R08-113
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RESOLUTION NO. ROS-113
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A RESOLUTION OF THE CITY COMMISSION OF
BOYNTON BEACH, FLORIDA, APPROVING AND
AUTHORIZING EXECUTION OF AN AGREEMENT
WITH COUNSELING SERVICES INSTITUTE, INC.,
FOR AN EMPLOYEE ASSISTANCE PROGRAM WITH
AN ESTIMATED ANNUAL EXPENDITURE OF
$10,500.00; AND PROVIDING AN EFFECTIVE DATE.
WHEREAS, on August 14, 2008, the Human Resources Department requested quotes
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for an Employee Assistance Program for the City of Boynton Beach employees; and
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WHEREAS, three companies responded to the request for quotes with Counseling
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Services Institute, Inc., being selected based on their scope of services and their competitive
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bid; and
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WHEREAS, the City Commission of the City of Boynton Beach deems it in the best
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interest of the City to enter into the Employee Assistance Program Agreement with
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Counseling Services Institute, Inc for a period of one (I) year.
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NOW, THEREFORE, BE IT RESOLVED BY THE CITY COMMISSION OF
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THE CITY OF BOYNTON BEACH, FLORIDA, THAT:
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Section I.
Each Whereas clause set forth above IS true and correct and
25 incorporated herein by this reference.
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Section 2.
The City Commission of the City of Boynton Beach, Florida hereby
27 approves and authorizes the City Manager and City Clerk to execute the Employee Assistance
28 Program Agreement between the City of Boynton Beach and Counseling Services Institute,
29 Inc., for an Employee Assistance Program for the period of one (1) year and an estimated
SICAIRI:SOlAgrcementslCounseling SefVIces Institute (EAP)2008 doc
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] i expenditure of $10,500.00, a copy of said Agreement is attached hereto as Exhibit "A",
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Section 3.
That this Resolution shall become effective immediately upon passage.
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PASSED AND ADOPTED this ~ day of September, 2008.
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26 ATTEST:
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CITY OF BOYNTON BEACH, FLORIDA
Commissioner - Ronald d
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Commissioner - Woodrow C Hay
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Commissioner - Marlene Ross
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Jane M. Prainito, CMC
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s.\e A\RESOlAgreementslCounseling Services Institute (EAP)2008 doc
Quote EAP Services 2008
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EXHIBIT
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Vendor Name
Pricin EE
Annual for 875 EEs Sco e of Work
Counselin Services Institute
$12.00 per EE
er ear
5 individual sessions; 1 individual session for family members; 6 -1 hr. stress
mgt. Program; Drug free workplace education; Consultation, training
$10,500.00 su ervisors, EAP romotion, re orts and EAP evaluation.
Life Enrichment EAP
6 sessions, 4 EE orientations, 1 supervisor training, brochures, reports, 6
$15,750.00 wellness seminars, mana ement consultation, Rx & alcohol home assessment
5 session with 875 EEs & 1 individual session for family members; newsletter
$13,125.00 romotional cam ai n; HR consultation, EAP orientation & su erviso trainin
EAP of South Florida
Counseling Services Institute is 1st choice
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EXHIBIT
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SCOPE OF WORK
The following proposal will offer confidential, professional Employee Assistance Services to the
employees, their dependents and retirees of the City of Boynton Beach. The Counseling
Services Institute in Boca Raton, Florida will coordinate all activities of the EAP through its
director, Donna Hearn, in the central location in Boca Raton, and has a national and international
affiliate network that is both credentialed and reliable for immediate service. The purpose of the
EAP is to offer assessment, diagnosis and treatment or referral services to employees, their
dependents and retirees for a variety of incidences that can cause personal problems to become
personnel problems. The services include, but are not limited to legal, financial, mental health,
addiction, stress management, eating/gambling disorders, career consultations, marriage and
family counseling, scholastic problems for children, HIV and AIDS education, support groups
and psychiatric disorders, sexual harassment prevention education, critical debriefing and
workplace violence intervention and prevention. A further purpose is to keep the City of
Boynton Beach compliant with regulations covering policies pertaining to drug-free workplace.
An EAP also keeps the City of Boynton Beach compliant with Worker's Compo regulations,
which require yearly education on substance abuse to be presented in the workplace.
Supervisory and management training will also be provided on an on-going basis.
A further service of CSI's EAP is on-going Education, Awareness and Prevention program to
help insure prevention and/or timely interventions thereby reducing liability.
