R18-133 RESOLUTION NO. R18-133
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 $10,725.00;
10 AND PROVIDING AN EFFECTIVE DATE.
11
12
13 WHEREAS, the City's Benefits Consultant, The Gehring Group, secured quotes for
14 Employee Assistance Program (EAP) services; and
15 WHEREAS, Counseling Services Associates provided the most comprehensive service
16 at the lowest price and is guaranteeing its rate for two (2) years; and
17 WHEREAS, the City Commission of the City of Boynton Beach deems it in the best
18 interest of the City to enter into the Employee Assistance Program Agreement with Counseling
19 Services Associates for a period of one (1) year with two additional one year options for
20 renewal.
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 incorporated
24 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 to sign the Employee Assistance Program Agreement
27 letter between the City of Boynton Beach and Counseling Services Associates for an Employee
28 Assistance Program for the period of one (1)year with an estimated expenditure of$10,725.00
29 and two additional one year options for renewal, a copy of said Agreement is attached hereto
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30 as Exhibit "A".
31 Section 3. That this Resolution shall become effective immediately upon passage.
32 PASSED AND ADOPTED this 20th day of September, 2018.
33
34 CITY OF BOYNTON BEACH, FLORIDA
35
36 YES NO
37
38 Mayor—Steven B. Grant "l
39
40 Vice Mayor—Christina L. Romelus
41 v
42 Commissioner—Mack McCray
43
44 Commissioner—Justin Katz
45 f
46 Commissioner—Joe Casello
47
48 .51)
49 VOTE
50
51 ATTEST:
52
53
54
55 Judith�i. Pyle, CMC
56 City erk
57
58
59
60 (Corporate Seal)
61
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EMPLOYEE ASSISTANCE PROGRAM ACCEPTANCE
CITY OF BOYNTON BEACH
Submitted by: Counseling Services Associates
Kim Scheft, L.M.H.C.
Located: 301 Yamato Road, Suite 1240
Boca Raton,FL 33431
Phone: (561)272-8880
Toll Free: (855)272-8880
Fax: (561)994-6693
Services: Confidential, professional EAP services.
Scope of Work: See Attachment A
Fee for Service: $13.00 per employee, per year
Employee Count:
Time period: One fiscal year through dates of contract
Effective Date: Oct. 1, 2018 through Sept. 30, 2019
Renewable: Option to renew: See Attachment B
FIVE (5) Individual sessions per employee
PLUS ONE (1) Individual session per family member
Acceptance: Sign below as acknowledgment of your agreement to the
terms set forth.
AGREED AND ACCEPTED AGREED AND ACCEPTED
Signature Signature
Date Date
Kim Scheft, LMHC Lori LaVerriere
Counseling Services Associates The City of Boynton Beach
301 Yamato Road, Suite 1240 100 E. Boynton Beach Blvd.
Boca Raton, FL 33431 Boynton Beach, FL 33435
exietweaff se
Attachment A
City of Boca Raton
Employee Assistance Program Description of Services
• EMPLOYEE ASSISTANCE PROGRAM(EAP) SCOPE OF WORK:
Counseling Services Associates(CSA)EAP covers employees, significant others and both 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 professional consultant, 24
hours a day, 365 days a year. Clients will be offered a face-to-face appointment within two working days of
their initial telephone contact at a location convenient to the caller.
• Consultant staff: All of our in-house consulting staff has at minimum a master's level degree 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 Net-
work 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 psychiatrists),
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 to provide
professional guidance. 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
• Employment Related Problems
• Short-term Counseling: Up to five face-to-face sessions per issue, per year, for employees, retirees
plus one session for benefit-eligible dependents.
• Outside referrals to the most cost-effective program when additional services are required
• Employee orientations informational meetings for employees to on how to use and access the EAP.
• Supervisory training programs to identify and refer troubled employees to the EAP.
• Unlimited management consultations services to provide expert guidance and consultation to managers
working with an under-performing or troubled employee.
• Trauma response consultations following workplace critical incidents including workplace accidents and
fatalities, national disasters,hostage situations and violent crimes. Onsite Critical Incident Stress Management
may be billable.
eeetadeealf sOW:ea
Attachment B
City of Boynton Beach
Employee Assistance Program
RENEWAL AGREEMENT
Regarding the agreement between Counseling Services Associates(CSA)and The City of Boynton
Beach(CITY), for the EAP is in the amount of$13 per employee per year,for the contract year of
10/01/2018 through 09/30/2019, with an option to renew for two(2)additional one(1)year periods
with the following conditions:
1) The EAP contract year of 10/01/2019 through 09/30/2020 in the amount of$14 per
employee, per year.
