HomeMy WebLinkAboutCOUNCIL - AGENDA ITEM - 09/17/2013 - SECOND READING OF ORDINANCE NO. 122, 2013, AUTHORIDATE: September 17, 2013
STAFF: Gerry Paul
AGENDA ITEM SUMMARY
FORT COLLINS CITY COUNCIL 7
SUBJECT
Second Reading of Ordinance No. 122, 2013, Authorizing the City Manager to Extend the Term of the Agreement
Between the City and Mayo Foundation for Health Risk Assessment Software for the City’s Wellness Program.
EXECUTIVE SUMMARY
This Ordinance, unanimously adopted on First Reading on September 3, 2013, authorizes a one-year extension of
the contract with the Mayo Foundation for Medical Education and Research to provide services associated with the
assessment and management of existing and potential health risks of City employees from April 1, 2014 to March 31,
2015, with the option to extend for additional one (1) year periods not to exceed four (4) additional one-year renewals.
This extension will allowed continued use of services provided by Mayo while staff assesses costs, benefits, services
and other options associated with an Onsite Employee Medical Clinic and the potential to consolidate health risk
assessment services now provided by Mayo with the Clinic.
STAFF RECOMMENDATION
Staff recommends adoption of the Ordinance on Second Reading.
ATTACHMENTS
1. Copy of First Reading Agenda Item Summary - September 3, 2013
(w/o attachments)
COPY
COPY
COPY
ATTACHMENT 1
DATE: September 3, 2013
STAFF: Gerry Paul
AGENDA ITEM SUMMARY
FORT COLLINS CITY COUNCIL 16
SUBJECT
First Reading of Ordinance No. 122, 2013, Authorizing the City Manager to Extend the Term of the Agreement
Between the City and Mayo Foundation for Health Risk Assessment Software for the City’s Wellness Program.
EXECUTIVE SUMMARY
The purpose of this item is to request a one-year extension of the contract with the Mayo Foundation for Medical
Education and Research (Mayo) to provide services associated with the assessment and management of existing and
potential health risks of City employees from April 1, 2014 to March 31, 2015, with the option to extend for additional
one (1) year periods not to exceed four (4) additional one-year renewals. This extension will allowed continued use
of services provided by Mayo while staff assesses costs, benefits, services and other options associated with an
Onsite Employee Medical Clinic and the potential to consolidate health risk assessment services now provided by
Mayo with the Clinic.
STAFF RECOMMENDATION
Staff recommends adoption of the Ordinance on First Reading.
BACKGROUND / DISCUSSION
In 2008, the City of Fort Collins utilized a competitive bid process and contracted with Mayo to provide an online portal
where City employees enter personal health information, access healthcare, nutrition, exercise information, and track
behavior modifications. Health data is gathered, reported to employees, aggregated and analyzed by Human
Resources staff to assess employees’ current and potential future health risks. Additional services provided by Mayo
include an educational website designed specifically for City employees and one-on-one coaching programs designed
to help manage or prevent disease. The Mayo Clinic platform is used by over 90% of the City’s employees.
Some organizations of similar size to the City are incorporating these services into an Onsite Employee Medical Clinic.
There are possible benefits (consolidation of health risk data, additional cost savings, coordinated care) associated
with this integrated model. In an effort to consolidate services and enhance program effectiveness, the City has
requested information from vendors interested in providing clinic services as well as those offered by Mayo. Vendors
have been asked to respond to the City’s interest in evaluating proposals that incorporate these services into a Clinic
model. Extending the contract for one year, with the option for additional extensions up to four, more years, will allow
continued use of services provided by Mayo while staff assesses costs, benefits, services and other options associated
with an Onsite Employee Medical Clinic and the potential to consolidate health risk assessment services now
performed by Mayo with the Clinic.
FINANCIAL / ECONOMIC IMPACTS
Funds are included in the 2013 and 2014 budgets to cover the cost of extending this contract.
ORDINANCE NO. 122, 2013
OF THE COUNCIL OF THE CITY OF FORT COLLINS
AUTHORIZING THE CITY MANAGER TO EXTEND THE TERM OF THE
AGREEMENT BETWEEN THE CITY AND MAYO FOUNDATION FOR HEALTH
RISK ASSESSMENT SOFTWARE FOR THE CITY’S WELLNESS PROGRAM
WHEREAS, following a competitive bidding process in April 2008, the City entered into
an Agreement (the “Agreement”) with the Mayo Foundation for Medical Education and
Research, a Minnesota nonprofit corporation ( “Mayo”) to provide Health Risk Assessment
software for the City’s wellness program; and
WHEREAS, the Agreement’s original expiration date was March 31, 2013; and
WHEREAS, by the adoption of Ordinance No. 038, 2013, the Agreement term was
extended from five years to six years with a revised expiration date of March 31, 2014; and
WHEREAS, the City has contracted with Mayo for the last five years and Mayo has
satisfactorily performed under the Agreement; and
WHEREAS, in May, 2013, the City initiated a Request for Proposal as a first step in
assessing the viability of an Employee Onsite Medical Clinic Service; and
WHEREAS, City staff believes it is possible to consolidate the gathering of Health Risk
Assessment data within the scope of Employee Onsite Medical Clinic Services, with possible
cost savings, efficiencies, and effectiveness associated with consolidating the two activities; and
WHEREAS, the City desires to extend the term of the Agreement with Mayo for a period
of one year, with an option for such future extensions as may be required to evaluate the costs,
benefits, services and other options associated with incorporating the Health Risk Assessment
with various Employee Onsite Medical Clinical models; and
WHEREAS, because of the time and resources required to complete a competitive
process, the Purchasing Agent has determined that a competitive process cannot reasonably be
used prior to the extended expiration of the current agreement with Mayo and, if used, would
result in substantially higher cost to the City and may result in the impairment of the City’s
administrative functions, and the Purchasing Agent has submitted the requisite justification for
this determination to the City Manager for approval; and
WHEREAS, the City Manager has reviewed and approved the justification for this
contract extension; and
WHEREAS, Section 8-186(a) of the City Code provides that no contract for services,
including renewals, shall be made by the City for a period longer than five years, unless
authorized by ordinance.
NOW, THEREFORE, BE IT ORDAINED BY THE COUNCIL OF THE CITY OF
FORT COLLINS, that the City Manager is hereby authorized to execute on behalf of the City a
one-year term extension to the Agreement with Mayo to March 31, 2015, for the employee
health wellness program, as well as the option of up to four additional one-year extensions, in
order to accommodate development of an enhanced comprehensive health wellness solution.
Introduced, considered favorably on first reading, and ordered published this 3rd day of
September, A.D. 2013, and to be presented for final passage on the 17th day of September, A.D.
2013.
__________________________________
Mayor
ATTEST:
_______________________________
Chief Deputy City Clerk
Passed and adopted on final reading on the 17th day of September, A.D. 2013.
__________________________________
Mayor
ATTEST:
_______________________________
City Clerk