation. Addendum will be released through PublicPurchase.
7. CONE OF SILENCE. Pursuant to Section 2-486 of the City Code, all procurement solicitations once advertised
and until an award recommendation has been forwarded to the City Commission by the City Manager are under the"Cone of Silence." The Cone of Silence ordinance is available at
http://library.municode.com/index.aspx?clientlD=13097&statelD=9&statename=Florida. Any communication or
inquiry in reference to this solicitation with any City employee or City official is strictly prohibited with the of exception
communications with the Procurement Director, or his/her administrative staff responsible for administering the
procurement process for this solicitation providing said communication is limited to matters of process or procedure
regarding the solicitation, Communications regarding this solicitation are to be submitted in writing to the
Procurement Contact named herein with a copy to the City Clerk at rafaelgranado@miamibeachfl.gov.
8. SPECIAL NOTICES. You are hereby advised that this solicitation is subject to the following
ordinances/resolutions, which may be found on the City Of Miami Beach website:
http ://web. miamibeachfl,qov/procuremenUscroll. aspx?id=235 1 0
. CONE 0F S|LENCE,.,. CITY CODE SECTION 2486
o PROTEST PROCEDURES CITY CODE SECT|ON 2-371. DEBARMENT PROCEEDINGS CITY CODE SECTIONS 2-397 THROUGH 2-485.3
o LOBBYIST REGISTMTION AND DISCLOSURE OF FEES.... CITY CODE SECTIONS 2481 THROUGH 2-406. CAMPAIGN CONTRIBUTIONS BY VENDORS CITY CODE SECTION 2487r CAMPAIGN CONTRIBUTIONS BY LOBBYISTS ON PROCUREMENTISSUES.. CITY CODE SECTION 2488
o REQUIREMENT FOR CITY CONTMCTORS TO PROVIDE EQUAL
BENEFITS FOR DOMESTIC PARTNERS...... CITY CODE SECTION 2-373
EITY CODE SEETIONS 2 4OT THROUGH 2 410
o PREFERENCE FOR FLORIDA SMALL BUSINESSES OWNED AND
CONTROLLED BY VETEMNS AND TO STATE-CERTIFIED SERVICE.
DISABLED VETEMN BUSINESS ENTERPRISES CITY CODE SECTION 2.374. FALSE CLAIMS 0RD|NANCE.... ctTY CODE sECTtoN z0-300. ACCEPTANCE 0F GIFTS, FAVORS & sERVlcES.... ctrY coDE sECTtoN 2449
9. POSTPONEMENT OF DUE DATE FOR RECEIPT OF PROPOSALS. The City reserves the right to postpone the
deadline for submittal of Proposals and will make a reasonable effort to give at least three (3) calendar days written
notice of any such postponement to all prospective Proposers through PublicPurchase.
10. PROTESTS. Protests concerning the specifications, requirements, and/or terms; or protests after the proposal
due date in accordance with City Code Section 2-371, which establishes procedures for protested proposals and
proposed awards, Protests not submitted in a timely manner pursuant to the requirements of City Code Section 2-
37'1 shall be barred.
11. VETERAN BUSINESS ENTERPRISES PREFERENCE. Pursuantto Cityof Miami Beach Ordinance No.2011-
3748, the City shall give a five (5) point preference to a responsive and responsible Proposer which is a small
business concern owned and controlled by a veteran(s) or which is a service-disabled veteran business enterprise.
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12. DETERMINATION OF AWARD. The final ranking results of Step 1 & 2 outlined in Section V, Evaluation of
Proposals, will be considered by the City Manager who may recommend to the City Commission that negotiations be
approved with one or more Propose(s) s/he deems to be in the best interest of the City or may recommend relection
of all Proposals. The City Manager's recommendation need not be consistent with the scoring results identified
herein and takes into consideration Miami Beach City Code Section 2-369, including the following considerations:
(1) The ability, capacity and skill of the Proposer to perform the contract.
(2) Whether the Proposer can perform the contract within the time specified, without delay or
interference.
(3) The character, integrity, reputation, judgment, experience and efficiency of the Proposer.
(a) The quality of performance of previous contracts.
(5) The previous and existing compliance by the Proposer with laws and ordinances relating to the
contract.
The City Commission shall consider the City Manage/s recommendation and may approve such recommendation.
The City Commission may also, at its option, relect the City Manager's recommendation and select another Proposal
or Proposals which it deems to be in the best interest of the City, or it may also reject all Proposals. Upon approval of
selection by the City Commission, negotiations, including any costs, between the City and the selected Propose(s)
willcommence.
13. ACCEPTANCE OR REJECTION OF PROPOSALS. The City reserves the right to relect any or all Proposals
prior to award. Reasonable efforts will be made to either award the Contract or reject all Proposals within one-
hundred twenty (120) calendar days after Proposals opening date. A Proposer may not withdraw its Proposals
unilaterally before the expiration of one hundred and twenty (120) calendar days from the date of Proposals opening.
14. PROPOSER'S RESPONSIBILITY, Before submitting a Proposal, each Proposer shall be solely responsible for
making any and all investigations, evaluations, and examinations, as it deems necessary, to ascertain all conditions
and requirements affecting the full performance of the contract. lgnorance of such conditions and requirements,
and/or failure to make such evaluations, investigations, and examinations, will not relieve the Proposer from any
obligation to comply with every detail and with all provisions and requirements of the contract, and will not be
accepted as a basis for any subsequent claim whatsoever for any monetary consideration on the part of the
Proposer.
15. COSTS INCURRED BY PROPOSERS. All expenses involved with the preparation and submission of Proposals,
or any work performed in connection therewith, shall be the sole responsibility (and shall be at the sole cost and
expense) of the Proposer, and shall not be reimbursed by the City,
16. RELATIONSHIP TO THE CITY. lt is the intent of the City, and Proposers hereby acknowledge and agree, that
the successful Proposer is considered to be an independent contractor, and that neither the Proposer, nor the
Propose/s employees, agents, and/or contractors, shall, under any circumstances, be considered employees or
agents of the City.
17. TAXES. The City of Miami Beach is exempt from all Federal Excise and State taxes.
18. MISTAKES. Proposers are expected to examine the terms, conditions, specifications, delivery schedules,
proposed pricing, and all instructions pertaining to the goods and services relative to this lTN. Failure to do so will
be at the Proposer's risk and may result in the Proposal being non-responsive.
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19. PAYMENT. Payment will be made by the City after the goods or services have been received, inspected, and
found to comply with contract, specifications, free of damage or defect, and are properly invoiced. lnvoices must be
submitted in a format consistent with the Purchase Order.
20. PATENTS & ROYALTIES. Proposer shall indemnify and save harmless the City of Miami Beach, Florida, and its
officers, employees, contractors, and/or agents, from liability of any nature or kind, including cost and expenses for,
or on account of, any copyrighted, patented, or unpatented invention, process, or article manufactured or used in the
performance of the contract, including its use by the City of Miami Beach, Florida. lf the Proposer uses any design,
device or materials covered by letters, patent, or copyright, it is mutually understood and agreed, without exception,
that the proposal prices shall include all royalties or cost arising from the use of such design, device, or materials in
any way involved in the work.
