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HomeMy WebLinkAboutAgree-The Consulting TeamAGREEMENT TO PERFORM PROFESSIONAL SERVICES This agreement for the provision of Employee Assistance Program services ("Agreement") is made and entered in this 5th day of September 2023 ("Effective Date"), by and between the City of Redlands, a municipal corporation ("City") and Nancy K. Bohl, Inc. dba The Counseling Team International "Consultant"), a California corporation. City and Consultant are sometimes individually referred to herein as a "Party" and, together, as the "Parties." In consideration of the mutual promises contained herein, City and Consultant agree as follows: 1.1 ARTICLE 1 - ENGAGEMENT OF CONSULTANT City hereby engages Consultant to provide Employee Assistance Services for City (the "Services"). 1.2 The Services shall be performed by Consultant in a professional manner, and Consultant represents that it has the skill and the professional expertise necessary to provide the Services to City at a level of competency presently maintained by other practicing professional consultants in the industry providing like and similar types of Services. ARTICLE 2 — SERVICES OF CONSULTANT 2.1 The Services that Consultant shall perform are more particularly described in Exhibit "A," titled "Scope of Services," which is attached hereto and incorporated herein by this reference. - 2.2 Consultant shall comply with applicable federal, state and local laws and regulations in the performance of this Agreement including, but not limited to, any applicable State prevailing wage laws. ESPO SIB1LITIES CITY' 3.1 City designates Tommi Ng, Assistant Director of Human Resources/Risk Management, as City's representative with respect to performance of the Services, and such person shall have the authority to transmit instructions, receive information, interpret and define City's policies and decisions with respect to performance of the Services. ARTICLE 4 — PERFORMANCE OF SERVICES 4.1 Consultant shall perform and complete the Services in a prompt and diligent in accordance with the schedule set forth in Exhibit "A," which is attached hereto and incorporated herein by reference. 4.2 The term of this Agreement shall be for a period of three (3) years from September 6, 2023, through September 5, 2026 (the "Initial Term"). The .City shall have the option to extend the Initial Term of this Agreement by two (2) additional one-year terms (each, an "Extended Term"), on the same terms and conditions, by providing written notice to Consultant 1 I:\cmo\Agreements\The Counseling Team FY22-0219.docx jm at least thirty (30) days prior to the expiration of the Initial Term or any Extended Term. 4.3 If Consultant's Services include deliverable electronic visual presentation materials, such materials shall be delivered in a form, and made available to City, consistent with City Council -adopted policy for the same. It shall be the obligation of Consultant to obtain a copy of such policy from City staff. ARTICLE 5 — PAYMENTS TO CONSULTANT 5.1 The total annual compensation for Consultant's performance of the Services shall not exceed the amount of thirty four thousand eight hundred dollars ($34,800) in year one, thirty six thousand five hundred forty dollars ($36,540) in year two, thirty eight thousand four hundred dollars ($38,400) in year 3, and 5% increase if services are sustained for year 4 and 5. City shall pay Consultant on a time and materials basis up to the not to exceed amount in accordance with Exhibit "B," titled ("Fee Schedule Title") which is attached hereto and incorporated herein by reference. 5.2 Consultant shall submit monthly invoices to City describing the Services performed during the preceding month. Consultant's invoices shall include a brief description of the Services performed, the dates the Services were performed, the number of hours spent and by whom, and a description of reimbursable expenses related to the Services. City shall pay Consultant no later than thirty (30) days after receipt and approval by City of Consultant's invoice. 5.3 Any notice or other communication required, or which may be given, pursuant to this Agreement, shall be in writing. Any such notice shall be deemed delivered (i) on the date of delivery in person; (ii) five (5) days after deposit in first class registered mail, with return receipt requested; (iii) on the actual delivery date if deposited with an overnight courier; or (iv) on the date sent by facsimile or electronic mail transmission (including PDF), if confirmed with a copy sent contemporaneously by first class, certified, registered or express mail; in each case properly posted and fully prepaid to the appropriate address set forth below, or such other address as a Party may provide notice in accordance with this section: CITY: CONSULTANT: City Clerk City of Redlands 35 Cajon Street P.O. Box 3005 (mailing) Redlands, CA 92373 jdonaldson@cityofredlands.org Phone: (909) 798-7531 2 I:\emo\Agreements\The Counseling Team FY22-0219.docx jm Julie Casto