Loading...
HomeMy WebLinkAboutHR14-284 - Original - First Choice Health - 2015 Employee Assistance Program - 10/28/2014 i Records Manage KENT Document I CONTRACT COVER SHEET This is to be completed by the Contract Manager prior to submission to City Clerks Office. All portions are to be completed. If you have questions, please contact City Clerk's Office. I Vendor Name: Vendor Number: �1 0? JD Edwards Number Contract Number: This is assigned by City Clerk's Office Project Name: Description: ❑ Interlocal Agreement O Change Order ❑ Amendment 4 Contract ❑ Other: Contract Effective Date: t - w C i5, Termination Date: S, Contract Renewal Notice (Days): 6. Number of days required notice for termination or renewal or amendment Contract Manager 4• te_'j ,f� epartment: Contract Amount: I ` . Approval Authority: ❑ Department Director Wmayor ❑City Council Detail: (i.e. address, location, parcel number, tax id, etc.): adccW10877 8 14 I TO INITIATE EAP,MAP, OR PAP SERVICES PLEASE SIGN AND RETURN ONE COPY OF THE FOLLOWING GROUP SERVICE AGREEMENT First Choice Health Employee Assistance Program 600 University Street,Suite 1400 • Seattle,WA 98101 Phone (800) 777-4114 • Fax 206-268-2433 • eap@fchn.com I GROUP SERVICE AGREEMENT THIS AGREEMENT is entered by and between First Choice Health Employee Assistance Program a division of First Choice Health Network (hereinafter "First Choice Health EAP" or "FCH EAP"), and The City of Kent(hereinafter"Company"). This Agreement will be effective on lanuary 1, 2015 and will remain in effect until the first of die month following 30 days advance written notice of cancellation by either party. WHEREAS,First Choice Health EAP makes available to Company an Employee Assistance Program (EAP), a Member Assistance Program(MAP),and/or a Physician Assistance Program(PAP);and WHEREAS, Company desires to contract with First Choice Health EAP for the purpose of providing EAP services to covered Company employees and will be responsible for payment to FCH EAP for services provided to Company. NOW THEREFORE,the parties agree as follows: I I. FIRST CHOICE HEALTH EAP OBLIGATIONS I A. Services Included. 1. Toll Free Phone Lines First Choice Health EAP has toll free lines available to all employee families 24 hours a day seven days a week. The lines are promptly answered and there is always a counselor available to assist families in crisis or distress. In emergency situations, FCH EAP will utilize local resources such as police, fire or emergency mental health resource facilities to stabilize the situation or provide ongoing emergent care. 2. Typical Problems Addressed First Choice Health EAP is a confidential resource located outside the workplace for employees and their covered family members to utilize whenever they are experiencing a wide range of concerns. There is no charge to the employee or family member for any EAP/MAP/PAP service. The FAP/MAP/PAP is an employer-sponsored program. The following list is representative of frequently-seen problems. Substance Abuse Marital Problems Parenting Issues Retirement Work Conflict Anxiety&Stress Depression Financial Concerns Gambling Issues Anger Control School Problems Eating Disorders 3. Assessment and Referral Service a) Professional assessment and referral services will be provided to employees and their immediate family members (spouse,partner, children up to age 26) through the First Choice Health EAP Provider Network. The goal of FCH EAP will be to assess the presenting FCH EAP 2014 Standard Contract Template t problem, solve that problem or conflict when possible, or develop a treatment plan and assist the employee family in implementing that treatment plan in the community. Under the terms of this Agreement and based upon the specific program design purchased by the Company and selected in Addendum A, each employee may utilize up to the number of assessment and referral visits chosen by the Company with a licensed behavioral health provider on a per condition basis every twelve months. b) Appointments will be offered in a geographic location that is near the employee family's home or work and at a time of convenience to the employee. Normally appointments are available within 24-48 hours of the initial call requesting services. In an emergent situation, referral will be made immediately to community emergency services or other appropriate care facility. c) Employees who do not show up for a scheduled appointment, or who cancel with less than 24-hours advance notice, will have that appointment counted as one of their maximum number of sessions allowed under this contract. A cancellation that is cancelled by or excused by the counselor will not be counted as one of the employee's allowable sessions. d) Exclusions: Special evaluations such as those required by the Department of Transportation and FAA with services provided by Substance Abuse Professionals (licensed providers who specialize in chemical dependency evaluations and are required by the Department of Transportation to conduct all assessments on employees in safety sensitive positions) are usually paid by the employee and not covered by FCH EAP. In addition, the following services are not covered unless pre-approved by FCH RAP: those required by court order or as a condition of parole or probation, evaluation or diagnostic testing related to learning disorders, developmental delays, and congenital and/or organic disorders, psychological or IQ testing, services related to medication management or medication consultation with a psychiatrist, fitness for duty evaluations, or services received from a non-network provider. 