21. MANNER OF PERFORMANCE. Proposer agrees to perform its duties and obligations in a professional manner
and in accordance with all applicable Local, State, County, and Federal laws, rules, regulations and codes, Lack of
knowledge or ignorance by the Proposer with/of applicable laws will in no way be a cause for relief from
responsibility. Proposer agrees that the services provided shall be provided by employees that are educated, trained,
experienced, certified, and licensed in all areas encompassed within their designated duties. Proposer agrees to
furnish to the City any and all documentation, certification, authorization, license, permit, or registration currently
required by applicable laws, rules, and regulations. Proposer further certifies that it and its employees will keep all
licenses, permits, registrations, authorizations, or certifications required by applicable laws or regulations in full force
and effect during the term of this contract. Failure of Proposer to comply with this paragraph shall constitute a
material breach of this contract.
Where contractor is required to enter or go on to City of Miami Beach property to deliver materials or perform work or
services as a result of any contract resulting from this solicitation, the contractor will assume the full duty, obligation
and expense of obtaining all necessary licenses, permits, and insurance, and assure all work complies with all
applicable laws. The contractor shall be liable for any damages or loss to the City occasioned by negligence of the
Proposer, or its officers, employees, contractors, and/or agents, for failure to comply with applicable laws.
22. SPECIAL CONDITIONS. Any and all Special Conditions that may vary from these General Terms and
Conditions shall have precedence,
23. ANTI-DISCRIMINATION. The Proposer certifies that he/she is in compliance with the non-discrimination clause
contained in Section 202, Executive Order 11246, as amended by Executive Order 11375, relative to equal
employment opportunity for all persons without regard to race, color, religion, sex or national origin,
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24. DEMONSTRATION OF COMPETENCY.
A. Proposals will only be considered from firms which are regularly engaged in the business of providing the
goods and/or services as described in this solicitation.B. Proposers must be able to demonstrate a good record of performance for a reasonable period of time,
and have sufficient financial capacity, and organization to ensure that they can satisfactorily perform the
services if awarded a contract under the terms and conditions of this solicitation.C. The City may consider any evidence available regarding the financial, technical, and other qualifications
and abilities of a Proposer, including past performance (experience), in making an award that is in the best
interest of the City.
25. ASSIGNMENT. The successful Proposer shall not assign, transfer, convey, sublet or othenruise dispose of the
contract, including any or all of its right, title or interest therein, or his/her or its power to execute such contract, to
any person, company or corporation, without the prior written consent of the City.
26. LAWS, PERMITS AND REGULATIONS. The Proposer shall obtain and pay for all licenses, permits, and
inspection fees required to complete the work and shall comply with all applicable laws.
27. OPTIONAL CONTRACT USAGE. When the successful Proposer (s) is in agreement, other units of government
or non-profit agencies may participate in purchases pursuant to the award of this contract at the option of the unit of
government or non-profit agency.
28. VOLUME OF WORK T0 BE RECEIVED BY CONTRACTOR. lt is the intent of the City to purchase the goods
and services specifically listed in this solicitation from the contractor. However, the City reserves the right to
purchase any goods or services awarded from state or other governmental contract, or on an as-needed basis
through the City's spot market purchase provisions.
29. DISPUTES. ln the event of a conflict between the documents, the order of priority of the documents shall be as
follows:
A. Any contract or agreement resulting from the award of this solicitation; then
B. Addendum issued for this solicitation, with the latest Addendum taking precedence; then
C. The solicitation, then
D. The Proposer's Proposal in response to the solicitation.
30. INDEMNIFICATION. The contractor shall indemnify and hold harmless the City and its officers, employees,
agents and instrumentalities from any and all liability, losses or damages, including attorney's fees and costs of
defense, which the City or its officers, employees, agents or instrumentalities may incur as a result of claims,
demands, suits, causes of actions or proceedings of any kind or nature arising out of, relating to or resulting from the
performance of the agreement by the contractor or its employees, agents, servants, partners, principals or
subcontractors. The contractor shall pay all claims and losses in connection therewith, and shall investigate and
defend all claims, suits or actions of any kind or nature in the name of the City, where applicable, including appellate
proceedings, and shall pay all costs, judgments, and attorney's fees which may be incurred thereon, The contractor
expressly understands and agrees that any insurance protection required by this Agreement or othenruise provided
by the contractor shall in no way limit the responsibility to indemnify, keep and save harmless and defend the City or
its officers, employees, agents and instrumentalities as herein provided. The above indemnification provisions shall
survive the expiration or termination of this Agreement.
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31. CONTRACT EXTENSION. The City reserves the right to require the Contractor to extend contract past the
stated termination date for a period of up to 120 days in the event that a subsequent contract has not yet been
awarded. Additional extensions past the 120 days may occur as needed by the City and as mutually agreed upon by
the City and the contractor,
32. FLORIDA PUBLIC RECORDS LAW. Proposers are hereby notified that all Bid including, without limitation, any
and all information and documentation submitted therewith, are exempt from public records requirements under
Section 119.07(1), Florida Statutes, and s. 24(a), Ar1,.1 of the State Constitution until such time as the City provides
notice of an intended decision or until thirty (30) days after opening of the proposals, whichever is earlier,
Additionally, Contractor agrees to be in full compliance with Florida Statute 119.0701 including, but not limited to,
agreement to (a) Keep and maintain public records that ordinarily and necessarily would be required by the public
agency in order to perform the services; (b) provide the public with access to public records on the same terms and
conditions that the public agency would provide the records and at a cost that does not exceed the cost provided in
this chapter or as otherwise provided by law; (c) Ensure that public records that are exempt or confidential and
exempt from public records disclosure requirements are not disclosed except as authorized by law; (d) Meet all
requirements for retaining public records and transfer, at no cost, to the public agency all public records in
possession of the contractor upon termination of the contract and destroy any duplicate public records that are
exempt or confidential and exempt from public records disclosure requirements. All records stored electronically
must be provided to the public agency in a format that is compatible with the information technology systems of the
public agency.
33. MODIFICATION/WITHDRAWALS OF PROPOSALS. A Proposer may submit a modified Proposal to replace all
or any portion of a previously submitted Proposal up until the Proposal due date and time. Modifications received
after the Proposal due date and time will not be considered. Proposals shall be irrevocable until contract award
unless withdrawn in writing prior to the Proposal due date, or after expiration of 120 calendar days from the opening
of Proposals without a contract award. Letters of withdrawal received after the Proposal due date and before said
expiration date, and letters of withdrawal received after contract award will not be considered.
34. EXCEPTIONS TO ITN. Proposers must clearly indicate any exceptions they wish to take to any of the terms in
this lTN, and outline what, if any, alternative is being offered, All exceptions and alternatives shall be included and
clearly delineated, in writing, in the Proposal, The City, at its sole and absolute discretion, may accept or reject any
or all exceptions and alternatives. ln cases in which exceptions and alternatives are rejected, the City shall require
the Proposer to comply with the particular term and/or condition of the ITN to which Proposer took exception to (as
said term and/or condition was originally set forth on the ITN).
