Ordinance No. 8,065970911 -10
ORDINANCE NO. 8065
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 /100 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/ 100 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 affirmative vote of the City Council of the City
of Baytown this the I I" day of September, 1997.
14� C, 4-f -
PETE C. ALFARO, Mayor
ATTEST: -
EILEEN, P. HALL, City Clerk
APPROVED AS TO FORM:
ACIO RAMIREZ, S ity Attorney
c:\WM \city council \ordinanceslntcrfacc97.ord
CONTRACT
for
CITY OF BAYTOWN
MANAGED MENTAL H. A LTH PL US
and
EMPLOYEE ASSISTANCE PROGRAM
Provided
by
INTERFACE EAP, INC.
7570 Woodway, Suite 350 * Houston, Texas 77053 * (713) 781 -3364 * 1- 800 - 324 -4327
EXNIBW A
LZ:ZT L6. TT d3S 22d c5b 'ONI dU3 38ddN31NI ti9Z2T8L2T2,
This contract is between CITY OF BAYTOWN and Interface EAP, Inc. for Managed Mental Health
46 Plus (MMHP), supported by an Employee Assistance Program (EAP).
I. EAP Services
The services to be provided by Interface EAP, Inc. are as follows:
1. 24 hour telephone service with both a local Houston and toll free national number for
employees and family members to use for any personal problem. As used in this Contract "family
member" shall include an employee, as well as the employee's spouse and dependent eligible children.
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 ..)n recognizing, documenting and referring a troubled employee to the EAP as well as
information on all services provided by the EAR
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 Prop am Coordinator
and will include prinked material.
S. 01,going 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 BAYTOWN's
position on employees who use the EAR
7. Quarterly utilization review. This 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 NRYW will be provided with a breakdown of cost and the number of
persons referred for treatment under the health plan.
S. Critical Incident Stress Debriefing to take place between 24 and 72 hours after a
qualifying traumatic incident.
II. Manazd dare ,;services
1. 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.
2. 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.
3. 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.
• 4. ?mrMHP 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
L2 : 2E L LS, TT d3S E�"d Est? ' ]N I &J3 3Jd3�'31N E *?9E Z $LE? L
5. To insure negotiated discounts are received by your TPA, Interface will receive for
review and /or re- pricing bills for treatment from facilities with which Interface has a PPAs. Interface will
then forward the bills to your Administrator for processing and payment within three business days.
M. Procedures
An employee /family member will have initial contact with a clinically trained case manager
at Interface. A case will be opened and they will be referred to a professional counselor in Interface's
network. This will be a licensed counselor established in private practice with experience in the area of the
presenting problem. The employee /family member may request another counselor, for any reason, after
their first session without losing that session as one of their allotted sessions for that problem. Contact with
the EAP may be initiated by the employee, a supervisor, or both. A family member may be referred to the
program by their owl call or by a referral of the employee. On a case by case basis Interface will evaluate
the need to cover extended family members who live within the household of the covered employee. EAP
benefits will only b;; available to those extended family members if deemed clinically appropriate in
resolving the problem(s) presented by the employee or immediate family member.
When an employee or family member contacts the EAP they will be directed to the most
convenient office loa;:ation, in your area, 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.
IV. Publicity of Services
CITY OF BAYTOWN will inform its employees of the service provided by Interface with
at least a letter advising that the program is confidential, and that any employee seeking assistance will not
jeopardize his/her position with the City.
InterRice will provide literature in the form of brochures describing the EAP, and all
services included in Section I of this proposal.
V. Re p rt
When the initial contact is the result of a supervisory referral in regards to job performance,
the supervisor will 1:n 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 wish 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.
Neithcr the purpose nor content of the contact by an employee or family member will be
revealed to any representative of the City.
CI'T'Y 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.
0 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.
Page - 3
22 =ZT L6. TT d3S 7?d Z5b 9NI du-3 39d-�L+31N[ b9TS:T3L2TL
09/11/97 17:40 FAX 504 386 ROYAL SO., NO Z002
SEP 11 '97 8S:21PM CI1-Y OF EAYTC, _ .
® Except as prodded herein, or by lawn, the identity of the employee or t mily member, the
nature of the com=, tm:=t progress and prognosis. will be canfidentJAI and reported to wo one without
dw w=ittep consent of tie employee or fam2y member.
V1.
An EAP rofessional. will be available to to
crop ye}es and Yamrly members 24 hours a nay v�
the national toll free mmber to Sct up a counse1mg appomtracnt. The FAP may also be called upon by
supetsrisors to assist in problem ide: icanan. doammctng impaired job performance, i =r cntioa with a
problem employee, ror otber conceraa.