4. Employee Orientation Upon the request of the Company, First Choice Health RAP will provide onsite orientation classes lasting about 20 minutes for employees. These presentations are normally presented in parallel with the Supervisor Orientation. Included will be a brief review of program components and assurances of confidentiality.A contracted number of Employee Orientations are included at the primary Company location at no fee,as described in Addendum A.Webinar Orientations can be substituted for these onsite orientations. Additional orientations or onsite orientations provided at other locations would be provided at an additional hourly fee, portal to portal, in accordance with Addendum A. Company may elect to utilize the free online Employee Orientation on the First Choice Health RAP Internet site on an unlimited basis. 5. Supervisor/ Manager Orientation It is recommended that a Supervisor/Manager Orientation be held in conjunction with the Employee Orientation classes and be attended by all managers and supervisors. A Supervisor Manual will be distributed to all staff in a leadership position, a review of the EAP/MAP/PAP program will be presented, and the referral process reviewed. Methods of identifying and approaching troubled employee will be discussed, as well as making mandatory referrals, encouraging employees, and a variety of other topics. A contracted number of 60-minute Supervisor Traitungs are included at the primary Company location at no fee, as described in Addendum A. Additional orientations or onsite orientations provided at other locations would be provided at an additional hourly fee, portal to portal, in accordance with Addendum A. Company may elect to utilize the free online Supervisor Orientation on the FCH RAP Internet site on an unlitnited basis. I I I FCH EAT 2014 Standard Contract Template 2 6. Benefit/Wellness/Safety Fair/Open Enrollment Attendance EAP can attend an Open Enrollment meeting or a benefit/safety/wellness fair to increase visibility of the EAP/MAP/PAP and distribute brochures and materials. Hours are available at an additional hourly fee,portal to portal,in accordance with Addendum A. 7. Training a) Online Premium Level Internet training is included under this contract. The Company will have unlimited access for supervisors and employees to Web site based training provided at www.firstchoiceeap.com as part of services.This training includes topics such as Harassment Prevention,Workplace Diversity, Conflict Resolution,Drug Free Workplace and DOT level supervisor and employee training. b) Onsite Training on a variety of subjects can be provided under this contract at an additional hourly fee, portal to portal, in accordance with Addendum A. The price of additional trainings is negotiated in advance, and depends on the nature of the training and customization requested by the Company.A current list of available trairungs is available on the FCH EAP website. 8. Critical Incident Services Debriefing, defusing, and educational services can be provided upon request to individuals, teams, and company-wide related to workplace disruptions due to accidents, violence, criminal activity, natural disasters, death, etc. A contracted number of onsite Critical Incident/Trauma Services are included each year, as specified in Addendum A. The rate for additional hours is $200 per hour,postal to portal. 9. Promotional Materials A variety of promotional materials Nvill be provided to the Company for distribution to employee families at the time of prograrn initiation with additional supplies available on an annual basis. These materials will include: a) Letter of Introduction: for each employee family. b) EAP Referral Cards: for each employee with a 20% additional supply for supervisors and Human Resources to utilize in making referrals. c) Posters: for each location,normally one per 50 employees. d) Program Pamphlets: for each employee with 10% extra supply for Human Resources fox use with new employees. e) Newsletters: will be distributed electronically to the Company every month for distribution to employees. 