35. ACCEPTANCE OF GIFTS, FAVORS. SERVICES. Proposers shall not offer any gratuities, favors, or anything of
monetary value to any official, employee, or agent of the City, for the purpose of influencing consideration of this
Proposal. Pursuant to Sec. 2-449 of the City Code, no officer or employee of the City shall accept any gift, favor or
service that might reasonably tend improperly to influence him in the discharge of his official duties,
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SECTION O3OO PROPOSAL SUBMITTAL INSTRUCTIONS AND FORMAT
1. SEALED PROPOSALS.One original Proposal (preferably in 3-ring binder) must be submitted in an opaque,
sealed envelope or container on or before the due date established for the receipt of proposals. Additionally, ten (10)
bound copies and one (1) electronic format (CD or USB format) are to be submitted, The following information
should be clearly marked on the face of the envelope or container in which the proposal is submitted: solicitation
number, solicitation title, Proposer name, Proposer return address. Proposals received electronically, either through
email or facsimile, are not acceptable and will be rejected.
2. LATE PROPOSALS. Proposals are to be received on or before the due date established herein. Any Proposal
received after the deadline established for receipt of Proposals will be considered late and not be accepted
or will be returned to Proposer unopened. The City does not accept responsibility for any delays, natural or
othenruise.
3. PROPOSAL FORMAT. ln order to maintain comparability, facilitate the review process and assist the Evaluation
Committee in review of Proposals, it is strongly recommended that Proposals be organized and tabbed in
accordance with the sections and manner specified below. Hard copy submittal should be tabbed as enumerated
below and contain a table of contents with page references. Electronic copies should also be tabbed and contain a
table of contents with page references. Proposals that do not include the required information will be deemed non-
responsive and will not be considered.
Cover Letter & Minimum Qualifications
1.1CoverLetterandTab!eofContents.ThecoverlettermustindicateProposerandProposery
purposes of this solicitation.
1.2 Proposal Certification, Questionnaire & Requirements Affidavit (Appendix A). Attach Appendix A fully
completed and executed.
1.3 Minimum Qualifications Requirements. Submit verifiable information documenting compliance with the minimum
irements established in C, Minimum Reouirements and Soecificati
ce & Qualifications
2.1 Qualifications of Proposing Firm. Submit detailed information regarding the firm's history anO retevant experrence
and proven track record of providing the scope of services similar as identified in this solicitation, including experience in
providing similar scope of services to public sector agencies, For each project that the Proposer submits as evidence of
similar experience, the following is required: proyect description, agency name, agency contact, contact telephone &
email, and yea(s) and term of engagement.
2.2 Qualifications of Proposer Team. Provide an organizational chart of all personnel and consultants to be used for
this project if awarded, the role that each team member will play in providing the services detailed herein and each team
members' qualifications. A resume of each individual, including education, experience, and any other pertinent
information, shall be included for each Proposal team member to be assigned to this contract.
2,3 Financial Capacity. Each Proposer shall arrange for Dun & Bradstreet to submit a Supplier Qualification Report
(SOR) directly to the Procurement Contact named herein. No Proposal will be considered without receipt, by the City, of
the SQR directly from Dun & Bradstreet. The cost of the preparation of the SQR shall be the responsibility ol the
Proposer. The Proposer shall request the SQR report from D&B at:
https://supplierporta!.dnb.com/webapp/wcs/stores/servleUsupplierPortal?storeld=11696
Proposers are responsible for the accuracy of the information contained in its SQR. lt is highly recommended
that each Proposer review the information contained in its SQR for accuracy prior to submittal to the City and
as early as possible in the solicitation process. For assistance with any portion of the SQR submittal process,
contact Dun & Bradstreet at800-424-2495.
ITN 2015 il 2-WG t0
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of Services
3.1 Wellness Questionnaire. Proposers shall submit a completed Wellness Questionnaire (Appendix E). No
proposal will be completed without a completed Wellness Questionnaire (Appendix E).
3.2 Scope of Services, Submit detailed information addressing how Proposer will achieve at a minimum, each
portion of the scope of services outlined in Appendix C, Minimum Requirements and Specifications, ln addition to
the scope stated in Appendix C, Proposers are encouraged to submit other proven wellness program components it
can propose for the City's consideration. Responses shall be in sufficient detail and include supporting
documentation, as applicable, which will allow the Evaluation Committee to complete a full review and score the
&TCIAl\^IBTACH
Note: After Proposal submittal, the City reserves the right to require additional information from Proposers (or
Proposer team members or sub-consultants) to determine: qualifications (including, but not limited to, litigation
history, regulatory action, or additional references); and financial capability (including, but not limited to, annual
reviewed/audited financial statements with the auditors notes for each of their last two complete fiscal years).
H
and Methodol
Submit detailed information on Propose/s approach and methodology to implementing the proposed scope
offerings, facilitating a high level of participation, and maximizing the effectiveness and value of the agreed to
ilN 2Ut5-| I2-WG
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E /V\IAMIETACH
SECTION O4OO PROPOSAL EVALUATION
1. Evaluation Gommittee. An Evaluation Committee, appointed by the City Manager, shall meet to evaluate each
Proposal in accordance with the requirements set forth in the solicitation. lf further information is desired, Proposers
may be requested to make additional written submissions of a clarifying nature or oral presentations to the
Evaluation Committee. The evaluation of Proposals will proceed in a two-step process as noted below. lt is important
to note that the Evaluation Committee will score the qualitative portions of the Proposals only. The Evaluation
Committee does not make an award recommendation to the City Manager, The results of Step 1 & Step 2
Evaluations will be fonrvarded to the City Manager who will utilize the results to make a recommendation to the City
Commission.
2. Step 1 Evaluation. The first step will consist of the qualitative criteria listed below to be considered by the
Evaluation Committee. The second step will consist of quantitative criteria established below to be added to the
Evaluation Committee results by the Department of Procurement Management. An Evaluation Committee, appointed
by the City Manager, shall meet to evaluate each Proposal in accordance with the qualifications criteria established
below for Step 1, Qualitative Criteria. ln doing so, the Evaluation Committee may:o review and score all Proposals received, with or without conducting interview sessions; oro review all Proposals received and short-list one or more Proposers to be further considered during
subsequent interview session(s) (using the same criteria).
Proposer Experience and Qualifications, including Financial Capability
Scope of Services Proposed
Approach and Methodology
3. Step 2 Evaluation. Following the results of Step 1 Evaluation of qualitative criteria, the Proposers may receive
additional quantitative criteria points to be added by the Department of Procurement Management to those points
earned in Step 1, as follows.
