HomeMy WebLinkAbout27-Risk Management
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-CITY OF SAN BER~RDINO - REQUEST O>R COUNCIL ACTION
From: Victor F. Lorch
Director of Risk Management
Dept: April 6, 1993
Subject: Agreement wi th the Counsel i ng
Team to provide counseling
services for City employees
for FY 93/94.
Date:
Synopsis of Previous Council action:
Adopted Resolution #88-335
Adopted Resolution #90-11
Adopted Resolution #92-191
Recommended motion:
Adopt Resolution
Signature
:ontact penon:
Jan Burch. R.N.
Phone: x5308
upportln, data attached:
yes
Ward:
UNOINO REOUIREMENTS:
Amount: $34,200.00
Sourca: (ACCT. NO.) 678-452 - 5 315 0
(=. "SCRIm",,) P"f"'~'2"
Finance: { _c-e-
uncll Not..:
-- ...,
- CITY OF SAN BER~RDINO - REQUEST (YR COUNCIL ACTION
STAFF REPORT
Over the past six years, the City has had a contractual
relationship with the Counseling Team to provide psychological
counseling and support services. This program, initiated by our
City Nurse in Risk Management, has been part of preventive, pro-
active health service to the employees of the City. The program
has now expanded to include crisis intervention and stress
reduction efforts. The 93/94 contract adds a total of six (6)
educational workshops per year, clarifies dispatch time as the time
to start for billing purposes, and adds Economic Development Agency
and City of San Bernardino Water Department, Board of Water
Commissioners to be named as additional insured.
Employees have used the service in increasing numbers for a wide
variety of reasons ranging from suicide to financial counseling and
family issues to substance abuse. Currently, the use is about 50
to 55 hours per month.
The proposed agreement is for twelve months and is the same as 12
months for $34,200. Other terms remain the same, such as having an
interpreter, maintaining confidentiality, timely reports and
emergency call-out.
It is recommended that you adopt the resolution authorizing
entering into this agreement.
75-0264
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RESOLUTION NO.
RESOLUTION OF THE CITY OF SAN BERNARDINO AUTHORIZING THE
3 EXECUTION OF AN AGREEMENT WITH THE COUNSELING TEAM TO PERFORM
4 COUNSELING SERVICES FOR THE EMPLOYEES OF THE CITY OF SAN
BERNARDINO.
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BE IT RESOLVED BY THE MAYOR AND COMMON COUNCIL OF THE CITY OF
SAN BERNARDINO AS FOLLOWS:
SECTION 1.
The Mayor of the City of San Bernardino is
hereby authorized and directed to execute on behalf of said City an
agreement with the Counseling Team to perform counseling services
for the employees of the City of San Bernardino, a copy of which is
attached hereto marked Exhibit "A" and incorporated herein by
reference as fully as though set forth at length.
SECTION 2.
The
authorization
execute
the
above
to
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referenced agreement is rescinded if the parties to the agreement
fail to execute it within sixty (60) days of the passage of this
resolution.
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"
RESOLUTION OF THE C;ITY OF SAN BERNARDINO AUTHORIZING THE EXECUTI'ON
OF AN AGREEMENT WITH THE COUNSELING TEAM TO PERFORM COUNSELING
SERVICES FOR THE EMPLOYEES OF THE CITY OF SAN BERNARDINO.
I HEREBY CERTIFY that the foregoing resolution was duly
adopted by the Mayor and Common Council of the City of San
Bernardino at a
meeting thereof, held on the
day of
, 1993, by the following vote, to wit:
Council Members:
AYES
NAYS
ABSTAIN
ABSENT
ESTRADA
REILLY
HERNANDEZ
MAUDSLEY
MINOR
POPE-LUDLAM
MILLER
City Clerk
The foregoing resolution is hereby approved this day
of , 1993.
W. R. Holcomb, Mayor
City of San Bernardino
Approved as to
form and legal content:
JAMES F. PENMAN,
City Attorney
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AGREEMENT
THIS AGREEMENT is made and entered into this day of
, 1993, by and between the CITY OF SAN BERNARDINO,
a municipal corporation, 300 North '0' Street, San Bernardino,
California 92418, (herein referred to as 'City'), and The
counseling Team (herein referred to as 'Consultant') 225 West
Hospitality Lane, Suite 100, San Bernardino, California 92408.