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Submitted by:
Service Areas:
Mailing Address:
Phone:
Fax:
Services:
Fee For Service:
Time Period:
Licenses:
Certifications:
Liability Ins:
Memberships:
EMPLOYEE ASSISTANCE PROGRAM PROPOSAL
FOR
THE CITY OF BOYNTON BEACH
Counseling Services Institute
Donna Hearn, LMHC, CAP, SAP, Director
Local and Statewide
National Referral Network
International Referral Network - Rome; Paris; Switzerland
7601 Federal Hwy., Suite 165-B, Boca Raton, FL 33487
561-995-9500
800-492-0253
561-995-9510
Confidential, professional EAP services for the City of Boynton Beach
employees, their dependents and retirees.
$12.00 per employee per year
One year from date of contract
Mental Health Counselor License
Certifying Board Addiction Professionals
(CBAPF) #369
SAP - Substance Abuse Professional - Dept. Of Transportation
Western World; Scottsdale Insurance Compo
Greater Boca Raton Chamber of Commerce
National Assoc. of Alcohol and Drug Abuse Counselors
Children's Cancer Caring Network
National Addiction and Psychiatric Services for Children
Y A TC - Youth Automotive Training Center
Florida Alcohol and Drug Abuse Foundation
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EMPLOYEE ASSISTANCE PROGRAM OVERVIEW
I. Schedule of Services Provided in base EAP:
A: For employees
* 5 - individual sessions per employee for evaluation and referral
* 1 - individual session for family members
* All - alcohol or drug evaluations
* 6 - one hour Stress Management Program
* Drug-Free Workplace education for all employees presented quarterly
* Certificates of Participation for all employees receiving Drug-Free Workplace
education
* Confidential, personal take-home assessments for indication of alcohol or other drug
problems.
B: For the employer
* Consultation on the design and implementation of necessary policies and procedures
* Training for supervisors and managers
* Recognition and documentation of performance problems
* How to utilize the EAP
* In-House promotion of the EAP
* Confidential statistical utilization review
* Annual EAP evaluation
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The following services will be included in the proposal:
For the employees, their dependents and retirees:
* 5 office visits per employee
* 1 office visit for dependents
* all alcohol and drug evaluations at no charge
* 6 - one hour stress management sessions per year
* access to monthly educational programs
* referral services to most quality-orientedlcost-effective outside programs when
necessary
* S.A.S.S.I. evaluations for alcohol/drug abuse DUI referrals
* monitoring of all treatment modalities for one year
* 800-number to contact main Boca Raton office
* reduced fees for psychiatric and substance abuse programs and drug tests
Counseling Services Institute shall perform for the City of Boynton Beach employees and their
eligible family members the following services:
. Marital counseling
. Divorce adjustment counseling
. Job-related counseling
. Parent/child counseling
. Substance abuse assessment and counseling or referral
. Senior services
. Counseling or referral related to physical or developmental disabilities
. Mental Health assessment and counseling
. Unlimited Legal! Financial Consultations provided by EAP
. Elder care resource and referral per contract year
IT IS IMPORTANT TO NOTE THAT NO ONE WILL BE DENIED SERVICES BECAUSE
OF INABILITY TO PAY OR LACK OF INSURANCE. THIS IS THE PHILOSOPHY OF CSI.
ALL EMPLOYEES, DEPENDENTS AND RETIREES ARE GIVEN THIS NOTICE IN
WRITING.
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The following services will be offered directly to the City of Boynton Beach:
. Technical assistance in the development ofEAP policies & procedures.
. Case management (coordination of community resources, follow-up and case
advocacy)
. Referral to specialized services not offered by EAP, but required by an
employee/eligible family member
. Supervisory Training sessions
. Telephone consultation with EAP staff as necessary
. On-site consultation by EAP staff in those cases where EAP & the City of
Boynton Beach deem it necessary
. Priority for EAP appointments
. Benefit Talks / Fairs as needed
. New Employee Orientation
. Drug Free Workplace Training
. U.S. Department of Transportation (DOT) Compliance Training
* Program Promotion
* Confidential, quarterly evaluation on program utilization
* Supervisory and Management Training on:
+ Ongoing Orientation for New Employees
+ Documentation of Performance Problems
+ Recognition of Substance Abuse in the Workplace
+ Violence Prevention/Intervention
+ Legal Liability of Supervisor
+ Do's and Don'ts of Confronting Employees
+ Sexual Harassment Recognition Issues
+ 6-Hour Stress Management For Supervisors
+ Critical Debriefing
PROGRAM DEVELOPMENT AND IMPLEMENT A nON FOR THE CITY OF BOYNTON
BEACH
CSI agrees to offer the following services to the City of Boynton Beach to help establish an
EAP:
Develop policy and policy statements as well as procedures aimed at personalizing a workplace
safety philosophy about the use of an EAP in the workplace.
