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Ordinance No. 7,787960912 -10 ORDINANCE NO. 7787 ® AN ORDINANCE AUTHORIZING AND DIRECTING THE MAYOR TO EXECUTE AND THE CITY CLERK TO ATTEST TO A RENEWAL OF THE PROFESSIONAL SERVICES CONTRACT WITH INTERFACE EMPLOYEE ASSISTANCE PROGRAM, INC., AUTHORIZING PAYMENT BY THE CITY OF BAYTOWN, THE SUM OF SEVENTEEN THOUSAND ONE HUNDRED SIXTY AND NO /100 DOLLARS ($17,160.00); AND PROVIDING FOR THE EFFECTIVE DATE THEREOF. BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY OF BAYTOWN, TEXAS: Section 1: That the City Council of the City of Baytown, Texas, hereby authorizes and directs the Mayor and the City Clerk of the City of Baytown to execute and attest to a renewal of the professional services contract with Interface Employee Assistance Program, Inc. A copy of said contract is attached hereto, marked Exhibit "A," and made a part hereof for all intents and purposes. Section 2: That the City Council of the City of Baytown authorizes payment to Interface Employee Assistance Program, Inc., of the sum of SEVENTEEN THOUSAND ONE HUNDRED SIXTY AND NO 1100 DOLLARS ($17,160.00), pursuant to the Agreement. Section 3: That pursuant to the provisions of Texas Local Government Code Annotated § 252.048, the City Manager is hereby granted general authority to approve any change order involving a decrease or an increase in costs of FIFTEEN THOUSAND AND NO/] 00 DOLLARS ($15,000.00) or less, subject to the provision that the original contract price may not be increased by more than twenty -five (25 %) or decreased by more than twenty -five (25 %) percent without the consent of the contractor to such decrease. Section 4: This ordinance shall take effect immediately from and after its passage by the City Council of the City of Baytown. INTRODUCED, READ and PASSED by the affu-mative vote of the City Council of the City of Baytown this the 12th day of September, 1996. e� L,-r eel_ PETE C. ALFAKO, Mayor ATTEST: EII,EEN P. HALL, City Clerk (MINACIO RAMIREZ, : cAM20%city councillordinanccslnterlace ..ord 0 • CONTRACT for CITY OF BAYTOWN MANAGED MENTAL HEALTH PLUS and EMPLOYEE ASSISTANCE PROGRAM Provided by INTERFACE EAP, INC. I 7670 Woodway, Suite 350 * Houston, Texas 77063 * (713) 781 -3364 * 1- 800 - 324 -4327 H � This contract is betw--en CITY OF BAYT OWN and Interface EAP, Inc. for Managed Mental Health Plus (AIWHP), supported by an Employee Assistance Program (EAP). I. Services The services to be provided by Interface EAP, Inc. are as follows: 1. 24 hour telephone service with a toll free national number for employees and family members to use for any personal problem. 2. Diagnosis, assessment, initial treatment planning, and referral if necessary for personal problems, particularly. those with the potential for affecting work performance. This includes consultation with our professionals until accurate diagnosis and initial treatment plan is reached for each client of the EAR 3. Supervisory/Management training to be provided upon initiation of the program. This will include training on recognizing, documenting and referring a troubled employee to the EAP as well as information on all services provided by the EAP. 4. Employee orientation to familiarize all employees with the services provided by the EAP and the process for utilizing the program. NOTE: Both supervisory training and employee orientations will be presented by a Program Coordinator and will include printed material. 5. Ongoing program awareness in the form of posters, handouts and pay stuliers for distribution and display. 6. Assistance in establishing a clear policy letter in regards to Crff OF BAYTOWN's position on employees who use the EAR 7. Quarterly utilization review which will include nature of the contact, referral source and demographics of employees, providing that certain information will not jeopardize confidentiality. Annual reports for both the EAP and MMHP will be provided with a breakdown of cost and the number of persons referred for treatment under the health plan. 8. Critical Incident Stress Debriefing to take place between 24 and 72 hours after a qualifying traumatic incident. 9. Interface will provide access to hospitals and other treatment facilities with which it has Preferred Provider Agreements (PPAs), thus allowing discounts for treatment to your health plan. 10. Interface EAP will serve as the gatekeeper for the mental health and substance abuse portion of your health plan. Through plan design, all covered persons will have a financial incentive to contact Interface before seeking treatment. 11. Interface will review, along with your Administrator, your health plan design for mental health and substance abuse coverage and recommend any changes that will enhance Interface's ability to direct cost effective treatment. 12. MMHP will provide individual case management to insure cost •containment and quality of service provided by referral resources. This continues after discharge to insure a quality after -care program. Page - 2 13. To insure negotiated disccunts are received by your health plan, Interface will receive for review and/or re- pricing bills for treatment from facilities with which it has PPAs. Inte . =ice rfiil then forward to your Administrator the bills for ® processing and payment. II. Procedures An employee will have initial contact with a professional counselor of Interface. That contact may be initiated by the employee, a supervisor, or both. A family member may be referred to the program by their own call, or by a referral of the employee. When an employee or family member contacts the EAP they will be directed to the most convenient office location where a professional counselor will be assigned to diagnose, assess, formulate an initial treatment plan, and if necessary refer for additional treatment. In all instances the need and/or problem will be addressed. The goal of the counseling process for an employee will be his/her effective return to full productivity. III. Publicity of Services