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R15-095 1 RESOLUTION NO. R15 -095 2 3 4 A RESOLUTION OF BOYNTON BEACH, FLORIDA, 5 APPROVING AND AUTHORIZING THE CITY 6 MANAGER TO SIGN A LETTER OF AGREEMENT 7 WITH COUNSELING SERVICES ASSOCIATES FOR AN 8 EMPLOYEE ASSISTANCE PROGRAM WITH AN 9 ESTIMATED ANNUAL EXPENDITURE OF $9,600.00; 10 AND PROVIDING AN EFFECTIVE DATE. 11 12 13 WHEREAS, the City's Benefits Consultant, The Gehring Group, conducted a Request 14 for Quotes for EAP services; and 15 WHEREAS, staff is recommending renewing with our current vendor who provides 16 the most comprehensive services at the lowest cost; and 17 WHEREAS, the City Commission of the City Boynton ton Beach deems it in the best 3'n 18 interest of the City to enter into the Employee Assistance Program Agreement with 19 Counseling Services Associates for a period of one (1) year, allowing for two additional one 20 year renewals. 21 NOW, THEREFORE, BE IT RESOLVED BY THE CITY COMMISSION OF 22 THE CITY OF BOYNTON BEACH, FLORIDA, THAT: 23 Section 1. Each Whereas clause set forth above is true and correct and 24 incorporated herein by this reference. 25 Section 2. The City Commission of the City of Boynton Beach, Florida hereby 26 approves and authorizes the City Manager and City Clerk to sign the Employee Assistance 27 Program Agreement between the City of Boynton Beach and Counseling Services Associates 28 for an Employee Assistance Program for the period of one (1) year and an estimated 29 expenditure of $9,600.00, a copy of said Agreement is attached hereto as Exhibit "A ". S: \CC\WP\Resolutions\2015\R15- 095_- _Counseling_ Services _Associates_(EAP)2015.doc I I 30 Section 3. That this Resolution shall become effective immediately upon passage. Po P age. 31 PASSED AND ADOPTED this 3` day of September, 2015. 32 33 34 CITY OF BOYNTON BEACH, FLORIDA 35 36 YES NO 37 38 Mayor — Jerry Taylor 39 40 Vice Mayor — Joe Casello 41 42 Commissioner — David T. Merker 43 44 Commissioner — Mack McCray 45 46 Commissioner — Michael M. Fitzpatrick 47 48 49 VOTE 4 -o 50 51 ATTEST: 52 53 54 55 Jan t M. Prainito, MMC 56 Clerk 57 58 �T °Ac 59 r 60 (Corporate Seal) 61 ,,, A 0' P S: \CC\WP\Resolutions\2015\R15 -095_ Counseling_Services_Associates (EAP)2015.doc I e#e4e&, Sewcee4 Adociate4 July 6, 2015 Good Morning Pat, I've attached the new proposal for your consideration. It contains a few changes, please see below: 1. The employees get 5 EAP visits per fiscal year, in additional to 1 family member which has already been updated in the new brochures. 2. The cost has gone to $12 per employee, per year. 3. There is an option for (2) annual renewals in Attachment B. 4. The benefit for in -house training programs has been increased to six (6) sessions per year. I'm looking forward to our meeting to share any additional input or to answer your questions. Thank you, as always, for your consideration. Best Re :ards, fr Kim Scheft, LMHC The Linton International Plaza • 660 Linton Blvd., Suite 206 -F Delray Beach, FL 33444 Phone: (561) 272 -8880 • Fax: (561) 272 -9330 P s -oq Employee Assistance Program Proposal for The City of Boynton Beach le 'Irk * f .. ii. t 414 , i dimp ipw' t, 1 Jot . . .... I .., ( ‘ „040 v, - 1 b r f Coun Services Associates June 30, 2015 Patricia Sholos City of Boynton Beach 100 E. Boynton Beach Blvd. Boynton Beach, FL 33435 RE: EAP Letter of Agreement Dear Patricia, This letter of agreement sets forth the terms of engagement by and be- tween Counseling Services Associates, (CSA) and the City of Boynton Beach, (CITY) regarding the services to be provided by the Employee As- sistance Program, (EAP) for the design, implementation and mainte- nance. The services to be rendered by CSA, as well as related benefits to be re- ceived by CITY, shall substantially conform to the description set forth below under the heading "Scope of Work ". Scope of Work: Counseling Services Associates will provide a full range of EAP services to the CITY. An EAP is a program designed to assist in the identification and resolution of productivity problems associated with employees im- paired by personal concerns including, but not limited to: marital, family, financial, alcohol, drug, legal, emotional stress, or other personal con- cerns which may adversely affect employee job performance. Services that CSA agrees to provide to CITY employees and their family members are described more fully below and in the document entitled "Description of Services" attached hereto as an addendum and labeled as Attachment A. "Family members" include immediate and extended family members as well as significant others. The services the EAP include: 1. Consultation services for the development of the necessary poli- cies and procedures required for the orderly implementation of an effective EAP. 2. Orientation/training sessions relating to program function for members of the staff including supervisors as needed. 