Koot, Executive Director Nancy K. Bohl, Inc. dba The Counseling Team International 1881 Business Center Drive, #11 San Bernardino, CA 92408 jkoot@thecounselingteam.com Phone: 800-222-9691 Fax: 909-384-0734 ARTICLE 6 — INSURANCE AND INDEMNIFICATION 6.1 The following insurance coverage required by this Agreement shall be maintained by Consultant for the duration of its performance of the Services. Consultant shall not perform any Services unless and until the required insurance listed below is obtained by Consultant. Consultant shall provide City with certificates of insurance and endorsements evidencing such insurance prior to commencement of the Services. Any cancelled or non -renewed policy will be replaced with no coverage gap and a current Certificate of Insurance will be provided to the City. A. Workers' Compensation and Employer's Liability, insurance in the amount that meets statutory requirements with an insurance carrier acceptable to City, or certification to City that Consultant is self -insured or exempt from the workers' compensation laws of the State 'of California. Consultant shall execute and provide City with Exhibit "C ," titled "Workers' Compensation Insurance Certification," which is attached hereto and incorporated herein by this reference, prior to performance of the Services. B. Comprehensive General Liability insurance with carriers acceptable to City in the minimum amount of One Million Dollars ($1,000,000) per occurrence and Two Million Dollars ($2,000,000) aggregate, for public liability, property damage and personal injury is required. City shall be named as an additional insured and such insurance shall be primary and non-contributing to any insurance or self-insurance maintained by City. C. Consultant shall secure and maintain professional liability insurance throughout the term of this Agreement in the amount of One Million Dollars ($1,000,000) per claim made. D. Business Auto Liability coverage, with minimum limits of One Million Dollars ($1,000,000) per occurrence, combined single limit bodily injury liability and property damage liability. This coverage shall include all Consultant owned vehicles used in connection with Consultant's provision of the Services, hired and non -owned vehicles, and employee non -ownership vehicles. City shall be named as an additional insured and such insurance shall be primary and non-contributing to any insurance or self- insurance maintained by City. E. Consultant is expressly prohibited from assigning or subcontracting any of the Services without the prior written consent of City. In the event of mutual agreement by the Parties to assign or subcontract a portion of the Services, Consultant shall add such assignee as an additional insured to the insurance policies required hereby and provide City with the insurance endorsements prior to any Services being performed by the assignee or subcontractor. 6.2 Consultant shall defend, indemnify and hold harmless City and its elected and appointed officials, employees and agents from and against any and all claims, losses or liability, including attorneys' fees, arising from injury or death to persons or damage to property 3 I:\emo\Agreements\The Counseling Team FY22-0219,docx-jm occasioned by any negligent act or omission by, or the willful misconduct of, Consultant, or its officers, employees and agents in performing the Services. ARTICLE -CONFLICTS OF INTEREST 7.1 Consultant covenants and represents that it does not have any investment or interest in any real property that may be the subject of this Agreement or any other source of income, interest in real property or investment that would be affected in any manner or degree by the performance of Consultant's Services. Consultant further covenants and represents that in the performance of its duties hereunder, no person having any such interest shall perform any Services under this Agreement. 7.2 Consultant agrees it is not a designated employee within the meaning of the Political Reform Act because Consultant: A. Does not make a governmental decision whether to: (i) approve a rate, rule or regulation, or adopt or enforce a City law; (ii) issue, deny, suspend or revoke any City permit, license, application, certification, approval, order or similar authorization or entitlement; (iii) authorize City to enter into, modify or renew a contract; (iv) grant City approval to a contract that requires City approval and to which City is a party, or to the specifications for such a contract; (v) grant City approval to a plan, design, report, study or similar item; (vi) adopt, or grant City approval of, policies, standards or guidelines for City or for any subdivision thereof. B. Does not serve in a staff capacity with City and in that capacity, participate in making a governmental decision or otherwise perform the same or substantially the same duties for City that would otherwise be performed by an individual holding a position specified in City's Conflict of Interest Code under Government Code section 87302. 