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HomeMy WebLinkAboutEAP EMPLOYEE ASSISTANCE PROGRAMS - CONTRACT - RFP - P740 EMPLOYEE ASSISTANCE PROGRAMSEXHIBIT A SCOPE OF SERVICES The professional shall provide an employee assistance program for approximately 1300 employees This will include providing confidential counseling assessment and referral to individuals who have substance -abuse psychological marital, family financial legal or other personal problems The professional shall provide counseling, referral direction, encouragement and assistance to active "City Employees" (defined below) The term "City Employees shall mean all full-time and part-time classified city employees unclassified management staff contractual employees and employees of the Housing Authority of the City of Fort Collins (including all those who are absent for illness or injury or on leave of absences) and their dependents The professional will provide all services in accordance with generally accepted standards and practices for employee assistance programs of similar scope and size 4 In order to conduct the employee assistance program the professional will provide and maintain at its own expense all office equipment and other equipment necessary for the administration of its services The professional shall employ or retain at its sole expense appropriate staff who will provide the services included in this scope of services 5 The professional will ensure that all counselors providing services under this agreement shall have and maintain the necessary credentials licenses and certifications necessary for the practice of counseling or psychotherapy in the State of Colorado The professional shall provide eight (8) 50 minute counseling sessions per family member per problem per calendar year to be provided in Fort Collins or with the consent of the employee at other appropriate locations of EAP Inc 7 The professional shall provide twenty-four (24) hours/day seven (7) days/week access by phone for crisis response Crisis calls will be answered live at receipt of the call Appointments for emergency situations will be offered on the same working day or on the next working day if crisis occurs on weekend or holiday 8 The professional shall maintain appropriate office hours generally from 8 a m to 5 p m Monday through Friday for appointments and inquiries Appointments for non - emergencies will be offered to the employee within three (3) working days 9 The professional will make referrals to qualified therapists alcohol/drug abuse programs financial and legal resources support groups and other related professionals within the Fort Collins geographical area The Professional will follow up on the referral to verify patient satisfaction with the service 10 Training and orientation A The professional will attend new employee orientation meetings as scheduled to provide information on the services of the Professional This will include a 15-20 minute overview of the Professional and its functions Arrangements for these presentations will be made at least 30 days in advance B The professional will provide on -going education through the following means 1 Brochures and wallet -size cards for current and new employees which will contain information about the EAP its phone number and the process for using the services, 2 Provide EAP informational posters and brochures as needed 3 Provide monthly articles for employee newsletter as requested 4 Periodically visit various City work sites to become familiar with employees and City functions, and 5 Consult as needed with individual supervisors regarding employees with work performance or other related problems Provide access to EAP International for these services C The professional will provide seminars or workshops to City employees up to 12 times per year Topics times and locations will be arranged between Professional and the City with materials provided by the professional The professional will also act as a resource for training information and referrals 11 The professional shall provide one legal consultation up to thirty (30) minutes per HOUSEHOLD per year This consultation may be conducted in person or by telephone with the legal professional to whom the employee is referred Emergency consultation can also be provided when emergencies exist Once the employee is given a legal referral the employee is responsible for contacting the attorney and the attorney will respond within 24-48 hours If a more timely response is needed this can be provided Excluded from the legal benefit are workplace related issues felony the legal service itself or the EAP 12 The professional shall provide quarterly usage reports with statistical and demographic information which shall include A Employee and dependent demographic data B Data on number of clients seen, C Data on visits broken down by category D Utilization rates and E Narrative information from EAP International regarding tracking of referrals 13 The professional shall provide review of positive results of random drug/alcohol testing for employees in safety sensitive positions within the City of Fort Collins The professional shall act as Substance Abuse Professional (SAP) provide diagnosis and recommended treatments for affected individual in accordance with the federal standards as regulated by the United States Department of Transportation This process shall be coordinated with the City of Fort Collins Human Resources Department 14 Services provided under this Agreement will be confidential Information resulting from these services will not be disclosed to any other employee officer, director agent or representative of the City of Fort Collins without prior written consent of the employee except as required bylaw EAPI counselors maybe required and will report threats of imminent physical violence or suicidal intent as well as evidence of child/elder abuse or neglect to the potential victim(s) and the appropriate agencies of the danger interpretation execution and enforcement of this Agreement In the event any provision of this Agreement shall be held invalid or unenforceable by any court of competent jurisdiction such holding shall not invalidate or render unenforceable any other provision of this Agreement 15 Special Provisions Special provisions or conditions relating to the services to be performed pursuant to this Agreement are set forth in Exhibit "b consisting of one (1) page attached hereto and incorporated herein by this reference THE CITY OF FORT COLLINS COLORADO BY I LgLL John V Fischbach City Manager BY �. g lJ a s B O'Neill II CPPO Direct r Purchasing & Risk Management DATE A-00)0 A TEST((\1 UUL )Pkl %A�i - City Clerk APPROVED AS TO FORM Assistant City Attorney EMPLOYEE ASSISTANCE PROGRAMS INTERNATIONAL go PSA 10/97 5 (Corporate Seal) EXHIBIT B YEAR 2000 COMPLIANCE CERTIFICATION AND INDEMNITY Section 1 Contractor hereby certifies that all information resources or systems to be provided or used in connection with the performance of this Agreement are 'Year 2000 Compliant" except as otherwise expressly described in Section 2 below Year 2000 Compliant' shall mean that information resources meet the following criteria a Data structures (e g databases data files) provide 4-digit date century recognition For example 1996" provides date century recognition, 96" does not b Stored data contains date century recognition including (but not limited to) data stored in databases and hardware/device internal system dates c Calculations and programs logic accommodate both same century and multi - century formulas and date values Calculations and logic include (but are not limited to) sort algorithms, calendar generation event recognition and all processing actions that use or produce date values d Interfaces (to and from other systems or organizations) prevent non -compliant dates and data from entering any state system e User interfaces (i e , screens reports etc ) accurately show 4 digit years logic f Year 2000 is correctly treated as a leap year within all calculation and calendar 5ection 2. Contractor agrees to notify the City immediately of any information resources or systems that are not Year 2000 Compliant upon encountering the same in connection with the performance of the Agreement including without limitation any information resources or systems in use by Contractor in the performance of the Agreement or information resources or systems of the City regarding which Contractor obtains information in the course of its performance of the Agreement Section 3 Contractor agrees to permit examination by the City or agents thereof of any and all information resources and systems in use in connection with this Agreement and related Year 2000 Compliance implementation plans in order to evaluate Year 2000 Compliance and potential implications of the same for the City and for performance of the Agreement c i n 4. The Contractor shall indemnify and hold harmless the City and its officers agents and employees from and against all claims damages losses and expenses including attorneys fees arising out of or resulting from the Contractors information resources or systems that are not Year 2000 Compliant PSA 10/97