3. Confidential evaluation, short-term problem resolution sessions and referral services for employees who have been identified by man- agement as having job performance problems within the framework of the EAP policy, or to employees/family members who are volun- tarily seeking assistance for personal problems. The EAP services will be performed by licensed /credentialed mental health profes- sionals employed by, or consulting to, CSA; 4. All reasonable steps and precautions to ensure the privacy of em- ployees who use the EAP and further, shall preserve the confidenti- ality of such employees, including their assessment file. In rendering services, CSA shall comply with applicable laws and regulations in- cluding federal, state and local laws. 5. Availability by telephone 24 hours per day, 7 days per week; 6. An annual written utilization report will be prepared. The report will cover all clients served but shall exclude the use of individual em- ployee names or other identifying data. The report shall include in- formation concerning the extent to which the service is used. 7. Promotion and otherwise support of the program; 8. Maintenance of appropriate professional malpractice coverage. Confidentiality: In connection with this engagement, CSA agrees to regard and preserve as confidential all information related to the business activities of The City, its clients, suppliers and other entities with whom CITY does business that may be obtained by CSA as a result of this Agreement. Counseling Ser- vices Associates agrees to hold such information in trust and confidence for the CITY and not to disclose such information to any person, firm or en- terprise, or use any such information for its own benefit or the benefit of any other party, unless authorized by CITY in writing, and even then, to lim- it access and disclosure of such confidential information to CSA's person- nel on a "need to know" basis only. Independent Contractor Status: Counseling Services Associates further agrees and represents that it is an independent contractor and that its personnel are not agents of CSA or employees for federal, state or local tax purposes or any other purposes whatsoever, and are not entitled to any employee benefits. CSA assumes sole and full responsibility for its personnel's actions whatsoever. CSA, is solely responsible for the compensation of its personnel assigned to per- form services. • emte o . Set :aided Akteastes EMPLOYEE ASSISTANCE PROGRAM ACCEPTANCE CITY OF BOYNTON BEACH Submitted by: Counseling Services Associates Kim Scheft, L.M.H.C. Located: 660 Linton Blvd., Suite 206-F Delray Beach, FL 33444 Phone: (561) 272 -8880 Toll Free: (855) 272 -8880 Fax: (561) 272 -9330 Services: Confidential, professional EAP services. Scope of Work: See Attachment A Fee for Service: $12:00 per employee, per year, paid quarterly Time period: One fiscal year through dates of contract Effective Date: Oct. 1, 2015 through Sept. 30, 2016 Renewable: Option to renew: See Attachment B FIVE (5) individual sessions per employee and retirees, per fiscal year PLUS ONE (1) Individual session per family member per fiscal year 1 Acceptance: Ple sign below as acknowledgment of your agreement to the terms set forth. AGREED AND ACCEPTED AGREED AND ACCEPTED dow ..-.. i c--7t2.A.V1a..4.,..4..44..a, I i a re Signature ate Date Kim Scheft, LMHC Lori LaVerriere Counseling Services Assoc. The City of Boynton Beach 660 Linton Blvd., Ste. 206-F 100 E. Boynton Beach Blvd. Delray Beach, FL 33444 Boynton Beach, FL 33435 COUNSELING SERVICES ASSOCIATES Acknowledgment As we enter into a new year in order to serve you best, we offer you the continuity of our established therapists who will continue their ongoing EAP relationships with The City of Boynton Beach Employ- ees. All of our therapists are professionally licensed and carry Insurance with Healthcare Providers Service Organization. CSA is a provider on the CITY's Cigna Health Insurance. Thousands of dollars in health benefits can be saved monthly with proper diagnosis, referral and treatment by an EAP. Ad- ditionally, hundreds of employees and families who had little or no recourse to help, before, can have better lives. Education, awareness and prevention make a great EAP. The more you use our services the more Employees benefit. To show a savings in insurance benefits, employee acuity, interaction with the EAP is advantageous and a must 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 CSA. ALL EMPLOYEES, DEPENDENTS AND RETIREES ARE GIVEN THIS NOTICE IN WRITING. COMMERCIAL GENERAL LIABILITY The EAP shall procure and maintain, for the life of this contract/agreement, Either Professional Liabil- ity insurance or Errors and Omissions insurance. This coverage shall be on an "Occurrence" basis. Coverage shall include Premises and Operations; Independent Contractor's Products and Complet- ed Operations and Contract Liability. The Minimum Limits of Coverage shall be $1,000,000 per oc- currence. The City of Boynton Beach must be named as an additional insured and provided a certi- fied copy for the duration of this contract. CSA also requires, that each of the subcontractors take out and maintain the same insurance cover- age as mandated by the Department of Business Professional Regulations with a current copy re- maining on file at CSA. COMPLIANCE WITH EHTICS AND LAWS CSA shall provide the same degree of care, skill and diligence in the performance by a licensed men- tal health service provider as expressly stated in professional regulations of ethics and rules. CSA acknowledges, without exception, to fully comply with all regulations required including federal, state, local laws, rules, regulations, codes and standards. INDEMNIFICATION /HOLD HARMLESS AGREEMENT This Hold Harmless Agreement is entered into by and between