2) The EAP contract year of 10/01/2020 through 09/30/2021 in the amount of$14 per
employee,per year.
TERMINATION OF AGREEMENT
The obligation to continue services under this agreement may be terminated by either party upon
seven(60)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 termina-
tion.
COUNSELING SERVICES ASSOCIATES, (CSA)
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 Employees. All of our therapists are profes-
sionally licensed and carry insurance with Healthcare Providers Service Organi-
zation. CSA is a provider on the City of Boynton Beach Cigna Health
Insurance Plan Thousands of dollars in health benefits can be saved monthly
with proper diagnosis, referral and treatment by an EAP. Additionally, 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.
PLEASE NOTE THAT NO ONE WILL BE DENIED SERVICES BE-
CAUSE OF INABILITY TO PAY OR LACK OF INSURANCE\\ DEPEND-
ENTS AND RETIREES ARE GIVEN THIS NOTICE IN WRITING.
ADDENDUM TO EMPLOYEE ASSISTANCE PROGRAM CONTRACT
FOR 2018/2019
INSURANCE:
During the performance of the Services under this Agreement.PROVIDER shall maintain the following insur-
ance policies,and provide originals or certified copies of all policies,and such coverage shall be written by an
insurance company authorized to do business in Florida.
The PROVIDER shall procure and maintain,for the life of this Contract/Agreement,Commercial General Liabil-
ity Insurance. This coverage shall be on an"Occurrence"basis.Coverage shall include Premises and Operations:
Independent Contractors'Products and Completed Operations and Contractual Liability.This policy shall provide
coverage for death,personal injury or property damage that could arise directly or indirectly from the perform-
ance of this Agreement.
The Minimum Limits of Coverage shall be$1,000,000 per occurrence,Combined Single Limit for Bodily Injury
Liability and Property Damage Liability with no more than a$10,000 deductible.
PROFESSIONAL LIABILITY:
The PROVIDER shall procure and maintain,for the life of this Contract/Agreement Professional Liability In-
surance.This coverage is for damages arising out of the insured's negligence,mistakes or failure to take appro-
priate action in the performance of business or professional duties. This coverage shall be on a"Claims Made"
basis and kept for 2 ryceCars after completion.
The mo PROVIDER a bvto notify
noticetT to uuouf Lantana$e wurthi n(5)business days of coverage cancellation,lapse or
matSUPPLEMENTAL PROVISION:
The insurance policy coverage as outlined herein shall remain in effect for the entire contract period.In the event
of coverage cancellation,non renewal,material change,modification or lapse of coverage, Contractor shall no-
tify the City of Boynton Beach within(5)business days with written notice of such to Human Resources.
SUBCONTRACTOR'S INSURANCE:
The PROVIDER shall require each independent contractor to take out and maintain during the life of his subcon-
tract the same insurance coverage's required of the successful PROVIDER.Each subcontractor shall furnish to
the PROVIDER a copy of the Certificate of Insurance.
TERMINATION OF AGREEMENT:
The obligation to continue services under this agreement may be terminated for cause by either party upon seven
(14)days written notice of substantial failure by the other party to perform in accordance with the terms hereof
through no fault of the terminating party.The City of Boynton Beach shall have the right to terminate this Agree-
ment or suspend performance thereof without cause fourteen(14) days written notice to PROVIDER,and PRO-
VIDER shall terminate or suspend performance of services on a schedule acceptable to the City of Boynton
Beach or at the end of this fourteen(14) day period.In the event of termination or suspension for convenience,
the City of Boynton Beach shall pay PROVIDER for all services performed through the date of notice of termina-
tion or suspension.
Signature: Signature:
re r 'o :ovn on :eac m •epresen , we ounse mg -ervices •ssociates
Date:
A� ® DATE(MM/DDIYYYY)
CERTIFICATE OF LIABILITY INSURANCE 05/07/2018
THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER.THIS
CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES
BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED
REPRESENTATIVE OR PRODUCER,AND THE CERTIFICATE HOLDER.
