Well - being Platform

2026-11-03

SCHOOL BOARD desires to contract with a total well - being vendor to perform a full range of services related to the design , implementation , maintenance , communication , and improvement of the group well - being program , included but not limited to , awareness of overall health status , promoting health improvement decision making , preventive screening adherence , and engagement . SECTION 1 - MINIMUM QUALIFICATION REQUIREMENTSCertifications & Security : The Contractor shall be up to date on relevant security requirements for handling personal health information ( including HIPAA training ) and ensure any team members interacting with members , such as health coaches , are certified to provide individual education on health - related topics . Service Requirements : The Contractor shall provide the following services : Assign a minimum of one ( 1 ) representative who will coordinate all services with SCHOOL BOARD . Representatives shall not be changed without the consent of the SCHOOL BOARD . A backup representative shall be provided during vacations , training , illness and / or absences . In accordance with the renewal timeline provided by SCHOOL BOARD Risk Management , assist SCHOOL BOARD in developing the most effective and cost - efficient strategy for promoting holistic well - being among the Santa Rosa County District Schools employees . Assist and guide the SCHOOL BOARD in complying with laws and regulations related to well - being programs . Review participation trends and provide recommendations for increasing program engagement . Collaborate with the SCHOOL BOARD and with the insurance committee , at the discretion of the Risk Management team , to provide a high - quality well - being program including but not limited to the coordination of various onsite or virtual events and educational programs . Assist SCHOOL BOARD with the implementation and communication of well - being initiatives , including but not limited to flyers , brochures , BrainShark - type informational videos , etc . Assist SCHOOL BOARD in creating an incentive strategy that promotes behavior change related to holistic well - being engagement and complies with the budget set forth by the SCHOOL BOARD . Provide access to flexible incentives and rewards that can be customized by the SCHOOL BOARD and includes member level reporting for taxability purposes . Provide regular reporting highlighting engagement including but not limited to aggregate , member level , activity specific , and incentive redemption reporting . Be proactive by monitoring and anticipating any potential changes that may affect SCHOOL BOARD well - being program strategy and goals . Qualifications of the vendorDescribe the makeup of your client base , including your largest client ( both corporate and public entity ). Explain and give examples of the experience your organization has in providing well - being program management , including the following : Length of time performing such servicesRetention of clienteleAccess to additional services , such as additional vendor partnerships across all areas of well - being ( physical , social , mental , and financial ). Provide a minimum of three ( 3 ) references , with at least one ( 1 ) non - governmental entity for which you have provided similar services . Please include reference organization name , contact person , title , and phone number . Please do not include SCHOOL BOARD or any reference to SCHOOL BOARD employees in your proposal . Provide your organization ’ s mission and goals . Provide your organization ’ s structure , including parent , sister , and subsidiaries . Describe any other qualifications or factors that your organization would like SCHOOL BOARD to consider in the selection process . Qualifications of staff / assigned teamProvide an organization chart for the office / location that will be assigned to provide these services . Describe the availability of staff to travel to SCHOOL BOARD locations for meetings upon request . Describe any other qualifications or factors about the team assigned SCHOOL BOARD that your organization would like SCHOOL BOARD to consider in the selection process . Cost of servicesThe Contractor will present their preferred method of compensation , outlining annual cost to the district , and scope of work included in the compensation . Services Added – SCHOOL BOARD and the Contractor acknowledge that the needs of SCHOOL BOARD may warrant the need for additional services outside of the existing Scope of Services provided herein . Should SCHOOL BOARD require additional services , the Contractor and SCHOOL BOARD Risk Management will negotiate the scope and fee to apply for such additional services . SCHOOL BOARD agrees to pay the preferred method of compensation through a monthly billing within 30 days from the date of the contract effective date . Make recommendations concerning changes in terms , conditions , and limits of coverage , based on industry best practices . Task 1 – Work Plan / Technical ApproachThis task should establish your organization ’ s understanding of SCHOOL BOARD ’ s objectives and requirements , demonstrate your organization ' s ability to meet all identified requirements , and outline clearly and concisely the plan for accomplishing the specified work . Describe how your organization would accomplish the work and satisfy SCHOOL BOARD ’ s objectives described in the Request for Proposal ( RFP ). Describe the organization ’ s expertise in providing well - being programs that maximize engagement and promote behavior change . Provide an action plan and timetable for assuming responsibilities as well as future program design suggestions . Provide details of services that will be available to SCHOOL BOARD . Provide samples of communication materials , such as flyers , to introduce a new well - being program and future program enhancements . Provide examples of HIPAA and other compliance - related notices to employees . Task 2 - Term of Contract and Proposed Fee for ServicesExplanation of commissions under this proposal related to all services provided . Within detailed cost proposal , provide cost for the initial term of the contract ( considering current operation on a fiscal calendar year of January to December , allowing ample time for setup and market ). Task 3 - Comprehensive Implementation and Program ManagementWork with SCHOOL BOARD to develop a comprehensive implementation timeline ensuring a smooth transition at the beginning of the program . Establish a series of regular implementation meetings and program management meetings once the program is live . In partnership with the Risk Management Team , ensure appropriate program education with the Insurance Committee and well - being champions . Provide regular updates on program engagement , outcomes , and behavior change , including monthly reporting updates and any ad - hoc reporting requests throughout the duration of the contract . Task 4 - Comprehensive incentive management and fulfillmentIn partnership with SCHOOL BOARD , provide guidance on best practices for incentivizing program engagement . Contractor should provide member level incentive reports for taxability purposes through October 31 no later than November 10 each year . Provide flexibility in incentive options and a user - friendly rewards redemption experience . See more

Santa Rosa

2026-05-01