7.3 In the event City determines that Consultant must disclose its financial interests, Consultant shall complete and file a Fair Political Practices Commission Form 700, Statement of Economic Interests, with the City Clerk's office pursuant to the written instructions provided by the City Clerk. ARTICLE 8 — GENERAL CONSIDERATIONS 8.1 In the event any action is commenced to enforce or interpret any of the terms or conditions of this Agreement the prevailing Party shall, in addition to any costs and other relief, be entitled to the recovery of its reasonable attorneys' fees, including fees for the use of in- house counsel by a Party. 8.2 Consultant shall not assign any of the Services, except with the prior written approval of 4 I:\cmo\Agreements\The Counseling Team FY22-0219.docx jm City and in strict compliance with the terms and conditions of this Agreement. Any assignment or attempted assignment without such prior written consent may, in the sole discretion of City, result in City's immediate termination of this Agreement. 8.3 Consultant is for all purposes under this Agreernent an independent contractor and shall perform the Services as an independent contractor. Neither City nor any its agents shall have control over the conduct of Consultant or Consultant's employees, except as herein set forth. Consultant shall supply all necessary tools and instrumentalities required to perform the Services. Assigned personnel employed by Consultant are for its account only, and in no event shall Consultant or personnel retained by it be deemed to have been employed by City or engaged by City for the account of, or on behalf of City. Consultant shall have no authority, express or implied, to act on behalf of City in any capacity whatsoever as an agent, nor shall Consultant have any authority, express or implied, to bind City to any obligation. 8.4 This Agreement may be terminated by City, in its sole discretion, by providing not less than five (5) days prior written notice to Consultant of City's intent to terminate. If this Agreement is terminated by City, an adjustment to Consultant's compensation shall be made, but (1) no amount shall be allowed for anticipated profit or unperformed Services, and (2) any payment due Consultant at the time of termination may be adjusted to the extent of any additional costs to City occasioned by any default by Consultant. Upon receipt of a termination notice, Consultant shall immediately discontinue its provision of the Services and, within five (5) days of the date of the termination notice, deliver or otherwise make available to City, copies (in both hard copy and electronic form, where applicable) of project related data, design calculations, drawings, specifications, reports, estimates, summaries and such other information and materials as may have been accumulated by Consultant in performing the Services. Consultant shall be compensated on a pro-rata basis for Services completed up to the date of termination. 8.5 Consultant shall maintain books, ledgers, invoices, accounts and other records and documents evidencing costs and expenses related to the Services for a period of three (3) years, or for any longer period required by law, from the date of final payment to Consultant pursuant to this Agreement. Such books shall be available at reasonable times for examination by City at the office of Consultant. 8.6 This Agreement, including the Exhibits incorporated herein by reference, represents the entire agreement and understanding between the Parties as to the matters contained herein, and any prior negotiations, written proposals or verbal agreements relating to such matters are superseded by this Agreement. Except as otherwise provided for herein, any amendment to this Agreement shall be in writing, approved by City and signed by City and Consultant. 8.7 This Agreement shall be governed by and construed in accordance with the laws of the State of California, without regard to its conflicts of laws provisions. The Parties agree that all actions or proceedings arising in connection with this Agreement shall be tried and litigated only in the state courts located in San Bernardino County, California, and the 5 I:\emo\Agreements\ The Counseling Team FY22-0219.docx-jm federal courts located in Riverside County, California. 8.8 If one or more of the sentences, clauses, paragraphs or sections contained in this Agreement is declared invalid, void or unenforceable by a court of competent jurisdiction, the same shall be deemed severable from the remainder of this Agreement and shall not affect, impair or invalidate the remaining sentences, clauses, paragraphs or sections contained herein, unless to do so would deprive a Party of a material benefit of its bargain under this Agreement. IN WITNESS WHEREOF, duly authorized representatives of City and Consultant have signed in confirmation of this Agreement. CITY OF ddie Tejeda, Mayor ATTEST: e Donaldson, City Clerk 6 I:\cmo\Agreements\The Counseling Team FY22-0219.docx-jm NANCY K. BOHL dba THE COUNSELING TEAM INTERNATIONAL asto