Veterans Preference
30
40
ITN 2015-t t2-wG t)
127
ID J\,!AMiSrACr-{
4. Determination of Final Ranking. At the conclusion of the Evaluation Committee Step 1 scoring, Step 2 Points
will be added to each evaluation committee member's scores by the Department of Procurement Management. Step
1 and 2 scores will be converted to rankings in accordance with the example below:
,,-.:,.+r I i,
liiiirlliiiii-:i .,. ==- ,9.,9rn$!!r9gii
= Member f.i:;
Step 1
Points 82 76 80
Step 2
Points 0 5 0
Total 82 8't 80
Reak 1 2 3
. t:..1;,':*7l
..:: ',: , i,
.:iii,li iL i
e., i. ittee,
Mernber-,2 r.rr
Step 1
Pnints 79 85 72
Step 2
Points 0 5 0
Total 79 90 74
:,,Rank 2 1 3
lCpgpifiee
l,:Meinber 3
Step 1
Points 80 74 66
Step 2
Points 0 5 0
Total 80 79 66
Rank 7 2 3
* Final Ranking is presented to the City Manager for further due diligence and
recommendation to the City Commission. Final Ranking does not constitute
an award recommendation until such time as the City Manager has made his
recommendation to the City Commission, which may be different than final
ranking results,
r N 2U t5- | I2-WG t3
128
APPENDIX A
g MtAAAtmmAtr*
Proposo I Certificotion,
auestionnoire &
Req uirements Affid ovit
2015-1 12-WG
PROVIDE WELLNESS SERVICES FOR
ACTIVE EMPLOYEES
PROCUREMENT DIVISION,l700 Convention Center Drive
Miomi Beoch, Florido 33.l39
ilN 2015-tI2-WG 14
129
Solicitation No: 2015-'l 12-WG Solicitation Title: PROVIDE WELLNESS SERVICES FOR ACTIVE EMPLOYEES
Procurement Contact: William Garviso Tel: 305 673-7000 # 6650 Email: WilliamGarviso@miamibeachfl ,gov
PROPOSAL CERTIFICATION, QUESTIONNAIRE & REQUIREMENTS AFFIDAVIT
Purpose: The purpose of this Proposal Certification, Questionnaire and Requirements Affidavit Form is to inform
prospective Proposers of certain solicitation and contractual requirements, and to collect necessary information from
Proposers in order that certain portions of responsiveness, responsibility and other determining factors and
compliance with requirements may be evaluated. This Proposal Certification, Questionnaire and Requirements
Affidavit Form is a REQUIRED FORM that must be submitted fully completed and executed.
1, General Proposer lnformation.
FIRM NAME:
No of Years in Business:No of Years in Business Locally: I No of Employees:
OTHER NAME(S) PROPOSER HAS OPERATED UNDER IN THE LAST 1O YEARS:
FIRM PRIMARY ADDRESS (HEADQUARTERS):
ut I
STATE:ZIP CODE:
TELEPHONE NO.:
I-OLL FREE NO,:
FAX NO.:
FIRM LOCAL ADDRESS:
CITY:
STATE:ZIP CODE:
PRIMARY ACCOUNT REPRESENTATIVE FOR THIS ENGAGEMENT:
ACCOUNT REP TELEPHONE NO.:
ACCOUNT REP TOLL FREE NO.:
ACCOUNT REP EIUAIL:
FEDERAL TAX IDENTIFICATION NO.:
The City reserves the right to seek additional information from Proposer or other source(s), including but not limited to: any firm or principal
information, applicable licensure, resumes of relevant individuals, client information, flnancial information, or any information the City deems
necessary to evaluate the capacity of the Proposer to perform in accordance with contract requirements.
ilN 20t5-I I2-WG t5
130
2.
Veteran Owned Business. ls Proposer claiming a veteran owned business status?
[---] ves [-l r'ro
SUBMITTAL REQUIREMENT: Proposers claiming veteran owned business status shall submit a documentation proving that firm
is certified as a veteran-owned business or a service-disabled veteran owned business by the State of Florida or United States
federal government, as required pursuant to ordinance 2011-3748.
Conflict Of lnterest. All Proposers must disclose, in their Proposal, the name(s) of any officer, director, agent, or immediate family
member (spouse, parent, sibling, and child) who is also an employee of the City of Miami Beach. Further, all Proposers must
disclose the name of any City employee who owns, either directly or indirectly, an interest of ten ('10%) percent or more in the
Proposer entity or any of its affiliates.
SUBMITTAL REQUIREMENT: Proposers must disclose the name(s) of any officer, director, agent, or immediate family member
(spouse,parent,sibling,andchild)whoisalsoanemployeeoftheCityofMiamiBeach. Proposersmustalsodisclosethenameof
any City employee who owns, either directly or indirectly, an interest of ten (10%) percent or more in the Proposer entity or any of
its affiliates
References & Past Performance. Proposer shall submit at least three (3) references for whom the Proposer has completed work
similar in size and nature as the work referenced in solicitation.
SUBMITTAL REQUIREMENT: For each reference submitted, the following information is required: 1) Firm Name, 2) Contact
lndividual Name & Title, 3) Address, 4) Telephone, 5) Contact's Email and 6) Narrative on Scope of Services Provided.
Suspension, Debarment or Contract Cancellation. Has Proposer ever been debarred, suspended or other legal violation, or had
a contract cancelled due to non-oerformance bv anv oublic sector aoencv?[--l vrs '[^l
ruo
SUBMITTAL REQUIREMENT: lf answer to above is "YES," Proposer shall submit a statement detailing the reasons that led to
action(s).
Vendor Campaign Contributions. Proposers are expected to be or become familiar with, the City's Campaign Finance Reform
laws, as codified in Sections 2-487 through 2-490 of the City Code. Proposers shall be solely responsible for ensuring that all
applicable provisions of the City's Campaign Finance Reform laws are complied with, and shall be subject to any and all sanctions,
as prescribed therein, including disqualification of their Proposals, in the event of such non-compliance.
SUBMITTAL REQUIREMENT: Submit the names of all individuals or entities (including your sub-consultants) with a controlling
financial interest as defined in solicitation. For each individual or entity with a controlling financial interest indicate whether or not
each individual or entity has contributed to the campaign either directly or indirectly, of a candidate who has been elected to the
office of Mayor or City Commissioner for the City of Miami Beach.
Code of Business Ethics. Pursuant to City Resolution N0.2000-23879, each person or entity that seeks to do business with the
City shall adopt a Code of Business Ethics ("Code") and submit that Code to the Procurement Management Department with its
response or within five (5) days upon receipt of request. The Code shall, at a minimum, require the Proposer, to comply with all
applicable governmentalrules and regulations including, among others, the conflictof interest, lobbying and ethics provision of the
City of Miami Beach and Miami Dade County.
SUBMITTAL REQUIREMENT: Proposer shall submit firm's Code of Business Ethics. ln lieu of submitting Code of Business
Ethics, Proposer may submit a statement indicating that it will adopt, as required in the ordinance, the City of Miami Beach Code of
Ethics, available at www.miamibeachfl .gov/procuremenU.
3.
6.
rN 20r5-t I2-WG t6
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7.Living Wage. Pursuantto Section 2-408of the MiamiBeach City Code, as same may be amended from time to time, proposers
shall be required to pay all employees who provide services pursuant to this Agreement, the hourly living wage rates listed below:. Commencing with City fiscal year 2012-13 (October 1,2012), the hourly living rate will be $11.28lhr with health
benefits, and $12.92/hr without benefits.
The living wage rate and health care benefits rate may, by Resolution of the City Commission be indexed annually for inflation
using the Consumer Price lndex for all Urban Consumers (CP|-U) Miami/Ft. Lauderdale, issued by the U.S. Department of Labo/s
Bureau of Labor Statistics. Notwithstanding the preceding, no annual index shall exceed three peicent (3%). Ihe City may also, by
resolution, elect not to index the living wage rate in any particular year,if it determines it would not be fiscally sound to implemeni
same (in a particular year).
Proposers' failure to comply with this provision shall be deemed a material breach under this proposal, under which the City may,
at its sole option, immediately deem said Proposer as non-responsive, and may further subject Proposer to additional penalties
and fines, as provided in the City's Living Wage Ordinance, as amended. Further information on the Living Wage requiiement is
available at www.miamibeachfl .gov/procuremenU.
SUBMITTAL REQUIREMENT: No additional submittal is required. By virtue of executing this affidavit document, Proposer agrees
to the living wage requirement.
