TO: HONORABLE MAYOR
AND CITY COUNCIL
FROM: Robert Sapien, Jr.
SUBJECT: Report on the Request for
Proposal for the Fire
Department’s Wellness
Program
DATE: November 25, 2024
Approved:
Date:
12/5/24
COUNCIL DISTRICT: Citywide
RECOMMENDATION
(a) Accept the San José Fire Department report on the Request for Proposal for Wellness Program services.
(b) Adopt a resolution authorizing the City Manager or her designee to:
(1) Negotiate and execute an agreement with Active Wellness, LLC to provide services for an initial three-year term beginning January 2, 2025 through January 1, 2028, for a maximum compensation not to exceed $537,900 for the initial term ($179,300 annually);
(2) Negotiate and execute amendments as required to add, delete, or modify services to address seasonal variations, budgetary constraints, or unanticipated changes in demand, subject to the appropriation of funds; and
(3) Exercise up to two one-year options to extend the term of the agreement through January 1, 2030, subject to the appropriation of funds.
SUMMARY AND OUTCOME
Approval of this recommendation will provide continuity to the San José Fire Department’s Safety and Wellness Program for the sworn personnel. This program provides a comprehensive and full-service wellness program with a dedicated on-site COUNCIL AGENDA: 12/17/24
FILE: 24-2330
ITEM: 2.20
HONORABLE MAYOR AND CITY COUNCIL
November 25, 2024
Subject: Report on the Request for Proposal for the Fire Department’s Wellness Program
manager, fitness testing, database system and reporting, health management portal, and other services.
BACKGROUND
The Fire Department’s Safety and Wellness program is responsible for supporting efforts to reduce and prevent workplace health and safety hazards for sworn personnel.
Under the Office of the Fire Chief, the Safety and Wellness program is responsible for the implementation and management of a full-service wellness initiative. This program is committed to providing a database and portal for monitoring and tracking individual and program-wide metrics. A contracted, full-time on-site Program Manager oversees the wellness program and coordinates with City staff to develop strategies to reduce the incidence of injuries and illness among sworn personnel. The contracted Program Manager also provides health, fitness, and wellness training programs for all sworn personnel to help improve their quality of life.
The last Request for Proposal (RFP) for a full-service wellness program was conducted in 2019. Active Wellness, LLC was awarded a three year contract with two additional one-year options to extend. This contract was amended twice in anticipation of issuing a new RFP. The first amendment increased the maximum compensation for one year and the second amendment extended the term and compensation to ensure this service was maintained while the department issued a new RFP.
On September 17, 2024, the City released a new RFP for these same services. The RFP closed on October 11, 2024, and the results are detailed in the analysis section below.
ANALYSIS
On September 17, 2024, the City released an RFP for a full-service wellness program through the City’s e-procurement system, Biddingo. The RFP was downloaded by 15 unique companies, resulting in the City receiving two complete and responsive proposals.
Evaluation Process
The proposals were evaluated and scored independently by a three-member evaluation team consisting of subject-matter experts from three separate departments in the City.
The expense and time required to conduct oral interviews, with the scores, were considered and oral interviews were deemed unnecessary. The evaluation scores are summarized below.
HONORABLE MAYOR AND CITY COUNCIL
November 25, 2024
Subject: Report on the Request for Proposal for the Fire Department’s Wellness Program
Evaluation Criteria Maximum
Percentage
Active
Wellness, LLC
Pinnacle
Training
Systems
Proposal
Responsiveness Pass/Fail Pass Pass
General
Requirements 10% 8% 7%
Experience and
Qualifications 40% 37% 29%
Project Approach 30% 26% 22%
Cost Proposal 10% 9% 6%
Local Business
Enterprise 5% 5% 0%
Small Business
Enterprise 5% 0% 0%
Total 100% 85% 64%
Protest
The RFP process included a 10-day protest period that commenced when the City issued the Notice of Intended Award on October 1, 2024. No protests were received.
Award Recommendation
The evaluation panel used the criteria established within the RFP. Based on the results of the RFP process and evaluations, staff recommends awarding a contract to Active Wellness, LLC.
EVALUATION AND FOLLOW-UP
No further follow-up is required for this item, and no additional evaluation will be conducted.
COST SUMMARY/IMPLICATIONS
1. AMOUNT OF RECOMMENDATION (three-year initial term): $537,900
2. SOURCE OF FUNDING: General Fund and Fire Development Fee Program
HONORABLE MAYOR AND CITY COUNCIL
November 25, 2024
Subject: Report on the Request for Proposal for the Fire Department’s Wellness Program
3. FISCAL IMPACT: Funding for the wellness program in the amount of $179,300 is included in the Fire Department’s 2024-2025 Adopted Operating Budget. Ongoing funding for subsequent years of the initial three-year term is appropriated in the Fire Department’s budget. Any adjustments to the funding will be requested through future budget actions.
BUDGET REFERENCE
The table below outlines the allocated funds and appropriations, as well as the remaining anticipated project costs for the recommended contract.
Fund
No.
Appn.
No. Appropriation Name Total
Appropriation
Amount for
Contract
2024-2025
Proposed
Operating
Budget Page
Last Budget
Action (Date,
Ord. No.)
001 0542 Non-
Personal/Equipment
$12,970,821 $451,500 567 10/22/2024;
Ord No.
31130
240 0549 Fire Fee
Development
Program Non-
Personal/Equipment
$216,699 $86,400 568 06/18/2024;
Ord No.
31102
COORDINATION
This memorandum has been coordinated with the City Attorney's Office and the City Manager’s Budget Office.
PUBLIC OUTREACH
This memorandum will be posted on the City’s Council Agenda website for the December 17, 2024 City Council meeting.
COMMISSION RECOMMENDATION AND INPUT
No commission recommendation or input is associated with this action.
HONORABLE MAYOR AND CITY COUNCIL
November 25, 2024
Subject: Report on the Request for Proposal for the Fire Department’s Wellness Program
CEQA
Not a Project, Public Project File No. PP17-003, Agreements/contracts (new or amended) resulting in no physical changes to the environment.
PUBLIC SUBSIDY REPORTING
This item does not include a public subsidy as defined in section 53083 or 53083.1 of the California Government Code or the City’s Open Government Resolution.
ROBERT SAPIEN, JR.
Fire Chief, Fire Department
For questions, please contact Athena Trede, Deputy Director, Fire Department, at [email protected]
or (408) 794-6953.