CITY COUNCIL AGENDA ITEM
ACTION REQUESTED:
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Approve the award of RFP 25-028, Health Screening Services, to Endeavor Health for an amount not to exceed $625,000 and for a two-year term
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DEPARTMENT: Human Resources
SUBMITTED BY: Helga Oles, Director
BOARD/COMMISSION REVIEW:
N/A
BACKGROUND:
The City contracts with a vendor to provide the following services: pre-employment medical examinations, annual Police and Fire department medical examinations, fitness for duty/return to work/job-related exams and screenings, workers’ compensation injury care, and drug and alcohol testing. These services are necessary to ensure that employees are fit to carry out required job functions and to comply with the Department of Transportation (DOT) regulations.
Previous City Council action
On December 3, 2024, the City Council declined to waive the procurement code to award a three-year agreement to Endeavor Health (File #24-1289). Because of the length of time since a formal RFP had been conducted, staff was directed to initiate a competitive procurement process for health screening services. During the meeting, it was noted the current service contract expires on December 31, 2024, and that an extension would be necessary to prevent a gap in services.
On December 17, 2024, the City Council approved Change Order #1 to extend the contract until June 30, 2025, and add funds totaling $131,000.
On May 20, 2025, the City Council approved Change Order #2 for an amount not to exceed $100,000 for services from January through March of 2025 as well as any services that may be utilized during the remainder of this contract through June 30, 2025.
Contract service categories
Historically, the City has contracted with one vendor to perform all the required services under this contract. In this solicitation, the City separated the contract into the following service categories to encourage competition and evaluate alternative methods and vendors:
• Category 1: Pre-Employment Medical Examinations
• Category 2: Fitness for Duty/Return to Work/Job-Related Exams and Screenings
• Category 3: Annual Police and Fire Department Medical Examinations
• Category 4: Workers’ Compensation Injury Care
• Category 5: Drug and Alcohol Testing Program
This is a unit-price contract with expenditures depending on the actual services required/performed. The City processes over 150 applicants each year who require pre-employment physicals and drug screenings. These physicals are increasingly comprehensive, depending on the physical nature of the occupation. The City’s annual Police and Fire department physical examinations are mandatory for 207 Fire department personnel and an additional 168 police officers may choose to participate in the program (typically 15% take advantage each year). The DOT random drug and alcohol testing affects approximately 110 CDL-licensed employees each year.
In February 2025, the Human Resources department advertised RFP 25-028, seeking proposals from qualified vendors for one, multiple, or all of the required service categories.
DISCUSSION:
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Advertisement Date: |
2/28/25 |
Notices Sent: |
324 |
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Opening Date: |
3/28/25 |
Planholders: |
26 |
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Proposals Received: |
8 |
Proposals were received from the following vendors:
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Advocate Occupational Health |
Concentra |
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Endeavor Health |
MH Occupational Health LLC |
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Rock Valley Physical Therapy |
Worksite Wellness Occupational Health |
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Nao Medical |
Physicians Immediate Care |
A selection team comprised of staff from the Human Resources, Police, Fire, and Water Utilities departments evaluated the proposals, which were scored based upon the criteria set forth in the RFP:
1. Capability, Capacity and Qualifications of the Proposer (35%)
2. Suitability and Quality of the Approach (35%)
3. Quality Assurance (30%)
After reviewing and scoring the proposals, the selection committee invited the top four vendors, Advocate Occupational Health, Endeavor Health, Concentra, and Rock Valley Physical Therapy, to attend interviews. Following the completion of the interviews, the selection committee rescored the vendors. The vendor with the highest qualification score, Endeavor Health, is recommended for the award. The table below provides a summary of the final qualification scores:
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Vendor |
Qualification Score |
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Endeavor Health |
94.2 |
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Concentra |
72.7 |
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Rock Valley Physical Therapy |
67.1 |
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Advocate Occupational Health |
56.3 |
Staff is confident that Endeavor Health can fulfill all five health screening categories of the contract.
The term of contract is from July 1, 2025, through June 30, 2027, with three one-year options to extend.
FISCAL IMPACT:
CIP #: N/A
Health screening services are charged to the account numbers listed below. Annual physicals and drug screenings are allocated to each department’s budget as services are rendered. The 2025 budget includes $308,100 for health screening services. The requested award can be accommodated within the 2025 budget, with future years being accommodated within the 2026 and 2027 budget planning process.
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Account Number |
Fund Description |
Total Budget Amount |
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10111100-531305 |
General Fund |
$573,878 |
|
10111100-531309 |
General Fund |
$2,120,071 |
|
40101300-531305 |
Electric Utility Fund |
$4,086 |
|
41101500-531305 |
Water Utility Fund |
$3,000 |