IMPORTANT: N the certificate holder Is an ADDITIONAL.INSURED,the policy(les)must be endorsed. If SUBROGATION IS WAIVED,subject to
the terms and conditions of the policy,certain policies may require an endorsement- A statement on this certificate does not confer rights to the
certificate holder in lieu of such endorsement(s).
PRODUCER CONTACTNAME:
PHONE 888 202-3007 FAX
No):
Hiscox Inc wc.No.E,dl: (888)
520 Madison Avenue lA►DDRESS: COntaCttphiSCOx.com
32nd Floor INSURER(S)AFFORDING COVERAGE NAIC I
New York,NY 10022 — INSURER A: Hiscox Insurance Company Inc 10200
INSURED INSURER B:
Counseling Services Assoicate LLC INSURER C:
301 Yamato Rd,Ste 1240 INSURER D:
INSURER E:
Boca Raton FL 33431 INSURER F:
COVERAGES CERTIFICATE NUMBER: REVISION NUMBER:
THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD
INDICATED, NOTWITHSTANDING ANY REQUIREMENT,TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS
CERTIFICATE MAY BE ISSUED OR MAY PERTAIN,THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS,
EXCLUSIONS AND CONDITIONS OF SUCH POLICIES.LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS.
INSR ADDL SUBR POIJCY EFF POLICY REP LIMITS
LTR I TYPE OF INSURANCE ASD wvo POLICY NUMBER (MMIDD/YYYY) (MMIDDlYYYY)
COMMERCIAL GENERAL UABILITY EACH OCCURRENCE S
DAMAGE TO RENTED
CLAIMS-MADE OCCUR PREMISES(Ea occurrence) $
MED EXP(Any one person) S _--
PERSONAL A ADV INJURY S
GEML AGGREGATE LIMIT APPLIES PER: GENERAL AGGREGATE S
POLICY I I.8„, LOC
PRODUCTS-COMP/OP AOS $OTHER $
AUTOMOBILELIABIUTY , ICE.eBINEDi1INGLEUMIT $
ANY AUTO
BODILY INJURY(Per person) S _
ALL OWNED SCHEDULED . ! BODILY INJURY(Per accident) $
AUTOS NPROPERTY DAMAGE
NON-OON-O WNED (Per accident)
HIRED AUTOS AUTOS
S
UMBRELLA UAB OCCUREACH OCCURRENCE S
EXCESS LIAR CLAIMS-MADE _AGGREGATE S
DED RETENTION$ S
PER OTH-
WORKERSCOMPENSATION STATUTE ER
AND EMPLOYERS'UABILfY Y I N i
ANYPROPRIETOR/PARTNERIEXECUTIVE EL EACH ACCIDENT $
OFFICERIMEMBEREXCLUDED9 N/A I(Mandatory in NH) E.L.DISEASE-EA EMPLOYEE S
----
If yes,describe under EL DISEASE-POLICY LIMIT S
DESRIPTION OF OPERATIONS below
Professional Liability Each Claim: $ 1,000,000
A I Y UDC-1798531-EO-17 08/12/2017 08/12/2018 Aggregate: $3,000,000
DESCRIPTION OF OPERATIONS I LOCATIONS/VEHICLES(ACORD 101,Additional Remarks Schedule,may be attached H more space is required)
The City Boynton Beach, is listed as additional insured.
CERTIFICATE HOLDER CANCELLATION
The City Boynton Beach,
100 E.Boynton beach blvd, SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE
Boynton Beach fl 33435 THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN
ACCORDANCE WITH THE POLICY PROVISIONS.
AUTHORIZED REPRESENTATIVE '��
15 "--
I
®1988-2014 ACORD CORPORATION. All rights reserved.
ACORD 25(2014101) The ACORD name and logo are registered marks of ACORD
INDEMNIFICATION/HOLD HARMLESS AGREEMENT
This Hold Harmless Agreement is entered into by and between Counseling Ser-
vices Associates, (CSA) and The City of Boynton Beach(CI'I Y)on this day of Oc-
tober, , 20 .
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,professional charges or other ex-
penses 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 Pro-
gram.
Counseling Services Associates further agrees to investigate,handle, respond 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 indem-
nification 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 acceptable,your signa-
ture will act as a binding agreement.