CITY OF BAYTOWN will inform its employees of the service provided by Interface with at least a letter from the City Manager advising that the program is confidential, and that any employee seeking assistance will not jeopardize his/her position with the City. Interface will provide literature in the form of brochures describing the EAP, and all services included in Section I of this proposal. IV. rtin When the initial contact is the result of a supervisory referral in regards to job performance, the supervisor will be informed by the EAP counselor: 1) whether the employee has contacted the Employee Assistance Program; 2) whether treatment goals have been established (without identification of those goals); 3) whether there is progress (but not the nature of that progress) toward treatment goals. Interface provides an employee authorization form for the release of pertinent information to the supervisor regarding the progress of treatment and encourages this release if the employee has been referred by a supervisor. Employees who make their own contact (self - referrals) with the EAP will be encouraged to share information with supervisors if deemed appropriate by the counselor. No reports will be made to the City concerning self - referrals other than the agreed upon reports in Section I. Neither the purpose nor content of the contact by an employee or family member will be revealed to any representative of the City. CITY OF BAYTOWN will provide a list of employees including their social security number and address to Interface for the purpose of verifying employment. An updated list will be provided as employment changes. Agreed upon analysis is dependent upon the existence of data to be provided' by CITY OF BAYTOWN in a relatively accessible form with all due regard for the confidentiality of employees. • Except as provided herein, or by law, the identity of the employee or family member, the nature of the contact, treatment progress and rognosis, will be confidential and reported to no one without the written consent of the emptoyee or family member. Page - 3 • V. Consultation An EAP professional will be available to employees and family members 24 hours a day via the national toll free number to set up a counseling appointment. The EAP may also be called upon by supervisors to assist in problem identification, documenting impaired job performance, intervention with a-problem employee, or other concerns. Sessions with a counselor will be on an as needed basis, and will be free of charge to the employee and/or family member as described herein. The EAP will be used first to obtain an assessment of the problem. If the problem is short term, additional EAP sessions will be available for the person(s) seeking help. If the problem is long term, a referral to the appropriate program(sY could be made prior to exhausting the full 6 sessions. The maximum number of sessions provided free annually to each covered person/family seeking help is 6 per problem and/or - occurrence of using the EAP. If further treatment is needed that is not covered under insurance, Interface will work to make available that treatment at a reduced cost to the family. Referrals for legal problems are provided through Law Phone. Provided is one phone consultation per problem, with a maximum of 3 uses. Additionally, a local referral with one 30 minute session at no charge to determine the situation or problem is provided. Additional services with the attorney are provided at a reduced rate. VI. Pr QL m Cost The monthly retainer charge for the services of Interface EAP, Inc. is as follows: $2.60 per employee per month The above charge is to be paid in 4 quarterly installments based on the number of covered employees at the beginning of each month. The first being due on October 1, 1996. VII. Trm f Contract The term of this contract shall be from October 1, 1996 through September 30, E1'.1'YA AGREED TO AND EXECUTED THIS DAY OF CITY OF BAYTOWN LM Title INTERFAC E , INC. By .. �— Fred Newman President Page - 4 1996. CONTRACT for CITY OF BAYTOWN MANAGED MENTAL HEALTH PLUS and EMPLOYEE ASSISTANCE PROGRAM Provided by INTERFACE EAP, INC. 7670 Woodway, Suite 350 * Houston, Texas 77063 * (713) 781-3364 * 1-800-324-4327 This contract is between CITY OF BAYTOWN and Interface EAP, Inc. for Managed Mental Health Plus (MMHP), supported by an Employee Assistance Program (EAP). I. Services The services to be provided by Interface EAP, Inc. are as follows: 1. 24 hour telephone service with a toll free national number for employees and family members to use for any personal problem. 2. Diagnosis, assessment, initial treatment planning, and referral if necessary for personal problems, particularly those with the potential for affecting work performance. This includes consultation with our professionals until accurate diagnosis and initial treatment plan is reached for each client of the EAP. 3. Supervisory/Management training to be provided upon initiation of the program. This will include training on recognizing, documenting and referring a troubled employee to the EAP as well as information on all services provided by the EAP. 4. Employee orientation to familiarize all employees with the services provided by the EAP and the process for utilizing the program. NOTE: Both supervisory training and employee orientations will be presented by a Program Coordinator and will include printed material. 5. Ongoing program awareness in the form of posters, handouts and pay stuffers for distribution and display. 6. Assistance in establishing a clear policy letter in regards to CITY OF BAYTOWNs position on employees who use the EAP. 7. Quarterly utilization review which will include nature of the contact, referral source and demographics of employees, providing that certain information will not jeopardize confidentiality. Annual reports for both the EAP and MMHP will be provided with a breakdown of cost and the number of persons referred for treatment under the health plan. 8. Critical Incident Stress Debriefing to take place between 24 and 72 hours after a qualifying traumatic incident. 