CITY COUNCIL AGENDA ITEM
ACTION REQUESTED:
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Waive the applicable provisions of the Naperville Procurement Code and award Procurement 24-113, Health Screening Services, to Endeavor Health Services for an amount not to exceed $787,000 for a three-year term (requires 6 positive votes)
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DEPARTMENT: Human Resources
SUBMITTED BY: Blaine Wing, HR Director
BOARD/COMMISSION REVIEW:
N/A
BACKGROUND:
The City contracts with a qualified vendor to provide the following services:
• Annual physicals for sworn Police and Fire personnel,
• Pre-employment physicals, including drug and alcohol screens, given on a post-offer basis to all prospective employees,
• Random drug and alcohol testing for safety-sensitive positions requiring a Commercial Driver’s License (CDL), and
• Functional physical assessments.
These services are necessary to ensure that employees are healthy and fit to carry out their required job functions, and to comply with Department of Transportation regulations.
DISCUSSION:
Endeavor Health (formerly known as Edward-Elmhurst Health Services) has successfully provided services to the City for over 25 years, serving as the primary healthcare provider in Naperville with multiple locations within the City and surrounding areas. In 2016, the City explored the market for employer health services through a request for proposals (RFP). Edwards-Elmhurst Health Services was the only respondent to that RFP and has successfully provided services since that time.
Endeavor Health has:
• Experienced and qualified staff
• Prior experience specific to City services and City requirements
• Ability to deliver all the City’s required services
• Ability to provide services with multiple locations and hours as needed. All prospective employees are required to complete a physical and the convenience of hours that Endeavor Health provides, including weekends, is essential. Endeavor Health locations allow prospective employees to complete their screenings in an expedited manner
• Established relationship between providers and emergency personnel
• Secure, centralized communication between vendor and City staff
Endeavor Health has proven to be a trusted partner with the experience and qualifications to provide these services successfully. This contract will allow the City to expedite and successfully administer the health screening portions of the hiring and employment process in 2025. Given the nature of these services, staff believes the benefits of maintaining the current relationship with Endeavor outweigh any potential benefits that could be achieved through another vendor located outside of Naperville.
This award is a unit-based contract with expenditures dependent on the actual services performed and there is no minimum. For 2025, costs are estimated at $262,500 for the year. This includes pre-employment physicals for police and fire employees, pre-employment physicals for non-sworn City employees, annual physicals for sworn police and fire personnel, pre-employment drug and alcohol screens for job candidates, random drug screens for CDL drivers and functional physical assessments.
Approval of Procurement 24-113 requires a Waiver of Section 1-9B-4 (Methods of Source Selection) of the Naperville Procurement Code because the recommended process is not one of the enumerated methods under the Code.
The term of the contract is from January 1, 2025, to December 31, 2027, with an additional two-year option to extend.
FISCAL IMPACT:
CIP #: N/A
Health screening services are expensed to the account numbers listed below. A total of $308,086 is included in the 2025 Budget for these services. Costs for annual mandatory physicals and drug screenings are expensed to each department's budget as services are rendered. Pending the Council’s approval of the budget, the requested award is anticipated to be within budget. Future amounts will be budgeted accordingly during each budget cycle.
|
Account Number |
Fund Description |
Proposed Budget |
|
*1100-531305 |
General Fund |
$573,878 |
|
*1100-531309 |
General Fund |
$2,120,071 |
|
40101300-531305 |
Electric Utility Fund |
$4,086 |
|
41101500-531305 |
Water Utility Fund |
$3,000 |