HomeMy WebLinkAboutCAG2019-175 - Supplement - The Vitality Group, LLC - Wellness Program Launch Statement of Work #3 - 04/01/2023 FOR CITY OF KENT OFFICIAL USE ONLY
Sup/Mgr:
Agreement Routing Form DirAsst:
• For Approvals,Signatures and Records Management Dir/Dep:
KENT This form combines&replaces the Request for Mayor's Signature and Contract Cover (Optional)
WASHINGTON Sheet forms. (Print on pink or cherry colored paper)
Originator: Department:
Laura Horea Human Resources
Date Sent: Date Required:
c 05/04/2023 5/8/2023
QAuthorized to Sign: Date of Council Approval:
Q ❑✓ Mayor or Designee 4/4/2023
Budget Account Number: Grant? Yes No�✓
Budget?❑✓ Yes E]No Type: N/A
Vendor Name: Category:
Vitality Contract
Vendor Number: Sub-Category:
Supplement
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'M Project Name: Vitality Wellness Program Launch - SOW #3
OProject Details:
C
40
C
Basis for Selection of Contractor:
Agreement Amount: 40 622 Other
E *Memo to Mayor must be attached .1111
Start Date: 4/1/2023 Termination Date: 12/31/2026
a Local Business? Yes F—]No*If meets requirements per KCC 3.70.100,please complete"Vendor Purchase-Local Exceptions"form on Cityspace.
Business License Verification: ❑Yes In-Process F1 Exempt(KCC 5.01.045) FlAuthorized Signer Verified
Notice required prior to disclosure? Contract Number:
Yes❑No CAG2019-175
Comments:
Vitality Contract
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Date Received:City Attorney: 5/5/23 Date Routed:Mayor's Office 5/6/23 ty Clerk's Office 5/9/23
adccW22373_7_20 Visit Documents.KentWA.gov to obtain copies of all agreements
rev.20221201
DocuSign Envelope ID: D6DOF4D3-312B-48C9-807C-02D1ECB73482
KENT - SOW - 3
STATEMENT OF WORK-PROGRAM LAUNCH
This KENT-SOW-3 effective as of April 1, 2023 ("SOW Effective Date") is entered into pursuant to and incorporates herein by
reference the terms and conditions of the executed 2019 Vitality Master Services Agreement(the"Agreement")by and between
The Vitality Group, LLC("TVG")and CITY OF KENT,A WASHINGTON 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.
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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.'
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 trainings2
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
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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 April 1,2023 and continue until December 31,2026
("Renewal Term"). Following the Renewal Term,a new SOW shall be automatically generated to renew
for a successive period of one(1)year each(each a"Renewal Term").
6.2. 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. After Renewal Term, 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:
2 Activate
Elevate
Members shall be: Per Employee Per Month $ 5.06
Employees Only (PEPM)4 Administration Fee
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.
4
If an employee had access for at least one day at any point during the calendar month,the full PEPM will be owed.
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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
0 No Mall funding any items purchased in the Mall Varies
0 Low Mall via a reimbursement on each bill.
0 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
reimbursement on each bill.
Q No Wellness Rebates
0 Smoking Cessation Up to$200/Rebate Redeemedsa
0 Weight Loss Up to$200/Rebate Redeemed6b 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.
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Members may earn each rebate once per lifetime.
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Active Rewards:
Customer shall be responsible for
Not Offered funding the total value of any gift Varies
cards redeemed via a
® Offered reimbursement on each bill.
Earn Apple Watch Earn Apple Watch Administration Fee
O Not Offered PEPM
® Offered EE-Only In addition, Customer shall be
® 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 N/A
Q Elevate Integrated Non-Partner Biometric Screener One-Time Set Up Fee 9a $2,000
On-Going Maintenance Fee $3,500/Year
®Activate Integrated Non-Partner Biometric Screener One-Time Set Up Fee 9b $3,500
On-Going Maintenance Fee $4,500/Year
Paper form Member submission $3/Form Varies
INTENDING TO BE BOUND,this SOW has been duly executed by the authorized representatives of the parties set forth below.
CUSTOMER THE 1217FIriffi P, LLC
77D13FOAM054AE...
G; a�
By• By:
Name: Dana Ralph Name: Elizabeth Dunphy
Title: Mayor Title: chief operating officer
Dated: 05/09/2023 Dated: 6/9/2023
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.
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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.
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Fee applies for set-up of a one time file feed in TVG's standard file format.
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