Meet with human resource professionals to help them develop policy statement and encourage
support from the top.
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Promote kickoff of Employee Assistance Program to individuals utilizing the City of Boynton
Beach human resource staff.
Attend safety meetings, educational programs, or monthly meetings of employees to be available
for questions and interventions.
Provide the company with a flyer or use their existing form of communication to promote the
program.
Provide on-going education to employees, families and retirees about health and well-being in
the workplace.
Aid the City of Boynton Beach in keeping compliant as required by Worker's Compo federal
policy of safety sensitive positions.
Provide a network of resources to maintain an evaluation of the EAP system on an annual basis
with quarterly reports reflecting the demographics and utilization review rates.
INDIVIDUALS:
All providers are licensed or certified in their specialty fields and will agree to see the member to
do initial evaluation with 24 to 72 hours of call as indicated by severity of problem. Members
will be contacted by a provider for the purpose of scheduling the initial appointment.
Upon initial intake and prior to meeting with the provider, the member will complete a
demographic information packet at our office, including providing medical health insurance
information where applicable.
Each participant will receive lone-hour assessment session per referral whether it a self-referral
or supervisory. All referrals will be afforded the utmost in confidentiality as deemed necessary
by Federal Regulations and as stated in our philosophy.
Assessment and referral services will also be available to family members and retirees.
Counseling Services Institute agrees to provide all individuals with the opportunity for
educational events throughout the year, at no fee. Counseling Services Institute will provide
mailings to announce the event, time and location on a continuous schedule.
The stress management program includes 6 one-hour sessions on-site, family members invited,
with emphasis on biofeedback and relaxation techniques.
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SUPERVISORY AND MANAGEMENT TRAINING
CSI agrees to provide supervisory and managerial staff with the following:
Policy and procedure implementation workshops.
Training workshops which include documentation necessities; the legalities of policy
enforcement; confrontation of employees on work related performance only; do's and don'ts of
documentation and confrontation; how to initiate and EAP referral; follow-up and evaluation.
Separate sessions for supervisors and managers include orientation; signs and symptoms of
performance problems; recognizing the need for a medical, legal or financial referral; and how to
facilitate the manager=s role with the EAP liaison.
Supervisors will be educated about referrals to agencies, the supervisor's role in the referral and
treatment process, and what to accept when the employee returns to the work force. The EAP
provider will submit follow-up documentation for one year following treatment on a monthly
basis as agreed upon with treatment providers.
CSI will offer orientation and training programs quarterly. We believe the success of the
program lies in education. Training will be provided on site for 5 or more employees. All
training sessions will be geared toward the convenience of the employer with a minimum of 1
hour per quarter.
PROGRAM PROMOTION
CSI agrees to promote the program to all employees through pamphlets designed to explain the
EAP and CSI. (Attachment A)
CSI agrees to attend weekly orientation meetings for all new employees and to answer any
questions not of a confidential nature.
Periodic one-page flyers will be distributed to the human resource department for disbursement
to employees on a variety of topics that may interest them. The topics will be presented on or off
premises in either a lecture of film format and will deal with issues that are timely and topical.
These issues will help to enhance the education of employees and thus prevention measures.
CSI will insert prevention articles in paychecks, newsletters, memos or whatever device human
resource now uses to promote activities. CSI will incur all expenses for mailing, insertions
publications, etc.
A booklet for supervisors will be used to help better utilization of the program. (Attachment B)
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PROGRAM EV ALVA TION
Quarterly reports will be submitted to the company which will disclose utilization rates,
demographic information, types of problems identified, referral rates, which departments refer
(when requested), and whether or not the referral was a supervisory or self-referral. All
employees, family members or retirees will have the opportunity to fill out quality assurance
evaluations and report his or her experience with the EAP directly and confidentially to the
company as per their request.
You will receive similar information upon request as anonymous reporting for confidentially
reasons. Also, a quality assurance evaluation will be sent to your company by employees who
agree to fill out the evaluation. (See Attachment B)
FINAL EV ALVA TION
CSI agrees to conduct a summarized final evaluation of the program based on participant
evaluations, supervisory evaluations and oral reporting of clients.