Counseling Services Associates, LLC The City of Boynton Beach
301 Yamato Rd., Suite 124o 100 E. Boynton Beach Blvd.
Boca Raton, FL 33431 Boynton Beach, FL 33435
Kim Scheft, LMHC Lori LaVerriere
President City Manager
5
PROGRAM EVALUATION
All employees,family members or retirees will have the opportunity to fill out quality as-
surance evaluation and report his or her experience with the EAP directly and confiden-
tially to the company as per their request.
This report will contain strengths and weaknesses of the program,suggestions for future
programs,utilization review records, candid, confidential and anonymous employee reac-
tions,supervisory feedback and administrative points of interest.
COUNSELING SERVICES ASSOCIATES NEVER TURNS ANYONE AWAY BECAUSE OF
THEIR INABILITY TO PAY
YOUR EMPLOYEE SSSISTANCE PROGRAM aims to keep employees at the top of their game
both professionally and personally. The goals of this program include improving employee
mental,emotional and physical health and improving company and employee relation-
ships. These programs also tend to increase employee confidence in,and perception of,
their company because employees see these assistance programs as evidence that the com-
pany actually values them. Thus,individuals experiencing a personal or family crisis,or
who are under chronic stress, may have no place to turn for advice other than to the EAP
benefits offered through their workplace. The services include,but are not limited to men-
tal health, addiction,stress management, eating/gambling disorders, coaching, marriage
and family counseling, HIV and AIDS education, sexual harassment prevention education,
critical debriefing and workplace violence intervention and prevention. A further purpose
is to support and/or implement the regulations covering policies pertaining to a Drug Free
Workplace.
Toll free number for Emergencies and Weekends
855-272-8880
• Trauma response consultations following workplace critical incidents including workplace accidents
and fatalities,national disasters, hostage situations and violent crimes. Onsite Critical Incident Stress
Management may be billable.
• Promoting the EAP through Web Page,brochures,fliers and other educational materials detailing
EAP benefits and access.
• Four wellness seminars per contract year from a list of topics provided by CSA EAP such as"Stress
Management"and"Dealing with Difficult People".
• Web page Quarterly EAP newsletters covering wellness, news and articles on mental health.
• Annual statistical reports providing demographic and utilization data as well as a review of
management consultations,wellness seminar attendance,training events and promotional activities.
• Mandatory Counseling referrals consist of a three session process to resolve employee relations and a
written report on employee compliance.
• DOT/SAP: Management referrals for employees covered under Department of Transportation
regulations.
• Crisis Management Services: Onsite intervention within 24 hours.
• Continuing education for both management and employees on-sight,through individualized
programs specific to The City of Boca Raton.
• HR/Manager/Supervisor Telephone Consultation: Unlimited telephone access to an EAP
Professional regarding employee relations.
PLEASE NOTE THAT SAFTY IS OF PRIMARY IMPORTANCE TO
COUNSELING SERVICES ASSOCIATES AND THAT NO ONE WILL BE DENIED SERVICES
BECAUSE OF INABILITY TO PAY OR LACK OF INSURANCE
Term of Professional Fees:
This contract will commence Oct,1.2018 contingent upon receipt of quarterly payment due,and
will come to an end Sept.30,2019. CSA will submit quarterly invoices for its services at a per
employee per year(PEPY)rate of$13.00.This fee covers expenses of the contract specified in
Attachment A.The contract is renewable annually subject to the approval of both parties and
adjustments in the number of employees covered and the amount to be charged per employee.
Terms of Payment:
This contract is subject to cancellation by either party at any time by the giving of sixty days
written notice.In the event of such cancellation the City of Boynton Beach shall be responsible
for payment of all direct costs and pro rata fees up to the effective date of cancellation-provided
that CSA is not in breach of any of its obligations under this letter agreement at the time of such
cancellation.
Acceptance:
Please sign below as acknowledgment of your agreement to the terms set forth above and return
a signed copy of this document and payment to address.
AGREED AND ACCEPTED: AGREED AND ACCEPTED:
Signature Signature
Kim Scheft, LMHC Lori LaVerriere
President City Manager
Counseling Services Associates,LLC City of Boynton Beach
301 Yamato Rd., Suite 1240 100 E. Boynton Beach Blvd.
Boca Raton,FL 33431 Boynton Beach, FL 33435