Placement: Consent Agenda
Action Requested: Motion / Vote
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Ratify Previous Expenditures and Approve Additional Expenditures Under Contract #20241013, Including Amendment #1, for Employee Assistance Program Services.
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Submitted By: A’lexis Curry-Hibbert, Procurement Contracting Officer II, Procurement Management Division (PMD).
Strategic Plan Link: The City's Goal of a high-performing city government organization.
Summary Brief (Agreements/Contracts only)
1. Prepared by: A’lexis Curry-Hibbert, Procurement Contracting Officer II, PMD.
2. Parties: City of Port St. Lucie and Evernorth Care Solutions, Inc.
3. Purpose: Provide a quality Employee Assistance Program that offers confidential therapy and counseling services to City Employees and their families.
4. New/Renewal/Modified: Modified.
5. Duration: The Contract was entered into effective October 1, 2023 and shall continue unless/until terminated. Notably, the City may terminate the Contract at any time upon sixty (60) days’ notice.
6. Benefits to Port St. Lucie: Providing employees access to confidential support through the Employee Assistance Program (EAP) helps them address personal or work-related challenges more effectively. By addressing concerns proactively, employees are better able to maintain consistent attendance, concentration, and overall productivity. This service ultimately supports a more engaged workforce and contributes to improved organizational performance.
7. Cost to Port St. Lucie (Annual and Potential): Over the past three years, the City’s expenditures for these services totaled $127,220.00. At the time the Contract was initially established, the pricing structure consisted of $2.50 per employee per month, $50.00 per month for the First Responder line, $0.25 per employee per month for geriatric case management, and $400.00 implementation fee for geriatric case management. Under Amendment #1, which shall become effective October 1, 2026, if approved by Council, the City will incur a cost of $2.94 per employee per month, along with $50.00 per month for the First Responder support line. Staff estimates that the expenditures for the next twenty-four months will be $46,000 annually and are asking Council to approve that amount, however, actual expenditures may fluctuate based on the number of employees during that time.
Presentation Information: N/A.
Staff Recommendation: Move that the Council ratify previous expenditures and approve additional expenditures under Contract 20241013, including Amendment #1, for Employee Assistance Program Services.
Alternate Recommendations:
1. Move that the Council amend the recommendation, ratify previous expenditures and approve additional expenditures under Contract 20241013, including Amendment #1, for Employee Assistance Program Services.
2. Move that the Council neither ratify nor approve expenditures under Contract 20241013 for Employee Assistance Program Services and provide staff with direction.
Background: Under the original Contract, pricing was held firm for thirty-six months. That term lasted from October 1, 2023 through September 30, 2026. The Human Resources Department wishes to continue to use the Contract to provide City employees with EAP services. In order to continue, Amendment #1 establishes new pricing of $2.94 per employee per month and $50.00 per month for the First Responder Support Line. Geriatric Case Management services were terminated by Evernorth, effective June 30, 2026, which is indicated in Amendment #1. The new pricing under Amendment #1 shall apply beginning on October 1, 2026, and shall be held firm (unless services are added or removed), for twenty-four months, through September 30, 2028.
Issues/Analysis: Under City Code of Ordinances, Section 35.09(a), “[i]f an existing contract that was below the City Manager's approval threshold and approved under the City Manager's authority is increased and such increase raises the contract price to above the City's Manager's approval threshold, such increase must be authorized by City Council.” Therefore, since expenditures have exceeded $100,000, staff is requesting that Council ratify the previous expenditures and approve the additional expenditures under the Contract for the City to continue the EAP services through Evernorth.
Financial Information: Funding has been appropriated in the Medical Trust Fund / General Government / Employee Assistance Program (#605-1900-549360).
Special Consideration: N/A.
Location of Project: N/A.
Attachments:
1. Amendment #1 signed.
2. Original Contract.
NOTE: All of the listed items in the “Attachment” section above are in the custody of the City Clerk. Any item(s) not provided in City Council packets are available upon request from the City Clerk.
Internal Reference Number: 26224-07.
Legal Sufficiency Review:
Reviewed by Alyssa Lunin, Senior Deputy City Attorney. Approved as to Legal form and sufficiency by Richard Berrios, City Attorney.