9. Interface will provide access to hospitals and other treatment facilities with which it has Preferred Provider Agreements (PPAs), thus allowing discounts for treatment to your health plan. 10. Interface EAP will serve as the gatekeeper for the mental health and substance abuse portion of your health plan. Through plan design, all covered persons will have a financial incentive to contact Interface before seeking treatment. 11. Interface will review, along with your Administrator, your health plan design for mental health and substance abuse coverage and recommend any changes that will enhance Interface's ability to direct cost effective treatment. 12.MMHP will provide individual case management to insure cost containment and quality of service provided by referral resources. This continues after discharge to insure a quality after-care program. Page - 2 13. To insure negotiated discounts are received by your health plan, Interface will receive for review and/or re-pricing bills for treatment from facilities with which it has PPAs. Interface will then forward to your Administrator the bills for processing and payment. II. Procedures An employee will have initial contact with a professional counselor of Interface. That contact may be initiated by the employee, a supervisor, or both. A family member may be referred to the program by their own call, or by a referral of the employee. When an employee or family member contacts the EAP they will be directed to the most convenient office location where a professional counselor will be assigned to diagnose, assess, formulate an initial treatment plan, and if necessary refer for additional treatment. In all instances the need and/or problem will be addressed. The goal of the counseling process for an employee will be his/her effective return to full productivity. III. Publicity of Services CITY OF BAYTOWN will inform its employees of the service provided by Interface with at least a letter from the City Manager advising that the program is confidential, and that any employee seeking assistance will not jeopardize his/her position with the City. Interface will provide literature in the form of brochures describing the EAP, and all services included in Section I of this proposal. IV. Reporting When the initial contact is the result of a supervisory referral in regards to job performance, the supervisor will be informed by the EAP counselor: 1) whether the employee has contacted the Employee Assistance Program; 2) whether treatment goals have been established (without identification of those goals); 3) whether there is progress but not the nature of that progress) toward treatment goals. Interface provides an employee authorization form for the release of pertinent information to the supervisor regarding the progress of treatment and encourages this release if the employee has been referred by a supervisor. Employees who make their own contact (self-referrals) with the EAP will be encouraged to share information with supervisors if deemed appropriate by the counselor. No reports will be made to the City concerning self-referrals other than the agreed upon reports in Section I. Neither the purpose nor content of the contact by an employee or family member will be revealed to any representative of the City. CITY OF BAYTOWN will provide a list of employees including their social security number and address to Interface for the purpose of verifying employment. An updated list will be provided as employment changes. Agreed upon analysis is dependent upon the existence of data to be provided by CITY OF BAYTOWN in a relatively accessible form with all due regard for the confidentiality of employees. Except as provided herein, or by law, the identity of the employee or family member, the nature of the contact, treatment progress and prognosis, will be confidential and reported to no one without the written consent of the employee or family member. Page - 3 V. Consultation An EAP professional will be available to employees and family members 24 hours a day via the national toll free number to set up a counseling appointment. The EAP may also be called upon by supervisors to assist in problem identification, documenting impaired job performance, intervention with a problem employee, or other concerns. Sessions with a counselor will be on an as needed basis, and will be free of charge to the employee and/or family member as described herein. The EAP will be used first to obtain an assessment of the problem. If the problem is short term, additional EAP sessions will be available for the person(s) seeking help. If the problem is long term, a referral to the appropriate program(s) could be made prior to exhausting the full 6 sessions. The maximum number of sessions provided free annually to each covered person/family seeking help is 6 per problem and/or occurrence of using the EAP. If further treatment is needed that is not covered under insurance, Interface will work to make available that treatment at a reduced cost to the family. Referrals for legal problems are provided through Law Phone. Provided is one phone consultation per problem, with a maximum of 3 uses. Additionally, a local referral with one 30 minute session at no charge to determine the situation or problem is provided. Additional services with the attorney are provided at a reduced rate. VI. Program Cost The monthly retainer charge for the services of Interface EAP, Inc. is as follows: 2.60 per employee per month The above charge is to be paid in 4 quarterly installments based on the number of covered employees at the beginning of each month. The first being due on October 1, 1996. VII. Term of Contract The term of this contract shall be from October 1, 1996 through September 30, 1997. AGREED TO AND EXECUTED THIS /3 DAY OF i Los 1996. CITY OF BAYTOWN By e. 4- 6/64(--/ Title 1 v INTER,t1E7, INC. By Fred Zwman President Page - 4