City and Consultant agree as follows:
1. General OescriDtion of Work to be Done.
City hereby engages Consultant, and Consultant hereby accepts
such engagement, to perform the services herein described for the
compensation herein provided. Consultant hereby assures and
covenants to City that they have the qualifications, experience and
facilities to properly perform said services, and hereby agrees to
undertake and complete the performance thereof for the compensation
herein provided.
2. Term.
The term of this agreement shall commence on execution of this
agreement by both parties. The anticipated term of the agreement
is twelve (12) months ending June 30, 1994. However, this
agreement may be extended on a month-to-month basis for a maximum
of six (6) additional months upon the expressed written consent of
Consultant to such extension and the approval thereof by the City
Administrator.
3. PaYment and provision for P~vment.
A. Maximum compensation
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(1) Basic compensation to be paid under this agreement
shall be thirty four thousand two hundred dollars ($34,200) for
scope of work as outlined in section 4 of this agreement. city
shall pay Consultant a sum not to exceed $2,850.00 per month
commencing July 1, 1993. Consultant shall submit an invoice for
services rendered which coincides with its monthly reports as set
forth in section 5. Payment shall be made by city within twenty
(20) days from the date of each invoice. Upon execution of this
agreement, pre-treatment and counseling services shall be made
available at no cost to City employees and their families. If
Consultant needs to refer any individuals covered under this
agreement to another professional individual or agency, the cost
incurred for such other professional service shall be solely the
responsibility of the individual employee; City shall have no
liability therefore. Every effort will be made to refer employees
to free services or agencies providing services covered by
available insurance, or those agencies which operate on an ability-
to-pay basis.
4. General DescriDtion of Work to be Done.
Consultant hereby agrees to perform the following services:
A. Conduct a preliminary evaluation and provide counseling
services upon request to any City employee and members of their
family residing with the employee. "City employees" shall include
employees of the Economic Development Agency of the City of San
Bernardino and the Water Department of San Bernardino. "Members of
the family" shall include spouse, son, daughter, stepson,
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stepdaughter, mother', father, mother-in-law, father-in-law, nephews
and nieces if residing in the same household and dependent upon the
employee.
B. A request for services shall be responded to within 24
hours. An emergency or life-threatening situation shall be
responded to immediately.
C. Provide follow-up of said employees and/or their family
members under treatment.
D. Provide consultations with supervisors regarding problem
employees and/or any aspect of the Employee Assistance Program.
E. Provide supervisory training relative to employee
Assistance Program referral procedures.
F. Conduct education seminars and briefings for all levels
of management concerning services provided by the Employee
Assistance Program.
G. Conduct educational workshops on a variety of topics, as
stated by The counseling Team to all departments covered under the
terms of this contract. The total number of workshops for the City
per fiscal year is limited to six (6), unless The Counseling Team
approves a special request by the EAP co-ordinator, Risk
Management.
H. Assist management in development of policies and
procedures for Employee Assistance Program.
I. Assist management in introducing the Employee Assistance
Program to aforementioned employees.
J. Provide critical Incident Intervention services for the
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city. The first ,'fifteen hours of intervention work will be
included in the basic annual cost shown in section 3. Additional
intervention work will be billed at $100.00 per hour per counselor,
and will begin at the time the counselor/counselors are called from
dispatch. A Crisis Intervention form will be completed by the
designated authority, and a completed and signed copy given to the
counselor/counselors. This form will be routed to Risk Management
Occupational Health, by the department for approval of The
Counseling Team's services.
5. ReDorts bv Consultant.
Consultant shall submit to city monthly reports with its bill
for services. Such report shall: (a) accurately describe in
general terms services provided during the contract period, but
with no individually identifiable information, referable to any
individual client. Such report shall be provided only for audit
purposes. (b) provide numerical usage reports to the City for the
purpose of evaluating the effectiveness of the Employee Assistance
Program.
6. Amendments.
This agreement may be amended or modified only by written
agreement executed by both parties.
7. Assianment.
Consultant's rights under this agreement shall not be assigned
by Consultant to any other person, firm or corporation without the
prior written consent of the City.
8. RelationshiD of Parties.
April 6, 1993
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April 6, 1993
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Consultant's legal" relationship with city being categorized as
other than that of an independent contractor.
10. Attornev's Fees.
In the event an action is filed by either party to enforce
rights under this agreement, the prevailing party shall be entitled
to recover reasonable attorney's fees in addition to any other
relief granted by the court.