Koot, Executive Director EXHIBIT "A" Scope of Services c. Approach and Methodology: Provide a straightforward and concise presentation. The propgsal should Include a dedcrlptian of your understanding of the City and emphasize a clear understanding of the scope of services required and demonstrate the necessary resources to perform the intended services. TCTI understands the City of Redlands is seeking an Employee Assistanee Program for their Safety employees, TCTI understands the function of the EAP is to attend to the emotional, mental and psychologleal health of employees and their eligible family Members by providing access to outside counseling and referrals to appropriate community and professional resource for help in resolving problems, Core Ceeneeiinq For safety employees and their dependents: • Up to ten (10) sessions of assessment and referraltshort-term counseling per family (employee and his or her dependents) per incident per calendar year for City Safety Officers; and • Up to four hundred (400) special purpose counseling sessions to be allocated overthe three (3) year with an option to extend services for two (2) additional one (1) year extensions with the same terms and coreiltiions during the life of the contract as informal or Formal Manager referrals TCTI understands the vendor shall also provide: Licensed professional EAP counselors — experienced in providing EAP services — shall deliver confidential, Infer on ilia -Perm; Solution fbaused sessment eiridoounaeiing sessions for enrp e®sand their families members who are experiencing file problems of any kind. These sessions shah be conducted in safe, private, and confidential offices, Licensed professional EAP counselors— experienced in providing EAP services — shall deliver confidential, teiehealth short tern, solution focused assessment and counseling sessions for employees and their families members who are experiencing life problems of any kind. These sessions shall be conducted using safe and secure virtual platforms. Licensed, professional EAP counselors shall be available in sufficient numbers and in appropriate locations to deliver both urgent and non -urgent services in a timely manner, Urgent request for service shall be met within 24 hours and non -urgent request within five business days, The EAP will provide counseling for problems related, but not limited to: stress, family, work, grief, smoking cessation, alcohol & drug abuse, marriage & divorce, depression, parent -child relationships, childlspouse abuse, aging, eldercare, eating disorders, financial and credit problems, gambling, conflict resolution, serious illness/death of a family member, and mental heath issues, 7 I:\cmo\Agreements\The Counseling Team FY22-0219,docx jm EXHIBIT "B" Fee Schedule Title COST PAGE YEAR I. The Counseling Team International will provide confidential assessment and counseling services to safety employees and their dependents. The pricing will include the following: A. Short -teen confidential, professional counseling for approximately 155 safety employees aid their eligible dependents living within the home. 1. Up to ten (10) sessions of assessment and refesral/short tenn counseling per family (employee and luslher dependents), per incident, per calendar year for city, safety officers.. 2. Up to four hundred (400) special purpose counseling sessions to be allocated over the three (3) year life of the contract as formal or informal l<n><anager referrals. B. Supervisor Referrals/Consultations —provide consultations with supervisors regarding problem safety employees and/or any aspect of the Employee Assistance Prog anx. C. Follow-up Sessions - for safety employees involved in Critical Incidents. ID. Orientation - TCTI will conduct an initial orientation for command staff ond/or peer :tpport to explain the F:rplayee Assistance Program (EAP). E. Health Fair - TCTI will attend one health fair a year. F. Brown Bag Seminar - TCTI will conduct Twelve (12) Sixty (60) 11/4iJinute seal ,n�rs nzuit►,�lly. AlI benefits and services above will NOT EXCEED the annual amount ©f $34 800.00. This will be billed at the rate of $2,900.00 per month. Additional services not included in the annual amount_ A. Crd ct l Incident Intervention - provide Stand.BY-Status (SBS) 24/7/365'On-call Critca Management services at the reduced rate of $275..00 per hour port to part. B. Training — provide a wide variety of !Tailing classes at the reduced rate of $225.0O per hour port to port. 8 1:\cmo\Agreements\The Counseling Team FY22-0219.docx-jm COST PAGE YEAR 2 The Counseling Team International will provide confidential assessment and counseling services to safety employees and their dependents. The pricing will include the following: A. Short-term confidential, professional counseling for appro:umately 155 safety `etuployees and their eligible dependents Living within the home. 1 Up to ten (10) sessions of assessment and referral/short terns counseling per family (employee and Ins/her dependents), per incident, per calentdar year for city safety officers. 