Equal Benefits for Employees with Spouses and Employees with Domestic Partners. When awarding competitively solicited
contracts valued at over $100,000 whose contractors maintain 51 or more full time employees on their payrolls during 2b or more
calendar work weeks, the Equal Benefits for Domestic Partners Ordinance 2005-3494 requires certain contractors doing business
with the City of Miami Beach, who are awarded a contract pursuant to competitive proposals, to provide "Equal Benefrts" to their
employees with domestic partners, as they provide to employees with spouses. The Ordinance applies to all employees of a
Contractor who work within the City limits of the City of Miami Beach, Florida; and the Contractor's employees located in fne UniteO
States, but outside of the City of Miami Beach limits, who are directly performing work on the contraci within the City of Miami
Beach.
A. Does your company provide or offer access to any benefits to gmployees with spouses or to spouses of employees?
l----] vrs [--l r.ro
B. Does your company provide or offer access to any beneflts to employees with (same or opposite sex) domestic partners* or to
domestic partners of employees?
l__-l vrs [__-l r,ro
c. Please check all benefits that apply to your answers above and list in the "othe/' section any additional
benefits not already specified, Note: some benefits are provided to employees because they have a spouse or
domestic partner, such as bereavement leave; other benefits are provided directly to the spouse or domestic
partner, such as medical insurance.
BENEFIT Firm Provides for
Employees with
Soouses
Firm Provides for
Employees with
Domestic Partners
Firm does not
Provide Benefit
Health
Sick Leave
Family Medical Leave
Bereavement Leave
lf Proposer cannot offer a benefit to domestic partners because of reasons outside your control, (e.g., there are no insurance
providers in your area willing to offer domestic partner coverage) you may be eligible for Reasonable Measures compliance. To
gomply on this basis, you must agree to pay a cash equivalent and submit a completed Reasonable Measures Application
(attached) with all necessary documentation. Your Reasonable Measures Application will be reviewed for consideration by'the City
Manager, or his designee. Approval is not guaranteed and the City Manage/s decision is final. Further information on [ne fquat
Benefi ts requirement is available at www.miamibeachfl .gov/procuremenV.
Public Entity Crimes. Section 287.133(2)(a), Florida Statutes, as currently enacted or as amended from 1me to time, states that a
8.
9.
132
10.
person or affiliate who has been placed on the convicted vendor list following a conviction for a public entity crime may not submit
a proposal, Proposal, or reply on a contract to provide any goods or services to a public entity; may not submit a proposal,
Proposal, or reply on a contract with a public entity for the construction or repair of a public building or public work; may not submit
proposals, Proposals, or replies on leases of real property to a public entity; may not be awarded or perform work as a contractor,
supplier, subcontractor, or consultant under a contract with any public entity; and may not transact business with any public entity
in excess of the threshold amount provided in s. 287.0'17 for CATEGORY TWO for a period of 36 months following the date of
being placed on the convicted vendor list.
SUBMITTAL REQUIREMENT: No additlonal submittal is required. By virtue of executing this affidavit document, Proposer agrees
with the requirements of Section 287.133, Florida Statutes, and certifies it has not been placed on convicted vendor list.
Acknowledgement of Addendum. After issuance of solicitation, the City may release one or more addendum to the solicitation
which may provide additional information to Proposers or alter solicitation requirements. The City will strive to reach every
Proposer having received solicitation through the City's e-procurement system, PublicPurchase.com. However, proposers are
solely responsible for assuring they have received any and all addendum issued pursuant to solicitation. This Acknowledgement of
Addendum section certifies that the Proposer has received all addendum released by the City pursuant to this solicitation. Failure
to obtain and acknowledge receipt of all addenda may result in Proposal disqualification.
lnitial to Confirm
ReceiDl
lnitial to Confirm
Recpint
lnitial to Confirm
Reccinl
Addendum 1 Addendum 6 Addendum 11
Addendum 2 Addendum 7 Addendum 12
Addendum 3 Addendum 8 Addendum 13
Addendum 4 Addendum 9 Addendum't4
Addendum 5 Addendum 10 Addendum 15
lf additional confirmation of addendum is required, submit under separate cover.
Litigation History. Proposer shall submit a statement of any litigation or regulatory action that has been filed against your firm(s)
in the last five years. lf an action has been filed, state and describe the litigation or regulatory action filed, and identify the court or
agency before which the action was instituted, the applicable case or file number, and the status or disposition for such reported
action. lf no litigation or regulatory action has been filed against your firm(s), provide a statement to that effect. lf "No" litigation or
regulatory action has been filed against your firm(s), please provide a statement to that effect. Truthful and complete answers
to this question may not necessarily disqualify a firm from consideration but will be a factor in the selection process.
Untruthful, misleading or false answers to this question shall result in the disqualification of the firm for this project.
SUBMITTAL REQUIREMENT: Proposer shall submit history of litigation or regulatory action filed against proposer, or any
proposer team member firm, in the past 5 years. lf Proposer has no litigation history or regulatory action in the past 5 years,
submit a statement accordingly.
Financial Capacity. Each Proposer shall arrange for Dun & Bradstreet to submit a Supplier Qualification Report (SQR) direcfly to
the Procurement Contact named herein. No proposalwill be considered without receipt, by the City, of the SQR direcfly from Dun
& Bradstreet. The cost of the preparation of the SQR shall be the responsibility of the Proposer. The Proposer shall iequest the
SQR report from D&B at:
https://supplierportal.dnb.comlwebapp/wcs/stores/servleUsupplierPortal?storeld=11696
Proposers are responsible for the accuracy of the information contained in its SQR. lt is highly recommended that each Proposer
review the information contained in its SQR for accuracy prior to submittal to the City and as early as possible in the solicitation
process. For assistance with any portion of the SQR submittal process, contact Dun & Bradstreet at 800-424-2495.
SUBMITTAL REQUIREMENT: Proposer shall request that Dun & Bradstreet submit its Supplier Qualifier Report directly to the
City, with bid or within 2 days of request.
11.
12.
133
The solicitation referenced herein is being furnished to the recipient by the City of Miami Beach (the "City") for the recipient's convenience.
Any action taken by the City in response to Proposals made pursuant to this solicitation, or in making any award, or in failing or refusing to
make any award pursuant to such Proposals, or in cancelling awards, or in withdrawing or cancelling this solicitation, either before or after
issuance of an award, shall be without any liability or obligation on the part of the City.
ln its sole discretion, the City may withdraw the solicitation either before or after receiving Proposals, may accept or reject Proposals, and
may accept Proposals which deviate from the solicitation, as it deems appropriate and in its best interest. ln its sole discretion, the City may
determine the qualifications and acceptability of any party or parties submitting Proposals in response to this solicitation.
Following submission of a Bid or Proposal, the applicant agrees to deliver such further details, information and assurances, including
financial and disclosure data, relating to the Proposal and the applicant including, without limitation, the applicant's affiliates, officers,
directors, shareholders, partners and employees, as requested by the City in its discretion.
The information contained herein is provided solely for the convenience of prospective Proposers. lt is the responsibility of the recipient to
assure itself that information contained herein is accurate and complete. The City does not provide any assurances as to the accuracy of any
information in this solicitation.
Any reliance on these contents, or on any permitted communications with City officials, shall be at the recipient's own risk. Proposers should
rely exclusively on their own investigations, interpretations, and analyses. The solicitation is being provided by the City without any wananty
or representation, express or implied, as to its content, its accuracy, or its completeness. No warranty or representation is made by the City
or its agents that any Proposal conforming to these requirements will be selected for consideration, negotiation, or approval.