Counseling Services Associates, (CSA) and The City of Boynton Beach (CITY) on this day of October, , 20 1 . Recitals Counseling Services Associates, agrees to hold harmless, The City of Boynton Beach, it's officers and employees from any claims that may arise from liabilities, losses, damages, settlements, costs, charges, profession- al charges or other expenses of every kind and character arising out of or relating to any of all claims, demands, obligations, actions, proceedings or causes of action of every kind and character in connection with or arising directly or indirectly out of this agreement and /or performance hereof. CSA includes any subcontractor, anyone directly or indirectly employed by any of the entities to whom CSA may refer or for anyone whose acts may be liable in the performance of the Employee Assistance Program. Counseling Services Associates further agrees to investigate, handle, re- spond to, defend any such claims at the sole expense and agrees to bear all other costs and expenses related thereto, even if it is groundless, false or fraudulent The indemnification shall not be limited to the amount, type of damages, compensation or benefits by or for CSA. Furthermore, CSA agrees to incur all expenses, including attorney's fees, incurred by CITY to enforce this agreement If this agreement is accepta- ble, your signature will act as a binding agreement. Counseling Services Associates, LLC The City of Boynton Beach 660 Linton Blvd Suite 206-F 100 E. Boynton Beach Blvd. Delray Beach, FL 33444 Boynton Beach, FL 33435 4 4.4. P ` - Kim Scheft, LMHC Lori LaVerriere President City Manager 5 esematati, Sewieed /1440eiated Attachment A City of Boynton Beach Employee Assistance Program Description of Services EMPLOYEE ASSISTANCE PROGRAM (EAP) SCOPE OF WORK Counseling Services Associates (CSA) EAP covers employees, significant others and both in household and non - household family members. An EAP is a worksite -based program designed to assist: • Organizations in addressing productivity issues • Employees in identifying and resolving personal or workplace concerns that may affect job performance. EAP services include: • Unlimited access to a toll free number, which connects all callers to a licensed profession- al consultant, 24 hours a day, 365 days a year. Clients will be offered a face -to -face ap- pointment within two working days of their initial telephone contact at a location conven- ient to the caller. • Consultant staff: All of our in -house consulting staff has at minimum a master's level de- gree as well as other certifications and licenses. In addition to our in -house staff, CSA's EAP maintains an extensive network of highly trained and experienced affiliate staff throughout Florida. In all cases, members of our National Network of Affiliates are carefully selected and monitored using a variety of criteria including, but not limited to: academic background (master's degreed social workers or counselors, Ph.D. psychologists or psy- chiatrists), state licensure, additional professional training, areas of expertise, cultural sensitivity as well as accessibility, responsiveness, professionalism and follow -up. • Unlimited consultations, assessment, short-term problem resolution, referral and follow- up. Areas for assessment, consultation or referral include but are not limited to: •Emotional /Psychological Problems •Family /Relationship Problems •Alcohol and Drug Abuse Problems •Legal and Financial Crises Job Related Problems • Outside referrals to the most cost- effective program when additional services re- quired. • Employee orientations informational meetings for employees to introduce them on how to access and use the EAP. • Supervisory training programs on intervention needed to identify and refer troubled employees to the EAP. • Unlimited management consultations services to provide expert guidance and consul- tation to managers working with an under - performing or troubled employee. • Trauma response consultations following workplace critical incidents including work- place accidents and fatalities, national disasters, hostage situations and violent crimes. Onsite Critical Incident Stress Management may be billable. • Development brochures, fliers and other promotional materials including describing EAP benefits and access. • Six wellness seminars per contract year from a list of topics provided by CSA EAP including "Stress Management", "Balancing Work and Life ", "Dealing with Difficult People" and more. • Quarterly EAP newsletters covering wellness and mental health issues and encourag- ing program utilization. • Annual statistical reports providing demographic and utilization data as well as a re- view of management consultations, wellness seminar attendance, training events and promotional activities. • Mandatory referrals written reports on employee compliance with program when management referrals. 