10. Leadership Consultation Managers, supervisors and Human Resources will be encouraged to contact the EAP for consultation regarding any difficult work place problem or for assistance to identify and approach troubled employees, discuss documentation, employee motivation and other concerns that may be appropriate. Unlimited telephonic management consultations are provided for supervisors and managers in the Mandatory Referral process. 11. Quality.Assurance and Utilization Reporting Utilization Reports will be prepared and sent to the Company on the following basis based on Company size: Quarterly for Companies with more than 100 employees, Semi-Annually for Companies with 50 to 100 employees, and Annually for Companies with fewer than 50 employees. Every employee who utilizes the EAP will be offered an opportunity to complete an Employee Evalmatl©n of SeiWee form.This form will ask for their rating and comments regarding the service they received from the EAP.A surarnary of continents will be provided the company. I i FCH EAP 2014 Standard Contract Template 3 i i i 12. Enhanced Services. (Optional) If the Company selects the Enhanced Services plan, the WorkLife Enhanced services will be accessible to employees.This includes: a) Web Content supplies content and including over 8,000 articles and fact sheets, personal self-assessments, tools, and calculators. 92 online training programs are offered offering printable certificates of completion, monthly online serninars are delivered liye and archived for later listening, and a comprehensive Wellness Center and Relocation Center is available. There is a Spanish language site also available. b) Legal Consultation: 24/7 access to assessment and referral services, providing a no-cost 30- minute consultation with a legal professional by phone or in person, with a discounted rate of 25% off their hourly rate for ongoing services. Enhanced legal content includes over 100 legal forms. Some exceptions apply,including no availability for work-related matters. c) Financial Services Consultation: Financial counselors and educators to assist with budgeting, debt management,bankruptcy prevention,credit issues,and similar financial issues. d) Eldercare Consultation and referral for assistance and referrals that assist employees and their family members deal with the issues of supporting elderly parents or relatives. e) Childcare Consultation and referral for assistance and referrals that assist employees and their family members with fmchng childcare and daycare and with issues such as adoption, education(E-12,higher education,continuing education), and other parenting issues. f) ID Theft Prevention: An interactive advocacy service that provides education, guidance, support, and legal/financial assistance to victims of fraud related trines. Toll-free, telephonic,30-rn hurte consultation with a Certified Consumer Credit Counselor is available. g Work Life Program Promotion: Posters and Handouts for the Enhanced EAP Services will be provided for distribution to all employees. 14. Other Optional Services. a) Wellness Coaclynrr. If Company purchases this package for a minimum one year commitment, employees are eligible to receive wellness telephonic and internet coaching, information, education, and referral services accessed through a toll-free number.Wellness coaches consult with employees on Weight Management, Smoking Cessation, Fitness and Exercise, Nutrition, and Chronic Disease or conditions including astlima, diabetes, cardiovascular disease,back pain,menopause, and pre-and post-natal issues.Employees have an intake and goal setting session followed by four 15-30 minute follow-up sessions, and additional follow-up with personalized entails and coach-chosen materials. Employees may also choose online interactive programs for Weight Management (12 sessions), Smoking Cessation(10 sessions), or Walking(90 days). b) Health Risk Assessment. If Company purchases this package for a minimum one year commitment, employees may access an online confidential HRA tool that provides statistically measurable, actionable information regarding the health status of the workplace Population as a whole. This tool assists in developing an accurate assessment of Company's employees' health and fitness, providing "before and after" data on wellness initiatives, and can target particular health challenges widiia the workforce. The HRA covets key health issues including: cancer risk, fitness, heart health, nutrition, safety, smoking, stress and weight management. c) Nurse Line. If Company purchases this package for a minimum one year commitment, employees may access a Registered Nurse through a toll-free number 24 hours a day, who will provide clinical assessment of the callers' symptoms and provide health care information, direct callers to the appropriate level of care or provide self-care instructions, and provide general health education and care options. I I FCH EAP 2014 Standard Contract Template 4 B. Insurance. First Choice Health EAP will maintain liability insurance in the amount of $1,000,000.00. In addition, First Choice Health EAP requires that its Network Providers (Licensed Mental Health Care Professionals) carry a minimum of$1,000,000.00 in malpractice insurance with $3,000,000.00 Aggregate. I C. Compliance. First Choice Health EAP,in carrying out its obligations under this Agreement, shall comply with all applicable federal and state laws and regulations. D. Responsibility for ERISA Plan. If you are offering the EAP benefits to your Employees under a Plan governed by the Employee Retirement Income Security Act of 1974 as amended ("ERISA Plan'), you have sole authority and responsibility for the ERISA Plan and are solely responsible for complying with ERISA and any related laws.All final determinations as to a Participant's EAP eligibility and benefits are to be made by you, including any determination upon appeal of a denied claim for RAP services. Without limiting your responsibilities,you have the sole duty and responsibility as to the ERISA Plan benefit design, administering the appeals process, the preparation and contents of any F.RISA Plan, Summary Plan Description,Trust Agreement, and any other documents required under ERISA and related laws (collectively"ERISA Plan Documents"), and all amendments related thereto,including the description of the EAP services in the ERISA Plan Documents. You represent that the ERISA Plan Documents are consistent with this Agreement. You will provide us with all ERISA Plan Docurents prior to$1e commencement of services under this Agreement.You shall be responsible for printing, maintaining a supply of and distributing the Summary Plan Description and all other information and forms necessary for Participants' enrollment and continued eligibility for services tinder this Agreement and will provide us with copies of the ERISA Plan Documents and Participant communications pertaining to the services provided under this Agreement prior to distributing such materials to Participants or third parties.You will amend ERISA Plan Documents and Participant communications if we determine that references to us are not acceptable, or any ERISA Plan or EAP provision is not consistent with this Agreement or the services that we arc providing.We are not the Plan Administrator of the ERISA Plan. You will be solely responsible for: ensuring compliance with COBRA; performing required nondiscrimination testing; amending the ERISA Plan as required to ensure ongoing compliance with applicable law and providing us copies of any such amendments prior to their adoption; filing any required tax or governmental returns (including Form 5500 returns)relating to the ERISA Plan; determining if and when a valid election change has occurred; executing and retaining tegtured ERISA Plan and claims documentation;and talcing all other steps necessary to maintain and operate the ERISA Plan in compliance with applicable provisions of the ERISA Plan, ERISA, and other applicable state and federal laws. II. COMPANY'S OBLIGATIONS A. Payment for Services. The Company will snake payments to First Choice FIealth EAP in accordance with Addendum A, attached to this Contract. B. Group Enrollment Form. The Company will provide to First Choice Health EAP for each group enrolled a completed Group Enrollment Form as set forth in Addendum B. FCH EAP 2014 Standard Contract Template 5 I C. EAP Liaison. The Company will assist First Choice Health EAP in group implementation as needed,and will act as a liaison between the EAP and all groups enrolled pursuant to this Agreement. D. Compliance, The Company,in carrying out its obligations under th s Agreement, shall comply with all applicable federal and state laws and regulations,provided that nothing in this Agreement shall be construed as providing a type of medical benefit or service subject to the requirements of the Employee Retirement Income Security Act of 1974(Pub.L. 93-406,Sept.2, 1974). III. CONFIDENTIALITY OF HEALTH INFORMATION The parties acknowledge that as a result of this agreement, either party may have access to and receive from the other patty individually identifiable health information ("Health Information") as that term is defined under the Health Insurance Portability and Accountability Act of 1996, Section 1171 of Public Law 104-191 CTIIPAA"}, and Chapter 70.02 RCW, the Washington State health Care Information Access and Disclosure of 1991. Both parties agree to maintain the confidentiality of such Health Information and to not use or disclose such Health Information other than as may be permitted or required by federal or state law or regulations currently in effect,or becoming effective during the term of this Agreement,including,but not limited to,the federal HIPAA Privacy regulations. To the extent either party,in carrying out its responsibilities under this Agreement, conducts Standard Transaction(s) as that term is defined under IIIPAA, that party shall, without limitation, comply with the HIPAA regulations, "Administrative Requirements for Transactions,"45 CFR 162.200 et seq. IV. TERM AND TERMINATION This Agreement will be effective on the date set forth on page one and will remain in effect until the first of the month following 30 days advance written notice of cancellation by either party. Upon cancellation by either party,First Choice Health Assistance Services will continue to provide services to the termination date of this agreement. V. INDEPENDENT CONTRACTOR STATUS First Choice Health EAP is an independent contractor and in no way should this contract be construed to create an employer-employee relationsh p. All payments made hereunder for services performed shall be made to First Choice Health EAP as an independent contractor. VI. ASSIGNABILITY First Choice Health EAP will not assign or transfer any interest in this contract without written notice to the Company; PROVIDED HOWEVER that claims for money due or to become due to First Choice Health EAP under this contract may be assigned to a bank, trust company or other financial institution without such approval. VIE DISPUTE RESOLUTION In entering this agreement, it is assumed that a relationship of cooperation and understanding will be maintained between the parties. However,in the event of any dispute, or disagreement over the terms and conditions contained herein, such dispute will be settled through binding arbitration in accordance with the rules of the American Arbitration Association, and judgment upon the award rendered by the arbitrator(s)may be entered in any court having jurisdiction thereof. Such arbitration shall occur within Ding County, Washington, unless the parties mutually agree to have such proceedings in some other locale. The arbitrators) may in any such proceeding award attorney's fees and costs to the prevailing party. i i I i FCH EAP 2014 Standard Contract Template 6 VIIL AMENDMENTS This agreement contains the full understanding of the parties and supersedes and cancels all prior negotiations, correspondence or communication between the parties. No oral modification to this Agreement shall be effective however, this Agreement may be modified or amended by a written signed agreement by both parties. IX. NOTICES Any notice by the Company to First Choice Health Assistance Services, may be delivered by certified or registered mail postage prepaid addressed to: First Choice Health EAP 600 University Street, Suite 1400 Seattle,WA 98101 Notice by First Choice Health EAP to the Company may be delivered by certified or registered snail postage pre-paid, addressed to the group at the address designated by the Company via written notice. X. GOVERNING LAW This agreement is made pursuant to and shall be construed in accordance with the laws of the State of Washington. IN WITNESS WHEREOF,the parties hereto have executed this agreement on the date indicated above. FIRST CHOICE HEALTH THE CITY OF KENT E My E S TANCEPROGRAM 11-7 B. _ By D 'd W.Mitchell ` - Su tt C 1 Director,FCH EAP a r of nt Dare I i FC11 EAP 2014 Standard Contract Template 7 ADDENDUM A: PRICING I i Enhanced EAP Services Includes: • 24/7 toll-free phone coverage • Employee and family assessment and referral services • Internet Training services • Promotional Materials • Leadership Consultation and Mandatory Referrals • Language Line and Translation Service • Online Appointment Scheduling Up to • Dedicated Account Manager Three • "Right Referral First Time"approach Visit $1.96 pepm 10 • Strong regional provider network and national provider network Model • Monthly electronic Employee Newsletters(in English&Spanish), Supervisor Newsletter,Webinar flyer • Enhanced EAP Consultation Services: • Elder Care Consultation • Child Care/Daycare Consultation • Financial Services • ID Theft Prevention • Legal Consultation and 25%Discount in attorney's normal hourly fees Quarterly Utilization Reports Included Critical Incident Debriefing Six Hours included each year, $2001hr after' Unlimited Online Orientations; Employee Orientations Ten Onsite 20-minute Employee Orientations included each year, $150/hr after' Additional Supervisor/Manager Orientation and Unlimited Online Orientations, Services: Leadership Training—Onsite or Webinar Four 60-minute Supervisor orientations included each year, $150/hr after Unlimited Online Trainings Harassment,Violence Prevention, Diversity, Conflict Resolution, and Drug Free Workplace Onsite Trainings Onsite trainin s$175-$350/hr' BenefitiWellness/Safety Fair, Open Enrollment $100/hr' Hours of Onsite Services are puvided on a portal-to-portal basis plus necessary travel costs when necessg as agreed to in advance. This quote is based upon approximately 585 employees. Standard broker commission is included in these rates. i i I FCH EAP 2014 Standard Contract Template 8