This report will contain strengths and weaknesses of the program, suggestions for future
programs, utilization review records, candid, confidential and anonymous employee reactions,
supervisory feedback and administrative points of interest.
This report will also identify any documentable financial savings that can be attribute to the
EAP.
TIMET ABLE
CSI agrees to conduct an informational orientation campaign for existing employees from
through . A brochure will be provided for family members and retirees.
Training sessions for supervisory staff will begin and continue through
This education should be presented prior to general employee orientation so that supervisors will
have adequate knowledge of program when asked questions, etc. It is preferable to have all
supervisors knowledgeable about the program as early as possible.
All orientation, both for employees and supervisors will continue both weekly and monthly from
through . It is important that this is ongoing and current. CSI will try to
accommodate the schedule of all employees on all shifts when possible.
Topics are presented monthly either in-house or out-house and the City of Boynton Beach
employees will be invited to those workshops, lectures, films, etc.
Quarterly reports will be presented during the first 15 days of the month following the end of the
quarter.
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Final summary information will be gathered all year and presented in person 30 days prior to
close of contract.
FEES
CSI will ask for $12.00 per employee per year for all services covered in this proposal. CSI will
not assume any costs for referral to outside sources but will try to find the most quality-oriented,
cost-effective referral when necessary. Because CSI contracts with a variety of professionals, it
is often not necessary to go outside of our network. CSI agrees to negotiate fees for admissions
to substance abuse treatment programs, psychiatric institutions and outside referral sources when
possible.
It is the belief that employees under duress may not be able to negotiate these services and
should be represented by professionals. CSI will not assume any financial responsibility for such
services and will have employees read and sign an "Explanation of Fees" form.
Payment of fees to CSI from the City of Boynton Beach should be paid on a quarterly basis by
the 15th of the month following the quarter unless otherwise requested.
ASSISTANCE FROM THE CITY OF BOYNTON BEACH
CSI requests that the City of Boynton Beach petition their health insurance carrier to admit
providers of services most recommended by the CSI to their provider lists, thus making
utilization of those services more available to employees. This will also save the City of
Boynton Beach insurance dollars and can help further stretch employee benefits.
CSI requests that rooms and audio-visual equipment be provided to help host the educational
programs and orientations. Whenever possible, attendance by a particular supervisor or an
introduction of the EAP liaison in the beginning of the session would enhance the educational
sessions. Support from the top always helps.
CSI requests that supervisors refrain from "hall talk" about personnel problems that have been
sent to the EAP. CSI reminds all involved that confidentiality is of the utmost importance. CSI
requests that the supervisor call the EAP provider directly to ask questions rather than transact
through an employee. This would be detailed more closely in supervisory training.
Education, awareness and prevention make a great EAP. The more you use our services, the
more the City of Boynton Beach and employees benefit. To show a savings in insurance
benefits, employee acuity, etc., interaction with the EAP is a must. Thousands of dollars in
health benefits can be saved monthly with proper diagnosis, referral and treatment by an EAP.
By utilizing an EAP, hundreds of employees and families who previously had little or no
recourse to help can have better lives.
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INDEMNIFICA TION/HOLD HARMLESS AGREEMENT
Counseling Services Institute agrees, in addition to any other obligation, to indemnify the City of
Boynton Beach and to the fullest extent permitted by law, protect, defend, indemnify and hold
harmless the City of Boynton Beach, their agents, elected officials and employees from and
against all claims, actions, liabilities, losses (including economic losses), costs arising out of any
injury or alleged A) bodily injury, sickness, disease or death or injury to or destruction of
tangible property including the loss of use resulting therefrom, or any other damage or loss
arising out of or resulting of claims to have resulted in whole or in part from any actual or
alleged act or omission of COUNSELING SERVICES INSTITUTE, any subcontractor, anyone
directly of indirectly employed by any of entities to whom CSI may refer, of anyone for whose
acts any affiliate may be liable in the performance of the EAP; of B) violation of law, statute,
ordinance, governmental administration order, rule, regulation of the EAP; or C) liens, claims or
actions made by COUNSELING SERVICES INSTITUTE or any affiliate or other party
performing the EAP services.
The indemnification obligations hereunder shall not be limited by limitation on the amount, type
of damages, compensation or benefits payable by or for COUNSELING SERVICES
INSTITUTE or an affiliate under Worker's Compensation acts, disability benefit acts, other
employee benefits acts or any statutory bar.
