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HomeMy WebLinkAbout5.263 Original ContractThe contract and subsequent contract extensions, including modifications, between MASCHHOFF, BARR ASSOCIATES, INC., and THE CITY OF PORT ANGELES originally dated July 1, 1988, is hereby extended until either party gives 30 days written notice to terminate service, pursuant to the same terms and conditions, except the following: The price per employee will increase to $1.61 per employee per month. The monthly cost will be $338.10 based on an employee population of 210 people. This rate will go into effect the September 1, 1991. Dated this 28th day of June 1991. HE91999 -57t CONTRACT AMENDMENT MASC ASSOCI h BY: .il/ Vice President COMPANY: City of Pnrt Ang.1 P k+ BY: oa Sargent, Mayo S, INC. 5,263 August 2, 1991 TO: Mayor Sargent and City Council Members FROM: Finance Department RE: Employee Assistance Program Contract Renewal ISSUE: Should the City Council renew the contract for services of the Employee Assistance Program (EAP) with Maschhoff, Barr, and Associates? BACKGROUND /ANALYSIS: MEMORANDUM Three years ago, through the collective bargaining process, the City agreed to implement an Employee Assistance Program. The program provides mental health benefits to employees and their eligible dependents for problem identification and referral. Maschhoff, Barr Associates is the firm we use to administer this benefit and they contract with local psychologists who provide the professional counseling services to our employees. For these services, the City pays a fee of $1.53 per month, per employee, or about $3,700 per year. We receive quarterly and annual reports as to how many employee/ family members use the services of the EAP. During the past three years we have had about 18 -23 employees /family members per year use this program, which is an indication that the EAP is a useful benefit and is being utilized by our workforce. Maschhoff, Barr Associates has not adjusted our fee of $1.53 per month for the three years of the program, since we were one of their earlier clients on the Peninsula. They are requesting a rate increase to $1.61 per month per employee. Their normal rate for clients our size is closer to $1.80 per month. FISCAL IMPACT: Adjusting the rate by .08 per employee per month will result in an annualized increase of about $200. Memo -EAP Contract Renewal August 2, 1991 Page -2- RECOMMENDATION: It is recommended the City Council approve the contract extension and rate increase and authorize the Mayor to sign the agreement extending the EAP services with Maschhoff, Barr and Associates. Bob Coons, Human Resources Mgr. BC:CH Attachments cc: City Manager Finance Director EAP.REN AGREEMENT THIS AGREEMENT is entered into this 13 day of /r? /y 198 by and between MASCHHOFF, BARR ASSOCIATES, INC., p.S., a Washington professional services corporation, hereinafter referred to as "MBA and the CITY OF PORT ANGELES, hereinafter referred to as "the City REPRESENTATIONS 1. The City has agreed with City employees and their bargaining units to provide an employee assistance program (EAP). 2. The purpose of the employee assistance program is to help employees resolve personal problems that may impair job performance. The EAP deals with a wide range of problems and concerns, e.g., job stress, financial problems, illness, family conflict, chemical dependency, etc. AGREEMENTS I. SERVICES MBA agrees to perform the following services: A. Problems Addressed 1 5.23 MBA will provide an Employee Assistance Program which will aid employees and family members with emotional /behavioral problems which may adversely affect job performance. These problems may include but are not limited to the following: o Depression o Marital Problems o Parenting Concerns o Stress o Financial Worries o Alcohol /Drugs (substance abuse) o Problems of /with Children /Adolescents For initial assessment, employees and family members may self -refer directly to MBA, or referrals may be made by managers and supervisors. B. Confidentiality Confidentiality of participants will be protected in accordance with legal requirements. All client records will be held in a confidential manner and will remain the property of the agency providing counseling or treatment. C. Assessment, Referral and Follow -Up Services MBA's staff of qualified professionals will provide problem identification, assessment and referral for employees and family members. These services are performed at no cost to the employee or family member and without charge to health benefits. When necessary for problem identification, return visits will be scheduled to continue assessment, give support and monitor progress. Following the identification of problems, MBA's assessment person will advise the employee or family member of a problem resolution plan and, if necessary, will make a referral to an appropriate professional or other specialist for further assistance with the problem. Referral resources will include private practicing clinicians and communi mental health facilities. Employees and family members also have the option to continue in treat -ment with the MBA staff. Continued treatment with the MBA staff will not be limited in length or duration. For problems which are not covered under the health benefits contract or for the employee who chooses not to utilize health bene -fits, continued treatment will be offered at MBA at the employee's cost. Follow -up contact via phone or mail will be made with all employees who have contact with MBA. The purpose of this follow -up is to obtain information regarding quality of treatment and to insure follow- through on treatment plans. D. Program Evaluation and Feedback Feedback to management will /shall be provided in accordance with this provision and statutory requirements. Once each quarter, MBA will /shall provide a report reflecting phone contacts, assessments, referrals completed, follow -up contacts, supervisor consul- tations provided and all other employee contacts. A list of problems identified will also be included. E. Program Orientation for Employees All services will be available at times other than normal working hours in an effort to decrease time away from the job. A 24 -hour phone line will serve employees for emergencies and for contacting the EAP after work and on weekends to make appointments. A "Letter of Introduction" outlining services will be made available for distribution to employees. MBA will provide posters highlighting confidenti- ality, examples of problems addressed and procedures for making appointments. MBA will provide a Quarterly Newsletter, which will offer articles on physical and mental health and a review of the self- referral process for employees and family members. F. Supervisor Orientation and Consultation MBA will provide at least a one and one -half hour supervisor orientation session to acquaint mana- gers and supervisors with the EAP. Supervisors will learn methods of identifying and approaching troubled employees and referring them to the EAP. Each person who attends the orientation will receive specific written materials to help in dealing with troubled employees and to aid in program utilization. MBA will provide consultation to managers and supervisors to assist them in approaching troubled employees whose problems are affecting job perfor- mance. G. Union Involvement Maschhoff, Barr and Associates, Inc., P.S. encour- ages the involvement of Labor Representatives in planning and implementation of this program. MBA will make all written materials available to unions at their request. II. REIMBURSEMENT The City agrees to ritimburse MBA for its services in accordance with Addendum #1 attached hereto and incorporated by this reference as if set forth in full. III. TERM H. Other Recommendations The term of this agreement shall commence on July 1, 1988, and will remain in force until either party gives thirty (30) days written notice to terminate services. IV. TERMINATION V. HOLD HARMLESS MBA recommends that the City designate an internal coordinator to help maintain a close working relationship between the City and the EAP. This coordinator will not be involved in day -to -day operations, but will function as a liaison. The City has the right to terminate this contract for any reason. If, through any cause, MBA fails to fulfill in timely and proper manner its obligations under this contract, the contract shall be terminated if MBA has not corrected any deficiencies in its performance following a 30 -day written notice of such deficiencies by the City. In such event, MBA shall be entitled to receive just and equitable compensation for any satisfactory work completed. MBA has the right to terminate this contract if, through any cause, the City fails to fulfill in timely and proper manner its financial obligations under this contract. The contract shall be terminated if the City has not met its financial obligations following a 30- day written notice of such deficiency by MBA. MBA agrees to indemnify, defend, and hold the City and any of its officers, agents or employees, harmless from any liability or damages resulting from claims arising out of the performance under this agreement by MBA or of any of its officers, agents, employees, or subcon- tractors. 4 VI. INSURANCE During the term of this agreement, MBA agrees to main- tain in full force and effect comprehensive public and professional liability insurance in the amount of $1,000,000.00. In addition, MBA shall insure all vehicles used in its business in the amount of $500,000.00. Should said insurance coverage be canceled or materially changed, MBA will give immediate written notice to the City. VII. ASSIGNABILITY MBA shall not assign any interest in this contract and shall not transfer any interest in the same (whether by assignment or novation) without the prior written consent of the City: PROVIDED, HOWEVER, that claims for money due or to become due to MBA from the City under this contract may be assigned to a bank, trust company, or other financial institution without such approval. Notice of any such assignment or transfer shall be furnished promptly to the City. VIII. INDEPENDENT CONTRACT Services described herein shall be performed by MBA as an independent contractor, and nothing herein contained shall be construed to create a relationship of employer employee or master servant, but all payments made hereunder and all services performed herein shall be made and performed pursuant to this agreement by MBA as an independent contractor. IX. DISPUTES This agreement contemplates the close cooperation and communication of the parties. However, any litigation that may arise between the parties as a result of this agreement shall be brought in Clallam County District or Superior Court. X. NOTICES Any notice by MBA to the City may be delivered by certified or registered mail, postage prepaid, addressed to the City at: City of Port Angeles P. O. Box 1150 Port Angeles, WA 98362 5 or at such other address as the City may designate by written notice. Any notice by the City to MBA may be delivered by certified or registered mail, postage prepaid, addressed to MBA at: or at such other address as MBA may designate by written notice. XI. AMENDMENTS XII. GOVERNING LAW P. O. Box 8148, Tacoma, WA 98408, or 3516 South 47th, Suite #204, Tacoma, WA 98409 This agreement fully integrates the understanding of the parties; it supersedes and cancels all prior negotiations, correspondence, and communications between the parties. No oral modification of or amendment to this agreement shall be effective; however, this agreement may be modified or amended by a written agreement signed by the parties to the agreement. This agreement is made pursuant to and shall be construed in accordance with the laws of the State of Washington. XIII. ATTORNEY'S FEES In any action brought to enforce any provision of this agreement, the prevailing party shall be entitled to recover from the other party all reasonable costs and reasonable attorney's fees incurred by the prevailing party. IN WITNESS WHEREOF, the parties hereto have executed this agreement the date and year first above written. MASCHHOFF, BARR AND ASSOCIATES THE CITY OF PORT ANGELES By M/14/ �-G B Pr p sid n Title By Vice President 6 ADDENDUM NUMBER ONE MONTHLY BILLING REIMBURSEMENT OF EXPENSES The cost for the described services covering a 12 month period of time is $3,764.00. This charge is based upon 205 employees and their family members. The increase or decrease of 10 employees will result in a proportionate change in the charge for service. A payment of $313.67 (1/12th of the total) will be made the fifteenth of each month to: Maschhoff, Barr Associates P.O. Box 8148 Tacoma, WA 98408 END ADDENDUM ONE