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HomeMy WebLinkAboutCAG2019-175 - Supplement - The Vitality Group, LLC - Wellness Program Launch Statement of Work #2 - 03/25/2019 vi • KENT - SOW- 2 1W STATEMENT OF WORK-PROGRAM LAUNCH This KENT-SOW-2 effective as of the date of the last signature("SOW Effective Date")is entered into pursuant to and incorporates herein by reference the terms and conditions of the Vitality Master Services Agreement(the"Agreement")by and between The Vitality Group, LLC("TVG")and CiTYOFKENT AWASHINGTON MUNICIPAL CORPORATION ("Customer"). Services performed under this SOW will be provided in accordance with and subject to the terms and conditions of this SOW,the Agreement and any applicable Amendments. 1. SCOPE OF WORK AND SCHEDULE. This SOW shall cover and define all services to be provided by TVG as described under Section 3 of this SOW. 2. DEFINITIONS. All capitalized terms not otherwise defined herein shall have the meaning ascribed to such term in the Agreement. 2.1 "Program Launch"means the first day the Vitality Services will be accessible by eligible persons. 2.2. "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. 2.3. "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. 2.4. "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. 2.5. "Vitality Points"means the unit that is earned by Members for participating in the Vitality Program 2.6. "Vitality Program Year"means the rolling twelve month period your Vitality Program Year will begin and end twelve months later. 2.7. "Vitality Rewards"means the benefits available to Members according to an earned Vitality Status. 2.8. "Vitality Status"means the threshold levels that Members may achieve by engagement in the Vitality Program. 3. DESCRIPTION OF SERVICES. Below is a high level description of the"Vitality Services."Full requirements will be detailed throughout this SOW. 3.1. TVG shall provide Vitality Services,which shall include,but not be limited to the following components. 3.1.1. A suite of health and wellness-oriented activities,clinical goals/measures,educational programs,and other objectives for members to pursue("Engagements"). 3.1.2. Health risk assessments and other or similar tool(s)to identify a member's current health and wellness levels, conditions,activities,risks,and related factors. 3.1.3. A designated wellness strategy manager to assist in leading a standard ninety day implementation and building Customer's strategy for running a wellness portal. 3.1.4. A points based incentive structure to encourage members to pursue Engagements. 3.1.5. Various"Vitality Rewards"which members may qualify for through engagement in the Vitality Program,which may include Earn Apple Watch with Apple Watch fulfillment. .......................................................................................................................................................................... Agency-Vitality SOW tfi • KENT - SOW- 2 TM 4. RESPONSIBILITIES OF TVG. 4.1. Program Launch. TVG shall accurately implement and launch the Vitality Program on April 1, 2019 (the'Program Launch Date")in accordance with the program selection of this SOW. However,in the event that Customer has not satisfied the obligations of Section 4 of KENT- SOW- 1 TVG may in its sole discretion delay the Program Launch Date to the first day of the following month. 4.2. On Going.Effective upon Program Launch,TVG shall provide a designated wellness strategy manager throughout the term of this SOW.The designated wellness strategy manager shall be responsible for: 4.2.1. Developing with Customer an annual strategy engagement and roadmap including specific objectives and goals prior to the start of each Vitality Program Year. 4.2.2. Leading and scheduling a monthly call to discuss engagement strategy,communication plans,troubleshoot escalated issues and any updates on the Vitality Program 4.2.3. Providing and assisting in the review of the standard monthly,quarterly and annual reports.1 4.2.4. Provideing training prior to Program Launch on: 4.2.4.1. The Vitality Information Portal 4.2.4.2. Vitality Champs 4.2.5. Up to once a month,if requested,attending via teleconference a monthly Vitality Champ ongoing training session 4.2.6. Delivering a monthly client newsletter to Customer 5. RESPONSIBILITIES OF CUSTOMER. 5.1. Ongoing.Effective upon Program Launch,Customer shall provide a designated point of contact throughout the term of this SOW.The designated point of contact shall be responsible for: 5.1.1. Develop with TVG an annual strategy engagement and roadmap 5.1.2. Regularly attend TVG standard trainingsz 5.1.3. Reasonably cooperating with the TVG wellness strategy manager to promote engagement and use of the Vitality Program using TVG provided tools such as: 5.1.3.1.Attending monthly teleconferences with TVG call to discuss engagement strategy,communication plans, troubleshoot escalated issues and any updates on the Vitality Program 5.1.3.2. Developing regular communications using the TVG provided communication center. In the event Customer creates non-standard communication materials,Customer agrees to seek TVG approval prior to distribution. 