RFP-Lifestyle Spending Accounts

The City of Cleveland, through its Director of Human Resources, is soliciting proposals from qualified firms to provide a Lifestyle Spending Account for the City.

Background

The City of Cleveland (the city) is seeking proposals for the administration of Lifestyle Spending Accounts.  The purpose of this Request for Proposal is to gather information from your organization relative to the City’s required scope of services and key selection criteria. Organizations selected as finalists may be expected to address more detailed issues related to their financial and other specifics. These same finalists may be expected to participate in interviews with the city.

The City of Cleveland employs approximately 8,000 employees at its seasonal peak, and desires to procure wellness services for all current City employees.  The City of Cleveland operates on a 24-hour, seven-day-per-week schedule and requires wellness services to be accessible to all employees.

Current Program

For the past several years, the city has offered an employee wellness program called ‘Wellness Works!’. The program includes annual on-site biometric screenings and an online health assessment. Employees are incentivized to participate in both activities to earn a benefits differential. Approximately 25% of employees participate annually. The city hopes to continue offering these activities, along with incentives and enhancements to the Lifestyle Reimbursement Account.

Project Objectives

The City intends to select one vendor for this RFP to provide services within the parameters set forth herein. Vendors that respond to this RFP must bid on the entire scope of services requested. All service pricing must be stated as the cost per unit.  The Vendor must be able to meet, at a minimum, the delivery method of results and timeframes set by this RFP.

RFP Primary Objective 1: Gain a thorough understanding of the product capability to select, implement, and operate employee wellness services that will meet the needs of the city for the next 3 years or more.

RFP Primary Objective 2: Gain a thorough understanding of the vendor's total proposed costs. Including but not limited to admin fees, implementation fees, biometric screening costs, onsite fees, and relevant program add-ons.

RFP Primary Objective 3: To select a vendor partner with a product strategy and product enhancement delivery/implementation history that will meet the City’s needs (both for current use and future additional functionality) throughout the life of the product.

Project Details

• Department: Personnel and Human Resources
• Department Head: Matthew J. Cole (Director)

Important Dates

• Questions Due: 2026-07-24T20:00:00.000Z
• Answers Posted By: 2026-07-28T20:00:00.000Z

Evaluation Criteria

• Quality of Proposal (25 pts) —

  Quality of Proposal includes Organization of the Team, Specific Approach to this Project, Ability to Perform the Scope of Services, Capacity to Perform Work, including consideration for current City project workload, and Special Commendations as defined in the “Proposal Submission Requirements” section of this RFP.

• Credentials of Key Personnel (10 pts) —

  Credentials of Key Personnel including qualifications and experience of the Project Team, particularly the project manager and construction general contractor who will be the lead person on this project, and their prior experience and demonstrated ability to perform the scope of work.

• Demonstrated Ability and Reporting Qualifications (40 pts) —

  Demonstrated history of successful relevant projects to meet proposed schedules and budgets.

• Proposed Schedule and Content Management (10 pts) —

  Proposed Schedule to complete the work.

• Technical, Virtual, and Onsite Support (15 pts) —

  The City of Cleveland is looking for a vendor that can accommodate the needs of the City both in Technical, Virtual, and Onsite Support for the Human Resources team.

  Additionally, the City would like the selected vendor to have Mobile access so that employees can submit their reimbursements digitally.

Submission Requirements

• Technical Proposal (required)
• Price Proposal (required)
• Vendor Background Information
• Provide information about any local branch offices or support centers that might serve an account in Cleveland, OH, including number of employee and type of services provided (required)
• Provide name of each principal. (required)
• Provide the year the company was established and any former firm names (required)
• Type of Company (required)
• Provide the state and type of incorporation (required)
• Provide information on related services offered by the company (required)
• Provide the total number of FTEs in the company. (required)
• Provide average years of experience of professional staff. (required)
• Vendor Client References
• VENDOR CLIENT REFERENCE #1 (required) —

  Please include the following information: 

  • Proposing Vendor Name
  • Reference Company/Organization Name
  • Reference Address
  • Reference Contact Name
  • Contact’s Position
  • Contact’s Telephone Number
  • Type of Company/Organization (Industry)
  • Number of Employees
  • Services Performed
  • Sub-contractors used
  • Identify any vendor staff that worked on this reference company's project, that are proposed for City
  • Original Cost Estimates
  • Actual Final Costs
  • Comments
• VENDOR CLIENT REFERENCE #2 (required) —

  Please include the following information: 

  • Proposing Vendor Name
  • Reference Company/Organization Name
  • Reference Address
  • Reference Contact Name
  • Contact’s Position
  • Contact’s Telephone Number
  • Type of Company/Organization (Industry)
  • Number of Employees
  • Services Performed
  • Sub-contractors used
  • Identify any vendor staff that worked on this reference company's project, that are proposed for City
  • Original Cost Estimates
  • Actual Final Costs
  • Comments
• VENDOR CLIENT REFERENCE #3 (required) —

  Please include the following information: 

  • Proposing Vendor Name
  • Reference Company/Organization Name
  • Reference Address
  • Reference Contact Name
  • Contact’s Position
  • Contact’s Telephone Number
  • Type of Company/Organization (Industry)
  • Number of Employees
  • Services Performed
  • Sub-contractors used
  • Identify any vendor staff that worked on this reference company's project, that are proposed for City
  • Original Cost Estimates
  • Actual Final Costs
  • Comments
• City Required Forms
• NOTICE TO BIDDERS AND OEO SCHEDULES (required) —

  Please download the below documents, complete, and upload.

• NON-COMPETITIVE BID CONTRACT STATEMENT FOR CALENDAR YEAR 2026 (required) —

  Please download the below documents, complete, and upload.

• Northern Ireland Fair Employment Practices Disclosure —

  INSTRUCTIONS: Pursuant to Codified Ordinance Sec. 181.36, the information requested on this page must be supplied by all contractors and any subcontractors having more than a fifty percent (50%) interest in the proposed contract prior to any contract being awarded by the City of Cleveland.  Any contractor or subcontractor who is deemed to have made a false statement shall be declared to have acted in default of its contract and shall be subject to the remedies for default contained in its contract.  For failure to cure such a default, the contractor or subcontractor shall be automatically excluded from bidding for the supply of any goods or services for use by the City for a period of two (2) years.

• CHECK WHICHEVER IS APPLICABLE: (required)
• By confirming, the proposer affirms that they are in compliant Northern Ireland Fair Employment Practices. (required)
• Pricing (required)
• Applicable Language for Goals for Subcontractors (required)
• Is this RFP for Airport? (required)
• Insurance Requirements (for Airport RFP only) (required)
• Do you require insurance from the awarded vendor for this RFP? (required)