COUNSELING SERVICES INSTITUTE further agrees to incur all expenses, including
attorney's fees, incurred by the City of Boynton Beach to enforce this agreement.
If agreement is acceptable, signature of this form will act as a binding agreement and subsequent
contract will be submitted on request.
Donna Hearn, LMHC, CAP, Director
Counseling Services Institute
C.'~i MANA-6EA.
City of Boynton Beach
APPROVED AS TO FORM:
CITY ATTORNEY
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INDEMNIFICA TION/HOLD HARMLESS AGREEMENT
Counseling Services Institute agrees, in addition to any other obligation, to indemnify the City of
Boynton Beach and to the fullest extent permitted by law, protect, defend, indemnify and hold
harmless the City of Boynton Beach, their agents, elected officials and employees from and
against all claims, actions, liabilities, losses (including economic losses), costs arising out of any
injury or alleged A) bodily injury, sickness, disease or death or injury to or destruction of
tangible property including the loss of use resulting therefrom, or any other damage or loss
arising out of or resulting of claims to have resulted in whole or in part from any actual or
alleged act or omission of COUNSELING SERVICES INSTITUTE, any subcontractor, anyone
directly of indirectly employed by any of entities to whom CSI may refer, of anyone for whose
acts any affiliate may be liable in the performance of the EAP; of B) violation of law, statute,
ordinance, governmental administration order, rule, regulation of the EAP; or C) liens, claims or
actions made by COUNSELING SERVICES INSTITUTE or any affiliate or other party
performing the EAP services.
The indemnification obligations hereunder shall not be limited by limitation on the amount, type
of damages, compensation or benefits payable by or for COUNSELING SERVICES
INSTITUTE or an affiliate under Worker's Compensation acts, disability benefit acts, other
employee benefits acts or any statutory bar.
COUNSELING SERVICES INSTITUTE further agrees to incur all expenses, including
attorney's fees, incurred by the City of Boynton Beach to enforce this agreement.
If agreement is acceptable, signature of this form will act as a binding agreement and subsequent
contract will be submitted on request.
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Donna Hearn, LMHC, CAP, Director c..i~i Mi'\NI\<=>EK.
Counseling Services Institute City of Boynton Beach
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September 25, 2008 '-. -
Sharyn Goebelt
Director, Human Resources
City of Boynton Beach
100 E. Boynton Beach Blvd.
P.O. Box 310
Boynton Beach, FL 33425-0310
Dear Sharyn:
Enclosed please find a signed copy of the Employee Assistance Program Agreement, as
well as an invoice for 1 st Quarter services.
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We look forward to working with you.
If you have any questions, please don't hesitate to contact me at 800-492-0253, ext. 8 or
by cell at 561-202-4504.
Keith Be er, CBHT //
Office Manager
7601 N. Federal Highway · Suite 165-B · Boca Raton, FL 33487
561-995-9500. 800-492-0253 · Fax 561-995-9510
The Citv of Bovnton Beach
City Clerk's Office
100 E BOYNTON BEACH BLVD
BOYNTON BEACH FL 33435
(561) 742-6060
FAX: (561) 742-6090
e-mail: prainitoj@ci.boynton-beach.fl.us
www.boynton-beach.org
CERTIFICATION
I, JANET M. PRAINITO, CITY CLERK of the City of Boynton Beach, Florida,
do hereby certify that the attached contract, consisting of 10 pages, with Resolution No.
R08-113, consisting of two pages, is a true and correct copy as it appears in the records
of the City of Boynton Beach, Florida.
WITNESS, my hand and the corporate seal of the CITY OF BOYNTON BEACH,
FLORIDA, dated this 1st day of October 2008.
J ET M. PRAINITO, CMC
CITY CLERK
5: \CC\ WP\certifications\Resolutions\2008\Certified Contract R08-113.doc
America's Gateway to the Gulfstream
CITY CLERK'S OFFICE
MEMORANDUM
TO: Sharyn Goebelt
Director, Human Resources
FROM: Judith A. Pyle
Deputy City Clerk
DATE: September 8, 2008
RE: R08-113 Employee Assistance Program Proposal
Attached is a copy of the above mentioned resolution and the partially executed
proposal. Once the document has been fully executed, please return original document
to the City Clerk's Office for Central File
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Attachment (2)
CC: Central Files & Followup
s:\CC\WP\AFTER COMMISSION\Departmental Transmittals\2008\Sharyn Goebelt-R08-113.doc