HomeMy WebLinkAboutCAG2019-175 - Supplement - The Vitality Group, LLC - Wellness Program Implementation Statement of Work #1 - 02/15/2019 Records Management
KENO Document
WASHINGTON
CONTRACT COVER SHEET
This is to be completed by the Contract Manager prior to submission
to the City Clerk's Office. All portions are to be completed.
If you have questions, please contact the City Clerk's Office at 253-856-5725.
Vendor Name: The Vitality Group, LLC
Vendor Number: 2029247
JD Edwards Number
Contract Number: Cis atoI ' -
This is assigned by City Clerk's Office
Project Name: Wellness
Description: ❑ Interlocal Agreement ❑ Change Order ❑ Amendment Kcontract
® Other: Implementation SOW 1
Contract Effective Date: 2/14/19 Termination Date: 4/1/2019
Contract Renewal Notice (Days): N/A
Contract Manager: Laura Horea Department: HR
Contract Amount: $4,500
Approval Authority: N Director ❑ Mayor ❑ City Council Meeting Date
Detail: (i.e. address, location, parcel number, tax id, etc.):
lb
• „m KENT - SOW- 1
STATEMENT OF WORK-IMPLEMENTATION
This KENT-sow-f effective as of the date of the last signature("SOW Effective Date")by and between The Vitality
Group,LLC("TVG")and �,„ w,„ �,a�u"�'P^=p ("Customer').
1. SCOPE OF WORK AND SCHEDULE.
This SOW shall cover and define all services to be provided by TVG during the Implementation as described under
Section 3 of this SOW.The Parties agree to continue negotiating an overarching master services agreement and
an SOW for the Program Launch during the term of this SOW.
2. DEFINITIONS.
2.1. "Member"means those people which Customer deems eligible to receive access to the Vitality Program via
the eligibility file.
2.2. "Program Launch"means the first day the Vitality Services will be accessible by eligible persons.
2.3. "Services"means all services provided by TVG
2.4. "Vitality Bucks"means the currency that is provided to a Member to be redeemed for Vitality Rewards. If
Member spends Vitality Bucks,the Member's Vitality Points do not change.
2.5. "Vitality Champ"means Customer's employee who are interested in promoting healthy living within the workplace.
Their role is to help other employees engage in the Vitality Program using tools provided.
2.6. "Vitality Program"means an incentive based wellness program which incorporates Vitality Points,Vitality Status and
Vitality Rewards into a meaningful tool for the benefit of the Customer and Members.
2.7. "Vitality Points"means the unit that is earned by Members for participating in the Vitality Program.
2.8. "Vitality Program Year'means the rolling twelve month period your Vitality Program Year will begin and end twelve
months later.
2.9. "Vitality Rewards"means the benefits available to Members according to an earned Vitality Status.
2.10. "Vitality Status"means the threshold levels that Members may achieve by engagement in the Vitality Program.
3. DESCRIPTION OF SERVICES.
3.1. Implementation.Implementation shall start with a kick off call on a mutually agreed upon date shortly following the execution
Implementation shall start with a kick off call on a mutually agreed upon date shortly following the execution of this SOW
("Implementation Launch Date").Throughout the sixty'(60)day Implementation TVG shall provide the following Implementation
Services.
3.1.1. Conduct weekly meetings followed by the distribution of a weekly implementation dashboard.The dashboard
shall include meeting notes,future agenda items,as well as any open tasks expected of TVG or Customer.
TVG's standard implementation is ninety(90)days.TVG will accommodate a sixty(60)day implementation for Customer;however,TVG cannot guarantee
that prior to launch i)that Customers pre-effective biometric files are processed prior to launch;ii)that partnered or non-partnered biometric integration and
events will be setup prior to launch;and/or iii)that a device subsidy will be set up.
