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Employee Wellness Program RFPTHE CITY OF DUBUQUE Masterpiece on the Mississippi Dubuque All-American City 2007 TO: The Honorable Mayor and City Council Members FROM: Michael C. Van Milligen, City Manager SUBJECT: Employee Wellness Program DATE: November 10, 2008 Public Health Specialist Mary Rose Corrigan recommends City Council approval to issue a Request for Proposals for the incentive-based health risk appraisal program for City employees and their spouses. The program will include health risk assessments, consulting and employee education. The overall goal of the program is to improve employees' (and their spouses') health status, which will result in increased overall productivity, decreased sick leave time and reduce the City's employee health care expense. I concur with the recommendation and respectfully request Mayor and City Council approval. Michael C. Van Milligen MCVM/JH Attachment cc: Barry Lindahl, City Attorney Cindy Steinhauser, Assistant City Manager Mary Rose Corrigan, RN, Public Health Specialist THE CITY OF DUBUQUE Masterpiece on the Mississippi Dubuque All-American City 2007 TO: Michael C. Van Milligen, City Manager FROM: Mary Rose Corrigan, RN, Public Health Specialist SUBJECT: Employee Wellness Program DATE: November 10, 2008 INTRODUCTION This memorandum submits for Council consideration and approval a RFP to solicit proposals for the incentive-based health risk appraisal program funded and approved for FY09. BACKGROUND During the FY09 budget process, aincentive-based employee wellness program was approved for FY09 through FY11. The overall goal of the program is to improve employees' (and their spouses') health status, which will result in increased overall productivity, decreased sick leave time and reduce the City's employee health care expense. The program will include health risk assessments, consulting and employee education. The majority of these activities will need assistance from an outside consultant; the attached RFP has been drafted for employee wellness services. The Wellness Committee will be assigned to review the proposals received and make a recommendation to you and the Health Care Committee. The Wellness Subcommittee members include: • Pat Prevenas, Leisure Services • Mary Rose Corrigan, Chair, Health Services Department • Janna Beau, Leisure Services • Aaron DeJong, Economic Development • Randy Peck, Personnel • Robert Rehfeldt, Fire Department I anticipate the RFP being issued to such firms as Cottingham and Butler, Tri-State Occupational Health, Finley Business Health, Westside Occupational Health and others, along with an ad in the Telegraph Herald. BUDGET IMPACT Budget for this program will be charged to the Health Care Reserve Fund: • $75,000 for FY09 • $37,500 for FY10 and thereafter RECOMMENDATION I recommend soliciting proposals for the City employee wellness program via the attached RFP. I further recommend the Wellness Committee review the RFP proposals received and make a recommendation to the City Manager and Health Care Committee. COUNCIL ACTION Authorize the City Manager to issue the attached RFP for the City of Dubuque employee wellness program. MRC/cj cc: Pat Prevenas, Leisure Services Randy Peck, Personnel Jenny Larson, Budget Director THE CITY OF DUBUQUE Masterpiece on the Mississippi Dubuque All-American City 2007 REQUEST FOR PROPOSAL CITY OF DUBUQUE EMPLOYEE WELLNESS PROGRAM CITY OF DUBUQUE, IOWA INTRODUCTION The City of Dubuque, an organization with over 500 full-time employees, is requesting proposals from consulting firms to assist in the development and maintenance of a Health Risk Appraisal Program. The consultant would be expected to work with the City's Joint Labor Management Health Care Committee, which is composed of representatives of each of the City's five collective bargaining units and employees who are not represented by a bargaining unit. Developing the program is the Wellness Committee. The focus of the Wellness Committee is to promote measures which encourage healthy behavioral and environmental changes, eliminate risk health behaviors and raise individual fitness and good health. PROJECT DESCRIPTION The development of an incentive-based employee health risk appraisal for City of Dubuque employees must be based on health needs of the employees, financial and time commitment capabilities of the organization, and contractor to carry it out. Data will need to be obtained on employees through screenings and health risk appraisals. SCOPE OF SERVICE The Scope of Services will include the development and maintenance of health risk appraisal activities for approximately 500 employees who may participate. Health risk appraisal may include the following: • Blood pressure • Nutritional habits • Weight • Body fat percentage • Flexibility • Dynamic strength • Lung capacity • Cholesterol tests • Mental health status (stress coping skills and habits) • Heart rates • Aerobic endurance • Use of preventative screenings • Addictive behaviors • Blood pressure/cholesterol ratios • Diabetes • Smoking • Health awareness/education • Health risk appraisal results confidential (individuals and as an employee group) • Incentives for wellness program participation. This multi-year program should include Health Risk Appraisals annually, health coaching, planning, promotion, implementation of appraisals and appraisal evaluations and compiled, aggregate data on the results of the appraisals. Data to be furnished by perspective consultant. Proposals must include: 1. Letter of Transmittal. A letter of transmittal briefly outlining the proposer's understanding of the work and general information regarding the firm and individuals to be involved. 2. Profile of the Firm. The proposal shall include general information about the firm, the firm's area of expertise, and the firm's official name, address, and principal officers and/or directors. 3. The proposed approach to wellness programs, including topics that will be covered, methodology and objectives. 4. The consultant's availability to conduct the program in a suggested time schedule for implementation. Anticipated start date for the consultant's involvement is January 2009, with completion of the 3`d year phase of the program, June 2011. 5. Fee structure for conducting the program. Include fee structures for 200 and 500 employees, for years one, two and three. 6. A resume of staff member(s) that will be utilized. 7. References from clients who have used your firm for similar services. 8. An approved nondiscrimination and equal opportunity statement or an approved affirmative action program prior to executing of a contract. 9. A statement of the amount of time, the type of assistance the consultant will require from City staff members and any other items which the consultant expects the City to provide. 10. Copy of standard agreement or contract customarily used for this type of service. CRITERIA FOR SELECTION The evaluation criteria to be used in selecting the consultant for this project will include, but will not necessarily be limited to the following: 1. Responsiveness of the request for proposal. The City shall consider the comprehensiveness of the proposal, understanding of the project and methodology. 2. Proposed schedule, work plan and work products. 3. The qualifications and depth of the consultant's experience and demonstrated expertise in completing similar sized projects. (Include examples of proposals, health risk appraisals, etc.) 4. Appropriateness and adequacy of the proposed organization an qualifications of the individuals who would be primarily responsible for conducting the work and the role of each individual in its completion. 5. Comments received from references submitted with proposals.