11. Terminated bv Citv.
Notwithstanding any other provision of this agreement, the
city, by notifying in writing, may terminate all or a portion of
the services agreed to be performed under this agreement with or
without cause. Consultant shall be given five (5) days written
notice for failure of Consultant to perform obligations under the
contract in a satisfactory manner, and thirty (30) days written
notice if termination is for other reasons. Notice shall be mailed
posted to the address set forth herein for the receipt of notices.
In the event of any termination, Consultant shall have the right
and obligation to immediately assemble work in progress and forward
same to the city. All charges outstanding at the time of
termination shall be payable by the City to Consultant within
thirty-five (35) days following submission of final statement by
the Consultant.
12. Acc~ntance of Final P~vment Constitutes Release.
The acceptance by Consultant of the final payment made
according to the terms of this Agreement shall operate and be a
release to the City, and every employee and agent thereof, from all
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claims and liabilities to consultant for anything done or furnished
for or relating to the work or services, or for any act or failure
to act of the city relating to or arising out of work and this
agreement.
13. Confidentialitv to be Assured.
Consultant shall maintain the confidentiality of all employees
referred for or voluntarily seeking counseling services. The
parties recognize that the cornerstone of every successful Employee
Assistance Program is the pledge of confidentiality; without
confidentiality there is no credibility. Employees will not reveal
their personal problems if there are no clear legal guidelines
about confidentiality. Consultant shall assure that all personal
information imparted by a counselee to a counselor will be
respected and safeguarded. Such information may be used only in a
professional manner for the purpose of helping in rehabilitating
the worker. Consultant's records shall be kept secure in
accordance with the code of ethics of the profession, federal
regulations and state laws. Consultant shall maintain in good
order a fire and burglar alarm system to protect its records.
Consultant will not reveal to any person or entity, except pursuant
to a valid subpoena, the names or identities of employees or family
members who come to the program vOluntarily or who, having been
referred, agree to accept counseling services, except to confirm on
a one-time basis only that an employee kept an appointment made for
him or her by a supervisor or other City official.
14. Insurance.
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Consultant shall provide to city evidence of insurance
covering Consultant and City as an additional insured as to any
potential liability to Consultant and City. The evidence to be
provided shall be a certificate of Insurance describing the
coverage provided and naming the city of San Bernardino, Economic
Development Agency and city of San Bernardino Water Department,
Board of WaterCommissioners as an additional insured. The
insurance shall consist of the following: (a) Workers'
Compensation. Consultant shall provide proof of Workers'
Compensation insurance coverage for all of its employees pursuant
to this agreement. Evidence of such insurance shall be furnished
to City's Risk Management Division prior to commencement of this
agreement. (b) Professional Liability Insurance. Professional
liability insurance covering the professional service provided by
Consultant, including coverage for professional errors and
omissions, in a combined single limit of not less than
$1,000,000.00 per person.
15. Bilinaual Intercreter.
Consultant shall provide an English/Spanish bilingual
interpreter as needed, with an English/Spanish bilingual counselor
being preferred.
16. Notices.
Any notice required to be given hereunder shall be deemed to
have been given by depositing said notice in the united states
mail, postage prepaid, and addressed as follows:
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April 6, 1993
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CITY
CONSULTANT
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Rachel Clark, City Clerk
City of San Bernardino
300 North 'D' Street
San Bernardino, Ca 92418
The Counseling Team
225 West Hospitality Lane,
suite 100
San Bernardino, Ca 92408
17.
Entire Aareement.
This contract constitutes the entire Agreement between City
and Consultant and may be modified only by further written
agreement between the parties.
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April 6, 1993
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AGREEMENT BETWEEN THE CITY OF SAN BERNARDINO AND THE COUNSELING
TEAM TO PE~RM SERVICES FOR THE EMPL~~S OF SAID CITY.
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IN WITNESS WHEREOF, this agreement has been executed by the
parties effective as of the date and year first above written.
ATTEST:
CITY OF SAN BERNARDINO
Municipal Corporation of
the State of California
Rachel Clark, City Clerk
W. R. HolCOmb, Mayor
CONSULTANT:
By:
THE COUNSELING TEAM
Approved as to form
and legal content:
JAMES F. PENMAN
city At orney
.~
by:
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