Agenda Item
Meeting Date: 5/31/2018 - 6:30 PM
Category: Report of the Committee on Accountability, Finance, and Personnel
Type: Action
Subject: 8. Action on a Request to Waive Administrative Policy 3.09(9)(e) and Extend a Contract for Gym Membership Administration
Strategic Plan Compatibility Statement:
Goal 3
Effective and Efficient Operations
Policy: Admin Policy 3.09 - Purchasing and Bidding Requirements
Attachments: Action on Request to Waive Administrative Policy 3.09(9)(e) and Extend a Contract for Gym Membership Administration: Proposed Contract and Supporting Documents
File Attachment:
1. C022086 Healthy Contributions.pdf
2. C022086 Healthy Contributions First Extension.pdf
3. C022086 Second Extension.pdf
4. C022086 Healthy ContributionsThird Extension & Modification.pdf
Background: The Administration is requesting authorization to waive the three-year-term limit requirements of Administrative Policy 3.09(9)(e) and extend the contract with Healthy Contributions LLC for administration of gym memberships. This contractor facilitates and administers the gym-reimbursement benefit for all eligible employees and spouses.

This program helps MPS encourage employees and their spouses to engage in physical activity through providing a monthly financial reimbursement based on gym attendance of at least 12 visits per month.

The wellness incentive benefit is a core component of MPS’s overall employee wellness benefit. Currently, Healthy Contributions processes this incentive via a contract that began September 8, 2014. The incentive is $20 per month provided to those employees/spouses who access participating gyms twelve times in one month (i.e., maximum incentive earned is $240/year per employee/spouse). This service is part of the employees’ total benefits coverage, and therefore should not be discontinued for any amount of time without transition to a benefit of equal or greater value.

The purpose of extending the current contract is to provide ample time for a benefit transition to a new administrator of an employee wellness incentive benefit without a disruption or discontinuation of the current wellness incentive benefit.

RFP 980 was released on Thursday, April 12, 2018, requesting proposals for administration of a comprehensive, equitable employee wellness incentive. The RFP outlines services provided in the current incentive benefit, in addition to incentives for an array of wellness behaviors including, but not limited to, gym use. The RFP requests promotion and provision of these incentives via a platform, as is supported by best practices in the fields of human resources and health promotion and is now commonly available due to advances in platform technology. This wellness incentive benefit will—at a minimum—provide the same level of benefit as is currently available through the gym use incentive benefit administered by Healthy Contributions, LLC.

The Administration is requesting an extension of the current contract until a contract resulting from the new RFP is in place. This contract extension will run from July 1, 2018, through September 30, 2018. The total cost of the contract in this extension term will not exceed $54,000.
Fiscal Impact Statement: This item authorizes expenditures as indicated in the attachments.

SDV-0-0-EMB-DW-EMDI, (Employee Benefits) = $54,000

Healthy Contributions LLC
Required ……………………………………………0%
Proposed ……………………………………………0%
$ Value ……………………………………………N/A
Paid Student Employment Hour Commitment: 0 HOURS/12-mo contract
Student Career Awareness Commitment: 0 HOURS/12-mo contract
Implementation and Assessment Plan Upon approval by the Board, the extension will begin as indicated in the attachments.
Recommendation: Your Committee recommends that the Board authorize the waiver of Administrative Policy 3.09(9)(e) and approve the extension with Healthy Contributions LLC as set forth in the attachments to this item.
Recommended By:
Signed By:
Jacqueline M. Mann, Ph.D. - Board Clerk/Director