Agency-Vitality Master Services Agreement, BAA and SOW 13
• KENT - SOW- 1
3.1.2. Support the Customer in strategically deciding all Vitality Program options,including but not limited to Vitality
Rewards and Vitality Status based incentives
3.1.3. Perform eligibility file testing and error reports to support the Customer in creating an error-free eligibility
file in time for Program Launch
3.1,4. Provide a Customer training on each of the following topics:
3.1.4.1. Standard C-Suite Engagement Training
3.1.4.2. Standard Communication Center Training
3.1.4.3. Standard Vitality Champ Program Training
3.1.4.4. Standard Train the Trainer Training
4. RESPONSIBILITIES OF CUSTOMER,
4.1. Implementation.Implementation shall start on a mutually agreed upon date shortly following the execution of this
SOW.Throughout the sixty(60)day implementation Customer shall:
4.11 Attend at least eight(8)weekly meetings at the mutually agreed upon time.
4.1.2. No less than forty-five(45)days prior to Program Launch:
4.1.2.1. Provide TVG a logo for use related to the Vitality Services,
4.1.2.2. Provide an Eligibility Filez to be tested by the Implementation Manager.
4.1.3. No less than thirty(30)days prior to Program Launch:
4.1.3.1. Finalize specific objectives and goals for the initial Vitality Program Year.
4.1.3.2. Decide and communicate to TVG the Vitality Rewards and VCM strategy which is to be offered in
the initial Vitality Program Year.
4.1.3.3, Finalize all pre-Program Launch communication materials.
4,1.3.4. Request any Member education training sessions in writing to TVG.
4.1.3.5. Provide a final Eligibility File to be placed and approved in production.In the event this does not occur
TVG may delay the Program Launch Date to the first day of the following month.
4.1.4. No less than fifteen(15)days prior to Program Launch.
4.1.4.1. Decide and communicate to TVG which biometric vendor will be used(if any)and the dates of the initial
Screenings.'
4.1.4.2. Provide final VCM strategy to be placed and approved in production.
5. PROJECTED PROGRAM LAUNCH
5.1. The parties agree to work toward the goal of a Program Launch on April 1, 2019 This date is subject
to change upon mutual agreement of the parties or in the event that the conditions of section 4 of this SOW have not
been met.
6. TERM.
6.1. The Services described in this KENT-sow-1 shall commence on the Implementation Launch Date and shall
continue for one hundred twenty(120)days or until Program Launch,whichever is sooner.The Parties may
extend this SOW upon mutual written agreement.There shall be no termination of this SOW without Cause
as defined in section 6.2 below.
z
The Customer shall provide TVG,on a regular basis,an electronic file in a format spe *W by TVG("Eligibility File")of all Members,
3
along with such information as is reasonably required to enable TVG to verify the identity of Members and administer the Vitality Program
Any biometric screening vendor will require 8 weeks'notice before any onsite event may be scheduled
Agency-Vitality Master Services Agreement, BAA and SOW 14
VtA T KENT - SOW- 1
6.2, Termination with cause. Either Party may terminate this Agreement,without any penalty:
6.2.1. at any time,upon the mutual written agreement of the Parties;
6.22 by either Party,upon written notice to the other Party,if the other Party(the"Defaulting Party")shall materially
breach any obligation or covenant of the Defaulting Party hereunder and if such breach shall remain uncured for
thirty(30)days following notice of such breach given by the non-Defaulting Party to the Defaulting Party;
6.2.3. Termination of this Agreement shall not alter or impair any rights of either Party accrued under this Agreement
through the date of termination.
7. VITALITY PROGRAM SELECTIONS and COMPENSATION SCHEDULE
7.1. As compensation in full for the performance of all work and Services to be performed by TVG under this
SOW Customer shall pay the fee(s)set forth below.
7.2. TVG shall submit invoices electronically for any fees,charges or amounts payable hereunder upon
execution of this SOW.
7.3. Customer shall pay TVG via ACH or check the full amount due on all invoices within thirty(30)days of
submission.
7.4. In the event Customer requests any work,reports or integrations be done by TVG or with the support of TVG outside
of what is contained herein,additional fees may apply.
Program Selection Charge Basis(If Applicable) Amount
Implementation One time charge $4,500.00
below. INTENDING TO BE BOUND,this SOW has been duly executed by the authorized representatives of the parties set forth
CU 0 THE VITALITY GROUP,LLC
B g
Name: 1 K Name: Frank Fatigato
Title: )A ejen Title: Associate Counsel
Dated: 1 Dated: February 15, 2019
Agency-Vitality Master Services Agreement, BAA and SOW 15