5.1.3.3. Using the C-Suite Tool Kit to promote engagement and communication at the executive level 5.1.3.4.Vitality Champ recruitment,training and use including a monthly call with TVG and a Vitality Champ 5.1.3.5.Sponsoring TVG approved activities with allocated additional Vitality Points 5.1.3.6. Informing and educating any new hires of the Vitality Program using TVG provided materials If at the end of any quarter,fewer than fifty(50)eligible employees have completed the Vitality Health Review,certain standard reports may not be available due to privacy and security concerns. 2 All trainings are subject to change as the program evolves,Customer will be provided adequate notice prior to any new training to best equip Customer to get the full value of the Vitality Program ............................................................................................................................................................... Agency-Vitality SOW 2 KENT - SOW- 2 5.1.4. Provide TVG an ongoing,accurate Eligibility File no less frequently than once permonth3 5.1.4.1. In the event an Eligibility File contains errors,it shall be the Customer's responsibility to review the TVG provided error reports and make all appropriate changes 5.1.5. Provide TVG with reasonable notice of any business changes such as changes to the C-Suite,main contacts, Human Resources or Benefits Department as well as any changes to business entity structure to enable the wellness strategy manager and Customer to update and modify any objectives,goals or overall strategy as required. 6. TERM. 6.1. The Services described in this SOW shall commence on the Program Launch Date and continue for a period of three(3)years(the"Initial Term"). Following the Initial Term,this SOW shall be automatically renewed for a successive period of one(1)year each(each a"Renewal Term"). 6.2. During the Initial Term,Customer may only terminate this SOW with Cause as is defined by section 6.2 of the Agreement. Notwithstanding the above, during the Initial Term, Customer may terminate this SOW without cause on the last day of the then-current Vitality Program Year by providing at least ninety (90) days' notice. In such cases, the following early termination fees will apply: 6.2.1. If Customer terminates this SOW at the end of the first Vitality Program Year,Customer shall pay to TVG an early termination fee equivalent to two(2)months Administration Fee. 6.2.2. If Customer terminates this SOW at the end of the second Vitality Program Year,Customer shall pay to TVG an early termination fee equivalent to one(1)month Administration Fee. 6.2.3. The early termination fee shall be calculated based on the average Administration Fee of the six(6)months prior to the date of the termination notice. 6.3. During any Renewal Term,either Party may terminate this SOW with ninety(90)days written notice.The termination shall be effective the last day of the month following the ninety(90)day notice period. 7. VITALITY PROGRAM SELECTIONS and COMPENSATION SCHEDULE 7.1. Customer shall provide TVG with a minimum of ninety(90)days'notice in the event Customer chooses to change any of their Vitality Program selections as shown below.Any change to Vitality Program offering may only occur at the renewal of each Vitality Program Year and be agreed to in an amendment to this SOW. 7.2. Once per year,all fees outlined below are subject to change with ninety(90)days written notice to Customer.Any changes to the PEPM Administration Fee will be limited to the percentage increase in the Consumer Price Index-Urban over a corresponding time period. 7.3. 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 Vitality Program: Activate • Elevate Members shall be: Per Employee Per Month $ 4.85 DEmployees Only (PEPM)4 Administration Fee 8 Employees and eligible dependents(no children) Employees and eligible dependents with children 3 The Customer shall provide TVG,on a regular basis,an electronic file in a format specified by TVG("Eligibility File")of all members along with such information as is reasonably required to enable TVG to verify the identity of members and administer the Vitality Program.The Customer's updating of its Eligibility File shall serve as notice to TVG of any additions,changes,deletions or modifications to the list of members and TVG shall be entitled to rely on the accuracy and completeness of the enrollment and eligibility data in providing the Vitality Program.In no event shall TVG be required to revise the eligibility retroactively. a If an employee had access for at least one day at any point during the calendar month,the full PEPM will be owed. ................................................................. ........................................................................................ Agency-Vitality SOW 3 V 0 KENT - SOW- 2 TM Member Education Sessions5: 2 included following Program Launch Travel and expenses only additional in the first Vitality Program Year $850/visit plus travel and expenses Varies additional in the subsequent Vitality Program Years $850/visit plus travel and expenses Add-On Vitality Rewards: Mall: Customer shall be responsible for ®No Mall funding any items purchased in the Mall Varies ®Low Mall via a reimbursement on each bill. Q Standard Mall Vitality Squares Vitality Squares is included in the N/A Administration Fee Vitality HealthyFood Walmart Vitality HealthyFood is included in the N/A Nutrisavings Administration Fee Wellness Rebates: Customer shall be responsible for funding any Rebates redeemed via a No Wellness Rebates reimbursement on each bill. Q ®Smoking Cessation Up to$200/Rebate Redeemed" ©Weight Loss Up to$200/Rebate Redeemed" Varies Gym Rebate/Subsidy per verified workouts 5A Member Education Session includes use of a TVG employee for a business day.Sites within a close proximity that can be traveled to within the time frame allotted may,at TVG's discretion,be considered one site.Customer may exchange an on-site visit for a business day of up to four(4)Member education webinars.A webinar is an hour long session which may be recorded during the session and distributed after. Reasonable time for meals and short breaks must be provided for TVG employees. All Member educations,whether done via recorded webinar or onsite must be agreed and approved by TVG at time of scheduling.Travel expenses are not included and will be charged to Customer by TVG at cost. 60 Members may earn each rebate once per lifetime. ................................................................................................................................................................................. Agency-Vitality SOW 4 • Active Rewards: Customer shall be responsible for 0 Not Offered funding the total value of any gift Varies cards redeemed via a 0 Offered reimbursement on each bill. Earn Apple Watch Earn Apple Watch Administration Fee Q Not Offered PEPM Q Offered EE-Only In addition,Customer shall be Q Offered EE+Spouses responsible for funding the Varies discounted monthly Apple Watch payments earned by Members'' Biometric Screenings Submission: Q Integrated Partner Biometric Screener No Charge NIA Q Elevate Integrated Non-Partner Biometric Screener One-Time Set Up Fee ga $2,000 On-Going Maintenance Fee $3,500IYear QActivate Integrated Non-Partner Biometric Screener One-Time Set Up Fee gb $3,500 On-Going Maintenance Fee $4,500IYear Paperform Member submission $3lForm Varies INTENDING TO BE BOUND,this SOW has been duly executed by the authorized representatives of the parties set forth below. CUSTOMER THE VITALITY GROUP, LLC a- By: Name: Name: Frank Fatigato Title: i/y Title: Associate Counsel Dated: ZZ(1 9 Dated: March 25, 2019 7A Member's monthly Apple Watch payments will be lowered in accordance with his or her qualifying activity during the previous month.Customer will be responsible for the amount by which each Member's monthly Apple Watch payment has been lowered These charges will be applied to the Vitality Rewards cost section on each monthly invoice. 8 Earn Apple Watch allows Members the opportunity to pay for an Apple Watch over a twenty-four month period(the"Apple Watch Repayment Period").Members can lower their monthly payment for as long as this SOW is active.Upon termination of this SOW,TVG may charge Customer an Earn Apple Watch termination fee that will be calculated based on i)the total amount remaining in each Apple Watch Repayment Period;ii)ongoing administration costs and;iii)expected bad debt.Alternatively,if Customer ends the Earn Apple Watch benefit,but does not terminate this SOW.Customer may elect to continue paying the Earn Apple Watch Administration Fee and allowing Earn Apple Watch Members to earn monthly discounts until the Apple Watch Repayment Period has ended or been settled on all Member Apple Watches. gab Fee applies for set-up of a one time file feed in TVG's standard file format- Agency Vitality SOW 5 REQUEST FOR MAYOR'S SIGNATURE KENT Print on Cherry-Colored Paper Nnsni n;rn Routing Information: (ALL REQUESTS MUST FIRST BE ROUTED THROUGH THE LAW DEPARTMENT) Approved by Director Originator: Laura Horea Phone (Originator): 253.856.5290 Date Sent: 3/22/19 Date Required: 3/22/19 Return Signed Document to: Laura Horea Contract Termination Date: 03/31/2022with 1yearautomatic renewal VENDOR NAME: Date Finance Notified: The VitalityGroup, LLC (Only required on contracts February 2019 p 20 000 and over or on any Grant DATE OF COUNCIL APPROVAL: 2/19/19 Date Risk Manager Notified:February 2019 (Required on Non-City Standard Contracts/Agreements) Has this Document been Specificall Account Number: Authorized in the Budget? • YES NO Brief Explanation of Document: Wellness platform and program �,JV, OLAO°j �", - � MAR 24 19 KENT CA W p EPT. All Contracts.Qlust Be Routed Through The Law Department (T i area to be completed by the Law Department) Received: I Approval of Law Dept.: Iv Law Dept. Comments: Date Forwarded to lv or: Shade A e To Be Completed By Administration Staff Received: RECEIVED Recommendations and Comments: Disposition: City of Kent Office of the Mayor Date Returned: \ iv0FormMDocument rocessing\Request for Mayor's ignature.d—