The City shall have no obligation or liability with respect to this solicitation, the selection and the award process, or whether any award will be
made. Any recipient of this solicitation who responds hereto fully acknowledges all the provisions of this Disclosure and Disclaimer, is totally
relying on this Disclosure and Disclaimer, and agrees to be bound by the terms hereof. Any Proposals submitted to the City pursuant to this
solicitation are submitted at the sole risk and responsibility of the party submifting such Proposal.
This solicitation is made subject to correction of errors, omissions, or withdrawal from the market without notice. lnformation is for guidance
only, and does not constitute all or any part of an agreement.
The City and all Proposers will be bound only as, if and when a Proposal (or Proposals), as same may be modified, and the applicable
definitive agreements pertaining thereto, are approved and executed by the parties, and then only pursuant to the terms of the definitive
agreements executed among the parties. Any response to this solicitation may be accepted or rejected by the City for any reason, or for no
reason, without any resultant liability to the City.
The City is governed by the Government-inthe-Sunshine Law, and all Proposals and supporting documents shall be subject to disclosure as
required by such law. All Proposals shall be submitted in sealed proposal form and shall remain confidential to the extent permitted by
Florida Statutes, until the date and time selected for opening the responses. At that time, all documents received by the City shall become
public records.
Proposers are expected to make alldisclosures and declarations as requested in this solicitation, By submission of a Proposal, the Proposer
acknowledges and agrees that the City has the right to make any inquiry or investigation it deems appropriate to substantiate or supplement
information contained in the Proposal, and authorizes the release to the City of any and all information sought in such inquiry or investigation.
Each Proposer certifies that the information contained in the Proposal is kue, accurate and complete, to the best of its knowledge,
information, and belief.
Notwithstanding the foregoing or anything contained in the solicitation, all Proposers agree that in the event of a final unappealable judgment
by a court of competent jurisdiction which imposes on the City any liability arising out of this solicitation, or any response thereto, or any
action or inaction by the City with respect thereto, such liability shall be limited to $10,000.00 as agreed-upon and liquidated damages. The
previous sentence, however, shall not be construed to circumvent any of the other provisions of this Disclosure and Disclaimer which
imposes no liability on the City.
ln the event of any differences in language between this Disclosure and Disclaimer and the balance of the solicitation, it is understood that
the provisions of this Disclosure and Disclaimer shall always govern. The solicitation and any disputes arising from the solicitation shall be
governed by and construed in accordance with the laws of the State of Florida.
tTN 201 5-1 I 2-WG t9
134
I hereby certify that: l, as an authorized agent of the Proposer, am submitting the following information as my firm's
Proposal; Proposer agrees to complete and unconditional acceptance of the terms and conditions of this document,
inclusive of this solicitation, all attachments, exhibits and appendices and the contents of any Addenda released hereto,
and the Disclosure and Disclaimer Statement; Proposer agrees to be bound to any and all specifications, terms and
conditions contained in the solicitation, and any released Addenda and understand that the following are requirements
of this solicitation and failure to comply will result in disqualification of Proposal submitted; Proposer has not divulged,
discussed, or compared the Proposal with other Proposers and has not colluded with any other Proposer or party to any
other Proposal; Proposer acknowledges that all information contained herein is part of the public domain as defined by
the State of Florida Sunshine and Public Records Laws; all responses, data and information contained in this Proposal,
inclusive of the Certification, Questionnaire and Requi Affidavit are true and accurate.
Name of Proposefs Authorized Representative:Title of Propose/s Authorized Representative:
Signature of Proposeis Authorized Representative:Date:
State of FLORIDA )
)
On this _day of _, 20_, personally
appeared before me who
of
County of _) stated that (s)he is the
a corporation, and that the instrument was signed in behalf of
the said corporation by authority of its board of directors and acknowledged said
instrument to be its voluntary act and deed. Before me:
Notary Public for the State of Florida
My Commission Expires:
ilN 20r5-I I2-WG 20
135
APPENDIX B
&
€$-4 IAN$mffi&ffih$
"No Bid" Form
2015-1 12-WG
PROVIDE WELLNESS SERVICES FOR
ACTIVE EMPLOYEES
PROCUREMENT DIVISION
1700 Convention Center Drive
Miomi Beoch, Florido 33139
r N 2U t5-I I2-WG 2)
136
WE HAVE ELECTED NOT TO SUBMIT A PROPOSAL AT THIS TIME FOR
REASON(S) CHECKED AND/OR INDICATED BELOW:
_ Workload does not allow us to proposal
_lnsufficient time to respond
_ Specifications unclear or too restrictive
_ Unable to meet specifications
_Unable to meet service requirements
_Unable to meet insurance requirements
_Do not offer this producUservice
_OTHER. (Please specify)
We do _ do not _ want to be retained on your mailing list for future proposals
of this type product and/or service.
Signature:
Title:
Legal Company Name:
Note: Failure to respond, either by submitting a proposal or this completed form,
may result in your company being removed from our vendors list.
PLEASE RETURN TO:
CITY OF MIAMI BEACH
DEPT. OF PROCUREMENT MANAGEMENT
ATTN: William Garviso
PROPOSAL#2015.112.WG
1700 Gonvention Center Drive
MIAMI BEACH, FL 33139
il N 2U t5-t | 2-WG 22
137
APPENDIX C
g M\iAft/iiffiffiAilr*
Minimum Requirements
& Specificotions
2015-1 12-WG
PROVIDE WELLNESS SERVICES FOR
ACTIVE EMPLOYEES
PROCUREMENT DIVISION,l700 Convention Center Drive
Miomi Beoch, Florido 33.l39
tTN 201 5-t I 2-WG
138
Cl. Minimum Requirements. The Minimum Eligibility Requirements for this solicitation are listed below.
Proposer shall submit detailed verifiable information affirmatively documenting compliance with each
minimum requirement. Proposers that fail to comply with minimum requirements will be deemed non-
responsive and will not be considered.
' Provide at least three (3) references for which Wellness Services have been provided to
other public sectors; (for each include organization name, contact person, address,
telephone number, email address, and summary of scope of seruices provided). The City
reserves the right to contact any party that the bidder has worked for in the past and to
reject a bidde(s) based on past poor performance.
C2. Statement of Work Required.
A variety of studies confirm the health conditions that contribute most to lost productivity: depression,
anxiety, migraines, respiratory illness, arthritis, diabetes, and back and neck pain. Employees with multiple
chronic health conditions are especially vulnerable to productivity loss. The inherent nature of workplace
wellness- a partnership between employee and employer-requires trust. Because personal health is such
an intimate issue, investment in wellness can, when executed appropriately, create deep bonds.
The City of Miami Beach ("the City") wishes to receive proposals from qualified vendors to develop and
implement a wellness program, defined as an organized, employer-sponsored program that is designed to
support employees (and, sometimes, their families) as they adopt and sustain behaviors that reduce health
risks, improve quality of life, enhance personal effectiveness, and benefit the organization's bottom line.
EMPLOYER BACKGROUND
The City's health plan has been seltfunded since January 1, 2009, and currently offers two (2) HMO, one
(1) POS and two (2) PPO plans to its employees that are administered and use networks managed by
Humana and AvMed. The intent of this ITN is to receive proposals from qualified vendors who can
administer a wellness program for multiple plans with two carriers. The intent of this ITN is to solicit best-in-
class, competitive proposals from qualified vendors for the management of the City's Wellness plan which
will be offered to employees.