2 Up to four hundred (400) speetal putpose counseling sessions to be allocated over the t see (3) year life of the contract as forxnai or informal manager referrals.. i Supervisor Referrals!Consu ltntions — provide consultations with supervisors regarding problem safety employees and/or any aspect of the Employee Assistance Program. C. Follow-up Sessions - for safety employees involved in Critical Incidents. D. Orientation - TCTI will conduct an initial orientation for command staff andf or peer support to explain the Employee Assistance Program (EAP). . Health Fai- TCTI will attend one health fair a year. F Brown Rag Seminar - TCTT will conduct Twelve (17.) Sixty (60) Mitmte Seminars annually All benefits and services above will NOT EXCEED the annual amount of $36,540.00. This will be billed at the rate of $3,045.00.00 per month. Additional services not included in the annual amount. A. Critical Incident Intervention - provide Stand -By -Status (SBS) 24/7/365 On -call Critical Incident Stress Management services at the reduced rate of $290.00 per hour port to port. B. Training — provide a wide variety of training classes at the reduced rate of $240.00 per hour port to port. 9 1:\cmo\Agreements\The Counseling Team FY22-0219.docx jm COST PAGE YEAR 3 The Counseling Team International will provide confidential assessment and counseling .services to safety employees and their dependents. The pricing. will include the followttng: A. Short -terns confidential, professional counseling for approximately 155 safety employees and their eligible dependents living within the home. 1 Up to ten (10) sessions of assessment and referral/short terrnx counseling per family (employee andhis/her dependents), per incident, per calendar year for city safety officers,. 2 Up to fourliundred (400) special pupose counseling sessions to be allocated over the the (3 year life of the contract as formal or informal manager referrals. B. Supervisor Referrals/Consultations — provide consultations with supervisors regarding problem safety employees and/or any aspect of the Employee Assistance Program. C. Follow-up Sessions - for safety employees involved in Critical Tucidents. D. Orientation - TCTI will conduct AD initial orientation for command staff uidlor peer upport to e cplain the Employee Assistance Program (EAP). E. Health Fair - TCTI will attend one health fair a year. F, Brown Bag Seminar -'TCTI will conduct Twelve (12) Sixty (60) Minute seminarsannually. All benefits and services above will NOT EXCEED the annual mom of $382400.00. This wilt be billed at the rate of $3,200.00 per month. Additional services ,got itrcludedin the annual amount. A. Critical Incident Intetventiort _ provide Stand -By -Status (SBS) 24/7/365 On -call Critical Incident Stress Management services at the reduced rate of $305,00 per hour port to port. B. Training — provide a wide variety of Naming classes at the reduced rate of $255.00 per hour port to port. There will be a 5% increase on all charges if you continue services in Year 4 and a 5% increase an all charges if you continue services in Year 5. 10 I:\cmo\Agreements\Tile Counseling Team FY22-0219,docx jm EXHIBIT " C" WORKERS' COMPENSATION INSURANCE CERTIFICATION Every employer, except the State, shall secure the payment of compensation in one or more of the following ways: (a) By being insured against liability to pay compensation by one or more insurers duly authorized to write compensation insurance in this State. (b) By securing from the Director of Industrial Relations, a certificate of consent to self -insure, either as an individual employer, or as one employer in a group of employers, which may be given upon furnishing proof satisfactory to the Director of Industrial Relations of ability to self -insure and to pay any compensation that may become due to his or her employees. CHECK ONE I am aware of the provisions of Section 3700 of the Labor Code which requires every employer to be insured against liability for Workers' Compensation or to undertake self- insurance in accordance with the provisions of that Code, and I will comply with such provisions before commencing the performance of the work and activities required or permitted under this Agreement. (Labor Code §1861). I affirm that at all tittles, in performing the work and activities required or permitted under this Agreement, I shall not employ any person in any manner such that I become subject to the workers' compensation laws of California. However, at any time, if I employ any person such that I become subject to the workers' compensation laws of California, immediately I shall provide the City with a certificate of consent to self -insure, or a certification of workers' compensation insurance. I certify under penalty of perjury under the laws of the State of California that the information and representations made in this certificate are true and correct. Nancy K. Bohl dba The Counseling Team International asto Koot, Exd Director 11 I:\cmo\Agreements\The Counseling Team FY22-0219.doex jm Date: