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HomeMy WebLinkAboutAgenda Report - December 16, 1992 (73)OCITY OF LODI WUNUL WMMUNPAfiM AGENDA TITLE: Approve specifications and authorize advertisement f Requests for Proposals for Employee Assistance Program. MEETING DATE: December 16, 1992 PREPARED BY: Joanne Narloch, Personnel Director RECOMMENDED ACTION: Approve specifications and authoriz advertisement, for Requests for Proposals for Employee Assistanc( Program. BACKGROUND INFORMATION: Our current contract with Family Services Agency will be expiring in February of 1993. We have not gone out to bid foi Employee Assistance Program Services for approximately ten (10) years Because of the increasing importance of this program to the City, w would like to evaluate all available Employee Assistance Programs i, this area to determine who can provide us with the most responsive ar cost effective services. FUNDING: None. 1 i 'Joanne M. Narloch Personnel Director JMN:lra CC9220/TXTA.04P APPROVED:' _ THOMAS A. PETERSON City Manager CC -1 CITY OF LODI REQUEST FOR PROPOSAL FOR EMPLOYEE ASSISTANCE PROGRAM The City of Lodi is seeking proposals from qualified firms to provide employee assistance program (hereinafter cal i ed EAP) se ryi cies . GENERAL BACKGROUND The City of Lodi currently employes approximately 404 full-time and a varied amount of part- time arttime employees. It is the desire of the City of Lodi to provide a responsive and cost effective employee assistance program to its employees. The proposed EAP model will quire the service provider to provide professional counseling in a variety of areas to employees referred by the City or who voluntarily contact the EAP. The Personnel Department is responsible for providing the policy direction and management of the program. PROJECT OBJECTIVES CE primary importance to the City of Lodi is a quality program capable cf providing a full range of EAP services. The successful EAP service provider must demonstrate a proven txack record of being able to assist a large employer in controlli»g work absences, turnover, tardiness and workers' compensation costscommonly related to the diseases ofalcoholism and drug abuseand otherpersonal problems that negatively iripact effectivejcb performance. The City will expect regular and ongoing communication with the service provider regarding City made referrals to the extent that laws protecting confidentiality permit. The City's chosen EAP provider must be able to demonstrate financial solvency at all levels of their operation. The prospective provider must fully detail as part of their response its security sysban designed to protect unauthorized access to files and other confidential materials. COMPLIANCE WITH THE LAW The EAP provider who is selected agrees to conduct its operation on al l levels in full compliance with all applicable local, state, and federal laws, rules and regulations governing such cpemti= i n effect at the time an agreement is executed and as amended during the pe ri od the ag ree me n t i s i n effect. The EAP provider agrees to keep the City and its o f f i cc rs notified with respect to applicable changes or pending changes in those areas of law, regulations or case law which may affect City operations as soon as information on such changes becomes available. CONTRACT REQUIREMENTS 1. A quarterly report must be submitted to the Personnel Director m later than 20 days after the end of each quarter containing the following information; a. Data regarding the number of employees referred and/or voluntarily seeking services and the types of issues and/or problems for which employees are receiving counseling, and b. Any other information that confidentiality laws permit and would be useful in resolving or anticipating employee relations problems and concerns. 2. A detailed description of services offered in the following areas; Alcohol abuse counseling/referral . bhtW and family counseling. Stress management seminars for employees. Post traumatic incident intervention and aftercare. Services offered to members of the employee's family. Dag abuse counseling/referral. On going in-service awareness training in employee assistance matters of management and supervisory personnel and regularly scheduled updates cn subject material. Employee orientation. Peer support group training. Career counseling. Conflict resolution in the workplace Other services. 3. The selected EAP firm must provide all forms, posters, brochures, mailers, and cover all printing costs. The City reserves the right to review ail printed materials prior to their distribution. 4 5. The City's chosen EAP provider working with the Personnel Department will submit a written plan for implementation that addresses the following areas: a. Policy Statement b. Marketing Strategy C. Training/Orientation of Management, Supervisors and Employees Before performing services, the chosen EAP provider shall provide acceptable evidence of the following insurance coverages to the City: a. Workers' Compensation Insurance required by Labor Code Section 3700 for all employees of the EAP firm and the employees of any sub- contractor or volunteer who directly or indirectly provides services to the City oci behalf of the EAP provider. b. Comprehensive general and automobile liability insurance with a minimum cf $1 million; combined single limit per occurrence which includes premises operation: independent contractual; broad form property damage endorsement; and owned, non -owned and hired autos. C. Such endorsements of insurance that are required will name the City of Lodi as an additional insured on all policies. d. The City will be provided with a thirty (30) -day notice of cancellation, material change or non -renewal. During the life of the contract, the EAP firm shall purchase and maintain insurance coverage with carriers who are reputable and carry at least an "A" rating, are ad m i tied in California by the California Department of Insurance and are acceptable to the City of Lodi. Failure to furnish acceptable evidence of insurance of lapse in the policy will be considered a material breach and grounds for termination of the contract. 6. The chosen provider must be able to successfully demonstrate, throughout the length of the contract, that the counseling staff who will be interfacing with City of Lodi employees exhibit the highest level of professional experience and capability necessary to provide consistently high quality EAP services. Said counselors will hold in good standing a valid PhD degree, be a PhD candidate, m ed i cal doctor, l i cen sed Marriage & Family Child Counselor (NWCC)or Licensed Clinical Social Welfare (LCSW), In addition, the successful EAP provider will submit a current list of individual profiles on its counseling staff. 7. The selected EAP firm will agree to contract language or amendments which prohibit referrals to in-patient rehabilitation facilities which are in any way associated with the EAP firm. 8. The selected EAP firm will agree to extending its cooperation to the City or its designated representatives in periodic evaluations or audits. The time for such audits will be determined by the City of LoOi, but will not be scheduled in such a manner that will place an unreasonable hardship c .rt JIM EAP film. DURATION The contract will be for a period of three (3) years, subject to the appropriation of funds and will include open-ended provisions for continuation subject to a thirty (30) day cancellation notice by the City of the EAP provider. The EAP provider selected will be capable of providing services to City employees within 30 days upon notification in writing by the City of its selection. GENERAL TERMS & CONDITIONS 1. The proposal shall be signed by an official authorized to bind the Em It should also include the name, title, address and telephone numbers of individuals with authority to negotiate and contractually bind the fim and who may be contacted during the period of proposal evaluation. 2. This request for proposal does not commit the City of Lod i to award a contract cr to pay any costs incurred in the preparation of a proposal in response to this request The City of Lodi reserves the right to negotiate the scope of services and the proposed contract price with the firm, or to cancel in part or in its entirety this request for proposal. 3. The flan, by submitting the proposal, waives all rights to protest or seek any legal remedy whatsoever regarding any aspect of the RFP, the selection process, the (mss review of the proposal, and any agreement that the City may enter into as a result of the proposal submitted. 4. Proposal shall be considered binding for ninety (90) days after the proposal due date to allow for staffs evaluation and recommendation for award. 5. The City's Personnel Director, or the designated representative shall administer the Agreement an behalf of the City. 6. The selected firm shall at all times during its performance of services be considered an independent contractor. The f i rens employees shall tinder no circumstances be considered or held to be employees or agents of City. 7. During its performance of the required services, the firm shalt not discriminate on the grounds of race, color, religion, national origin, sex, sexual orientation or disability, including the medical condition of Acquired Immune Deficiency Syndrome (AIDS) or any conditions related thereto, in the selection or retention cf employees and subconsultants and the procurement of materials and equipment. PROPOSAL SUBMITTAL Those Ems interested in competing for tris contract are requested to submit: a. Program cost for all services outlined herein. b. Program cost forall services except post traumatic incident interyentionlaftercare. C. Method cf payment for services provided, 1. fee for service 2. per capita d. Proposed schedule for program implementation. Proposals should outline what the EAP provider can provide for the City of Lodi in all areas cf services requested Please include recommendations cn how the City can measure results of the services delivered, and recommend whatever corrective actions may be needed to rectify program deficiencies. All proposals should include a minimum of the following: L Description and background history of Employee Assistance Program experience and services offered. 2. Sample Management Reports and other applicable service usage reports. 3. An outline of present and past public or private agencies serviced by the same office that would be servicing the City of I..odi. 4. References, including names, addresses and telephone ntmibers of agencies referred to in Question 3. Seven complete sets of proposals shall be submitted to Joanne Narloch, Personnel Director, Personnel Department, City of Lodi, P.O. &v, 304-6, Lodi, Calif. 95241, no later that 5:00 p.m., January 15, 1993. SELECTION PROCESS All proposals will be reviewed by the EAP Committee and City staff. Those selected as contenders will be invited to make an oral presentation on their proposal in person. Those presentations should not exceed thirty (30) minutes, followed by a period of fifteen (15) minutes allocated for questions by the EAP Committee and City staff. If you have any questions regarding the Request for Proposal, please contact Joanne Narloch, Personnel Director, at (209) 333-6704.