Level of Employer/Employee The City contributes 50 - 71o/o of the total medical funding rate for theirContributions: employees depending upon the plan selected.
ilN 20l5-t t2-WG 24
139
Carrier/Ad mi nistrator
History.
Humana has been the City's medical PPO, POS and HM0 carrier for many
years prior to the funding change. The City went self-funded January 1,
2009. AvMed joined as an additional carrier with the same level of services
and plans as of March 1,2015. Utilization review, case management and
disease management services are also provided under each of the plans by
Humana and AvMed.
The City's retail and mail-order prescription drug program has been
administered by Humana during the same time period as medical
administration, whether the funding arrangement has been fully-insured or
self-funded. AvMed joined as an additional carrier effective March 1, 2015.
Humana currently provides the following services at no cost to the City:o Biometric Screening (voluntary basis, approx. 100 employees). Flu Shot Administered - limited to interested employees at onsite
location who have health care insurance.. Educational Seminars: (i.e. Weight loss, Tobacco cessation,
nutrition).. Health Fair Coordination and Facilitation
WELLNESS
While the City is interested in improving the health of employees enrolled in its medical benefit programs,
both on a short{erm and longterm basis, cost is also a factor. The City believes that improvements in
health can be achieved through ten steps:
. Wellness Plan Management. Disease Management. Measuring Results. Making Lifestyle Changes. Promoting Wellness Education. Promoting Healthier Decision Making
' The ability to provide on-site wellness at all of the City's locations between 3 - 5 days per weeks.
' Creating a platform that is accessible to employees without computer access, in addition to offering
a web based platform.
' Developing and implementing a media diverse communications program designed to overcome
individual apathy, the sensitivity of personal health issues, and the geographic, demographic and
cultural heterogeneity of employees.. lssue a report showing ROI by the end of year (3) three.
Based upon the results of this lTN, improving the health of the City's enrolled health plan population may be
accomplished by having all employees complete the following tasks:
. Complete a confidential health risk assessment;. Participate in a biometric screening (blood draw);. Have weight, height and blood pressure recorded;
' Attest to a tobacco free lifestyle;
' After completion, member participants will receive a report which incorporates the metrics from
each task and provides actlonable information to improve their health, and
' The successful Proposer will be able to provide this report and track compliance results and give
regular updates to the City.
The City is interested in implementing a Wellness program to begin on a mutually established date with a
140
passive enrollment approach. The City will implement the full capabilities of the Wellness vendor chosen
during the 2015-16 open enrollment period.
It is planned that during the 2016-17 open enrollments period employees who do not complete the above
activities will have a higher health care insurance contribution.
It is important that your organization has the ability to partner with the City to accomplish and establish this
type of Wellness Program. The ability to track the compliance results of the selected screening activities is
also a prerequisite. Responses that discuss the viability of a clinic or clinics operated exclusively by the City
for employees and how your organization can best facilitate this process may be factored into scoring. Your
organization must also be able to demonstrate its ability and processes to ensure all confidential and health
information is protected against impermissible access, use and disclosure pursuant to all applicable federal
and state laws.
TERM OF CONTRACT
The contract shall commence upon the date of notice of award and shall be effective for three (3) years.
OPTION TO RENEW
The City, through its City Manager, will have the option to extend for two (2) additional one-year periods
subject to the availability of funds for succeeding fiscal years.
Continuation of the contract beyond the initial period is a City prerogative; not a right of the bidder. This
prerogative will be exercised only when such continuation is clearly in the best interest of the City.
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APPENDIX D
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lnsuro nce Requirements
2015-t 12-WG
PROVIDE WELLNESS SERVICES FOR
ACTIVE EMPLOYEES
PROCUREMENT DIVISION
I200 Convention Center Drive
Miomi Beoch, Florido 33.l39
E
27
142
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PROFESSIONAL SERVICES
The provider shall furnish to the Human Resources Department, Risk Management Division, City of
Miami Beach, 1700 Convention Center Drive,3'o Floor, Miami Beach, Florida 33139, Certificate(s) of
lnsurance which indicate that insurance coverage has been obtained which meets the requirements as
outlined below:
A. Worker's Compensation and Employer's Liability lnsurance for all employees of the
provider as required by Florida Statute 440.
B. Commercial General Liability on a comprehensive basis in an amount not less than
$1,000,000 combined single limit per occurrence, for bodily injury and property damage.
City of Miami Beach must be shown as an additional insured with respect to this
coverage.
C. Automobile Liability lnsurance covering all owned, non-owned and hired vehicles used in
connection with the work, in an amount not less than 91,000,000 combined single limit per
occurrence for bodily injury and property damage.
D. Professional Liability lnsurance in an amount not less than $1,000,000 with the deductible
per claim, if any, not to exceed 10o/o of the limit of liability.
The insurance coverage required above must include a waiver of subrogation in favor of the City. The
insurance coverage required shall include those classifications, as listed in standard liability insurance
manuals, which most nearly reflect the operations of the provider.
All insurance policies required above shall be issued by companies authorized to do business under the
laws of the State of Florida, with the following qualifications:
The company must be rated no less than "A-" as to management, and no less than "Class
Vll" as to financial strength, by the latest edition of Best's lnsurance Guide, published by
A.M. Best Company, Oldwick, New Jersey, or its equivalent, subject to the approval of the
City Risk Management Division.
Certificates will indicate no modification or change in insurance shall be made without thirty (30) days
advance notice to the certificate holder.
CERTIFIGATE HOLDER MUST READ:
GITY OF MIAMI BEACH
17OO CONVENTION CENTER DRIVE
3'd FLOOR
MIAMI BEACH, FL 33139
Compliance with the foregoing requirements shall not relieve the vendor of his liability and obligation
under this section or under any other section of this agreement.
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APPENDIX E
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Wellness auestion noire
2015-t 12-WG
PROVIDE WELLNESS SERVICES FOR ACTIVE
EMPLOYEES
PROCUREMENT DIVISION,l700 Convention Center Drive
Miomi Beoch, Florido 33,l39
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144
APPENDIX E
WELLNESS QUESTIONNAI RE
Please limit your response to the specific questions asked, However, if you need additional space to provide your
response, please add rows to accommodate this information
1. Provide the following information for the primary contact responsible for
completing and answering questions for this proposal:
Name
Title
Address
Phone
Fax
E-Mail address
2. Provide the following information regarding your corporation:
Orqanization al structure overview
Number of clients
Averaqe client size
Number of clients that have renewed
Client turnover rate (% of clients who terminated their contracts)
Number of employees
Brief history of organization, including mergers, acquisitions, divestitures
to include mission statement
Any anticipated changes in the ownership or organization of the operation
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1. Provide your program delivery staffing structure to include number of
employees, experience, credentials, education and role in each area.
Health Educators
# of Staff
Avq. Years of Exoerience
Required Credentials and Education
Role in Prooram Deliverv
Exercise Physioloqist
# of Staff
Avq. Years of Experience
Required Credentials and Education
Role in Proqram Delivery
Reqistered Dieticians
# of Staff
Avo. Years of Exoerience
Required Credentials and Education
Role in Proqram Delivery
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Communication
2. Provide a description on the ongoing management of your services for this
client.
3. ldentify who is designated to monitor and report participation and employer
satisfaction,
4. Provide an implementation plan, including task, timeframes and resources. Do
you have implementation managers or other personnel dedicated to the
implementation process? Provide a brief explanation of this role.
5. lndicate your hours of operation for the following areas (please include time
zone):Hours of Operation, Week and Weekend
Customer Service (automated voice messaging service)
1. List the percentage of your target Health lmprovement Programs clients by size:# of Clients and % of Total Clients
1,501 - 5,000
5,001 - 20,000
2. List Business/lndustry of clients:# of Covered Lives and % of Total Covered
Lives
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Distribution
4. Please provide three active client references and three terminated client
references (name, address, company, telephone number of key contact, and e-mail)
we may contact.
1A. Please indicate each service your organization provides for each delivery
method queried, check all that apply:
Do you use an Outsourced Vendor for any of the services listed above? lf yes,
please provide Vendor name and what service Vendor will provide.
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18. Please indicate each service your organization provides and the availability of
tracking results and providing incentives (incentive management), check all that
apply:
Provide lncentive (gift card, merchandise, etc...
Provide lncentive (gift card, merchandise, etc,..)
lncentives Included in Prici
Provide lncentive (gift card, merchandise, etc...
lncentives lncluded in
Health Education and Awareness
Provide lncentive (gift card, merchandise, etc...)
Provide lncentive (gift card, merchandise, etc...)
Do you use an Outsourced Vendor for any of the services listed above? lf yes,
please provide Vendor name and what service Vendor will provide.
Please indicate which lifestyle management programs you provide including
Onsite Seminars, Lunch & Learns, etc...
Onsite Seminars, Lunch & Learns, etc...
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Cholesterol
One-on-One
Onsite Seminars, Lunch & Learns, etc...
Onsite Seminars, Lunch & Learns, etc...
Onsite Seminars, Lunch & Learns, etc...
Onsite Seminars, Lunch & Learns, etc..
Onsite Seminars, Lunch & Learns, etc...
Onsite Seminars, Lunch & Learns, etc...
Onsite Seminars, Lunch & Learns, etc...
Onsite Seminars, Lunch & Learns, etc..
34
149
Self-Directed
Onsite Seminars, Lunch & Learns, etc...
Onsite Seminars, Lunch & Learns, etc...
Onsite Seminars, Lunch & Learns, etc...
3. Provide details on how your programs remain current based on research and
industry trends.
4. Describe the medical staff and/ or advisory board who are responsible for
reviewing your programs.
5. Provide your organizations guidelines for program content.
6. Describe enrollment strategies (opt in, opt out, claims data, passive etc,).
7. Describe your "pro active" approach if programs are opt-in or passive enrollment.
B. Provide the process for a participant to dis-enroll in the programs. ls there a
penalty if a member dis-enrolls? lf so please explaln
9. Provide a list of the tools available to program participants (goal setting activities,
interactive tools, action plans, journals, etc...)
10. Describe any programs which would require a minimum amount of employees in
one location to participate. lndicate the number required.
1" Describe all onsite programs available to your employees. Are they incentive
based?
2. lnclude the cost and number of initiatives available annually. You may also list
this in the Wellness Fee Proposal.
3. ldentify incentives available for each
the trackinq and distribution of incentives?
5. Describe your strategy to drive participation and maintain participant
engagement.
6. Provide participation and completion rates for five clients for the following type of
onsite initiatives:
loss challenges (total weight loss
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Nutrition programs (vending machine, employee dining room menu
modifications, etc.
7 . Describe any programs which would require a minimum amount of employees in
one location to participate. lndicate the number required.
8. Describe your capabilities to manage or offer the following services. Please
explain whether you offer, manage, coordinate and/or use an outsourced Vendor:
2. ln the following categories, what lifestyle areas are covered by your personal
health "coaches"?:
3. What are the qualifications of the "coaches"?
4. Who supervises the personal health "coaches"?
5. Do the "coaches" specialize in different areas such as weight loss, tobacco
cessation?
6. Who do you target for receiving personal health coaching?
7. How are the potential
8. How long does the typical coaching session last? How many sessions are
typically offered to participants?
9. What is the average number of sessions per lifestyle area?
10. lf a participant has multiple health risks, how do the personal health "coaches"
prioritize which lifestyle area/s to address flrst?
11. What is the average number of participants working with each coach?
12. ls there a maximum number of sessions for working with an individual? lf yes,
please describe.
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151
13. lf a participant has reached the maximum number of sessions and still requires
additional coaching, what does your program do?
1. Provide a brief overview of your onsite biometric screening program. Please
include your program's goals and objectives.
2. Provide answers to the following categories:
3. Please describe if you provide a turnkey marketing program that includes the
followinw programs. Please list the fees associated with each program, if any.
Program Description and Fees Associated
Posters (11 x17 inch) and (8 % x 11 inch)
%x11inch
2. Describe if you can provide enrollment using the following three methods:
Telephone-based using a toll-free number
Sign-up with Site Coordinator (Site coordinator takes appointments and
enters data using lnternet-based system)
Direct patienUcustomer sign-up using Screening Vendo/s proprietary
lnternef based appointment system.
3. Does your on-line appointment system include the following?
Employee Registration by Date and Time
Status (wait list) if Time is Full
E-mail Reminder the Day Prior to the Clinic
E-mail Notification to Client when Registration is nearing "Booked" Status
so Additional Slots can be Scheduled
Notification to Client when Scheduling is 80% Full
4. Describe how you tailor your program to provide a fully customized program
encompassing multiple locations with multiple shifts, with varying numbers of
employees to achieve maximum health improvement for the City.
1. Describe the blood test result process (laboratory testing) including information
and the efficacy and accuracy ofthe test results.
2. List the lab partners you work with and how long the relationship has been in
place.
3" Please list any additional screening tests that will be provided as part of the
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Do you offer follow-up screening tests through your lab network within the same
ex. six-month re-check - currently offered by screening vendor)?
5. Does your program encompass counseling of individuals following their
screening (excluding the participants that were identified as high risk within 48 hours
lf so, please describe and include the
6. Can you administer home screenings?
7. Please indicate those screenings your organization cunently offers through your
Total # of tests in Blood Test Panel that are offered
8. What services are included in
Health Screening Test (as outlined above)
Two to Three Minutes of Counseling with the Health Screening
lndividual Results sent Electronicallv to Third-
9. What services would be offered outside the stated fees?
10. Do you include year over year trending aggregate and personal reports?
11. Outline vour financial ROI
1. Do you allow the clients to run the blood draw screening program costs through
their medical plan? lf so, what CPT codes are being used to bill and what amount is
being billed? What amount is being applied to wellness benefit?
2. Do you bill for an office visit? Why? lf applicable, do you collect the office visit
copay?
3. lf you do bill for an office visit, does that wipe out a patient's ability to visit their
own physician under the same coding since many plans are limited to one annual
wellness visit?
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Are you able to hansfer HRA data to the City's Medical/Rx vendor?
3. Describe what type of authorizations will be required in order to transmit results
to third parties and any costs related to this transfer?
4. What are the distinguishing features of your HRA tool that make it effective?
5. Please describe a process flow chart for the proposed biometric screening
program. Please include a separate attachment outlining this process.
1. Provide a list of the performance guarantee parameters you propose if selected
154