Title
CHC Wellbeing - Wellness Screening - Change Order #2 and Addendum B
History
CHC Wellbeing has been utilized by the Village to provide wellness screenings for employees and insured spouses. These wellness screenings are a key component of the Village’s health insurance program, as completion of the screening is required for employees and their spouses to qualify for the wellness health insurance premium rate. The services provided by CHC Wellness are as follows: Comprehensive Biometric Screening, Health Risk Assessment, Individual Reporting, Aggregate company level specialized reporting, web portal administration and access, health coaching access, e-learning access, nutrition and activity tracker.
At the August 19, 2024, Board of Trustees Meeting, the Board approved a one-year contract with CHC Wellbeing in the amount of $33,000.00 for the 2024 wellness screenings. This contract included a per-participant rate of $140.00 along with administrative fees. Screenings were conducted at the Civic Center on September 20, 2024, and September 27, 2024.
In addition to the approved contract amount for the wellness screenings proctored by CHC at the Civic Center on September 20, 2024, and September 27, 2024, CHC had an additional Health & Wellness Test at a Lab and Physicians Form submitted on October 30, 2024. As a result, an addendum was needed to increase the contract amount by $1,495.00.
Staff is now requesting to increase the contract amount by $43,000.00 for the 2025 employee wellness screenings. The approved 2025 department budget already includes a line item of $43,000.00 for CHC. The shifting of the service window from September to July means that the services can be completed within the current contract rather than requiring a new contract as anticipated. These screenings are scheduled for July 8, 2025, and July 29, 2025, and will also include a remote screening option for employees unable to attend the on-site events.
To accommodate employees’ schedules and ensure maximum participation, staff is also requesting to extend the contract completion date from August 11, 2025, to September 11, 2025.
Financial Impact
Per the addendum, we are requesting to increase the contract amount by $43,000.00 for the 2025 employee wellness screenings that are scheduled for July 8, 2025 & July 29, 2025, and a remote screening option since the initial contract amount was fully expensed for the 2024 screenings. The approved 2025 department budget already includes a line item of $43,000 for CHC.
Recommended Action/Motion
I move to approve and authorize the execution of Change Order #2 and Addendum B to the current Professional Services Agreement dated August 12, 2024, with CHC Wellbeing to provide employee wellness screenings for the term of 2024 through 2025 and increase the amount of the contract of $34,495.00 by $43,000.00, for a new not-to-exceed contract price of $77,495.00;
AND
Authorize the Village Manager to execute all related documents subject to Village Attorney review;
AND
Authorize the Village Manager to approve change orders related to this contract within the authorized amount.