6140444, se Attachment B City of Boynton Beach Employee Assistance Program Renewal Agreement EMPLOYEE ASSISTANCE PROGRAM (EAP) RENEWAL Regarding the agreement between Counseling Services Associates (CSA) and The City of Boynton Beach (City), for the EAP is in the amount of $12 per employee per year, for the contract year of 10/01/15 through 09/30/16, with an option to re- new for two (2) additional one (1) year periods with the following conditions: 1) The EAP contract year of 10/01/2016 through 09/30/2017 in the amou { . $1 • 3 per employee, per year. 2) The contract year of 10/01/2017 through 09/30/2018 in the amount of $13 per employee, per year. At this time we are offering the CITY the option to renew in which pricing shall be in accordance with this agreement. TERMINATION OF AGREEMENT The obligation to continue services under this agreement may be terminated by either party upon seven (7) days written notice of substantial failure by the other party to perform in accordance with the terms through no fault of the termination party. In the event of termination or suspension for the CITY's convenience, CITY shall pay CSA for all services performed through the date of termination. ACKNOWLEDGEMENT Initial Here: _ -- Overview of a Drug -Free Workplace Policy Purpose and Goal The City of Boynton beach is committed to protecting the safety, health and well being of all employees and other individuals in our workplace. We recognize that alcohol abuse and drug use pose a significant threat to our goals. We have established a drug - free workplace program that balances our respect for individuals with the need to main- tain an alcohol and drug -free environment. This organization encourages employees to voluntarily seek help with drug and alcohol problems. Covered Workers Any individual who conducts business for the organization, is applying for a position or is conducting business on the organization's property is covered by our drug -free work- place policy. Our policy includes, but is not limited to managers, supervisors, full -time employees, part-time employees, off -site employees and applicants. Applicability Our drug -free workplace policy is intended to apply whenever anyone is representing or conducting business for the organization. Therefore, this policy applies during all work- ing hours, whenever conducting business or representing the organization and while on organization property. Prohibited Behavior It is a violation of our drug -free workplace policy to use, possess, sell, trade, and/or of- fer for sale alcohol, illegal drugs or intoxicants. Drug Testing To ensure the accuracy and fairness of our testing program, all testing will be conducted according to Substance Abuse and Mental Health Services Administration (SAMHSA) guidelines where applicable and will include a screening test; a confirmation test; the opportunity for a split sample; review by a Medical Review Officer, including the op- portunity for employees who test positive to provide a legitimate medical explanation, such as a physician's prescription, for the positive result; and a documented chain of custody. All drug - testing information will be maintained in separate confidential records. Each employee, as a condition of employment, will be required to participate in , ran- dom, post - accident, reasonable suspicion, return-to -duty and follow -up testing upon se- lection or request of management. The substances that will be tested for are: Amphetamines, Cannabinoids (THC), Co- caine, Opiates, Phencyclidine (PCP), Alcohol, Barbiturates, Benzodiazepines, Methaqualone, Methadone and Propoxyphene. Confidentiality All information received by the organization through the drug -free workplace program is confidential communication. Access to this information is limited to those who have a legitimate need to know in compliance with relevant laws and management policies have important roles to play. Treatment for alcoholism and/or other drug use disorders may be covered by the employee benefit Confidentiality Communication Communicating our drug -free workplace policy to both supervisors and employees is critical to our success. To ensure all employees are aware of their role in supporting our drug -free workplace program: • All employees will receive a written copy of the policy.. • The policy will be reviewed in orientation sessions with new employees. • Posters and brochures will be available at all locations. • All employees are required to not report to work or be subject to duty while their ability to perform fob duties is impaired due to on or off duty use of alcohol or other drugs. In addition, employees are encouraged to: • Be concerned about working in a safe environment. • Support fellow workers in seeking help. • Use the Employee Assistance Program. • Report dangerous behavior to their supervisor. Shared Responsibility A safe and productive drug -free workplace is achieved through cooperation and shared responsibility. Both employees and management have important roles to play. All employees are required to not report to work or be subject to duty while their ability to perform job duties is impaired due to on- or off -duty use of alcohol or other drugs. In addition, employees are encouraged to: • Be concerned about working in a safe environment. • Support fellow workers in seeking help. • Use the Employee Assistance Program. • Report dangerous behavior to their supervisor. It is the supervisor's responsibility to: • Inform employees of the drug -free workplace policy. • Observe employee performance. • Investigate reports of dangerous practices. • Document negative changes and problems in performance. • Counsel employees as to expected performance improvement. • Refer employees to the Employee Assistance Program. • Clearly state consequences of policy violations.