Sessia as with a counselor ail be on an as needed basis, and will be free of cl>atge to the
etaployce and/or fandly member as dcserfbad h=3D 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)
2e1#g help. If the pwbltrn is long term, a referral to the appropriate progmM(s) shall be made prior to
exhaustitl- the full 6 sessions. Daring the term of this C=Mact, kmzface EAP, Inc. shall provide free of
charge = cmnselm g sessions per problem per year for each family member. If further trra=e= is
needed that is not cowered undWT insuance, Interface EAP, Inc. Will work to make available That treatment
at a Traduced cost to the family.
Refenals for legal problems are provided tbrougb Law Phone. Provided is one phone
consultation per prol)lem, with a maxh=n of 3 uses. Additionally, a local referral with one 30 minute
session at no change to det==j= the sitnatUm or problem is provided- Additional services wirh the
aM=y are provided at a reduccd rate.
i _; .
The noombly ruiner cba p for dc =vi= of intmtwe EAP, Inc. is as follows:
S2 -60 per employee W month
The above charge is to be paid in ly insmlln t= based on the number of covered
employees at the begging of each gaaffa. The t=beino due on October 1, 1997.
VII[. Term Of A bm&
The term of this co=au shall' be from October 1, 1997 through September 30. 1998,
I ►: a►., � 1. ,
Additiso%W trims of this contract ate eomained in Exhibit "A ", which is attached hereto and
incorporated bore in by this ref== for all inlrazs and proposes.
AGREED TO AND EXF CUTE.D THIS DAY OF 1997.
,CITY OF BAYTOWN
BY
Title
DMERFACE , INC.
® BY
Tick
Page - 4
-- - _•, • '11li1 -JN7 bgs_ZTBLETLL
•
7137813364 INTERFACE EAP INC. 457 P06/07 SEP 05 '97 17:55
EXHIBIT "A"
These Exhibit "A" shall supersede and control over the terms and conditions contained in the
Contract for Managed Mental Health Plus and Employee Assistance Prograzn provided by
Interface EAP, Inc., for the City of Baytown dated the day of September, 1997, to the
extent that there is conflict.
• Interface EAP, Inc., shall comply with all rules, regulations and laws of the United States of
America, the State of Texas, and all laws, regulations and ordinances of the City of Baytown
as they now exist or may hereafter be enacted or amended.
• It is expressly agreed and uaderstood by all parties hereto that Interface EAP, Inc., is an
independent contractor in its relationship to the City. Nothing herein contained at any time
or in any manner shall be construed to effect a contract of partnership or jjoiat venture or
render any party hereto the employer or master of any other party and/or its employees,
agents or representatives. All necessary personnel shall be deemed employees of Interface
EAP, Inc.
• The City, besides all other rights or remedies it may have, shall have the right to terminate
this Contract with or without cause upon thirty (30) days' written notice from the City
Manager to Interface LAP of the City's election to do so. Furthermore, the City may
immediately and - without notice terminate this Contract if Interface EAF' breaches this
Contract. A breach of this Contract shall include, but not be limited to, the following:
1, failing to pay any payments due the City, State or Federal Government from
Interface EAP, Inc., or its principals, including, but not limited to, any taxes, fees,
assessments, liens, or any payments idurtified in this Contract;
2. the institution of voluntary or involuntary bankruptcy proceeding against Interface
FAP;
3. the dissolution of Interface EAP;
4. the violation of any provision of this Contract; and/or
5. the abandonment of the Contract or any portion thereof and discontinuance of
Interface EAP's services or any portion thereof.
Upon delivery of any notice of termination required herein, Inmrrfacc EAP, Inc., shall
discontinue all services in connection with the perfonnancc of the Contract. Within thirty
(30) days after receipt of the notice of termination, Interface EAF, Inc., shall refund any
monies prepaid by the City prorated to the date of the termination.
® • All notices required to be given hereunder shall be given in writing eithcj: by telecopier,
overnight, or facsimile trw%miasion, certified or registered snail at the respective addresses of
the parties set forth herein or at such other address as may be designated in vrriting by either
Interface's Initials �..�
City's Initials
7137813354 INTERFACE EAP INC.
457 P07/07 SEP 05 '97 17:55
�® party. Notice given by mail shall be deemed given thru (3) days after the date of mailing
thereof to the following addresses:
INTERFACE EA.P. INC.
Interface EAP, Inc.
Attn: Rxecutive Director
7670 Woodway, Suite 350
Houston, TX 77063
Fax: (713) 724 -3241
3g=
City of Baytown
Atta: City Manager
P.O. Box 424
Baytown, TX 77522
Fax: (281) 420 -6586
• Interface EAP shall not sell, assign, or transfcr any of its rights or obligations under this
Contract in whole or in part without prior written consent of the City, nor shalll Interface EAP
assign any monies due or to become due to it hereunder without the previou:ii consent of the
City.
Failu = of either party hereto to insist on the strict performance of any of the agreements
herein or to exercise any rights or remedies accruing t1=eunder upon default or failure of
performance shall not be considered a waive of the right to insist on and Us enforce by an
appropriate remedy, strict compliance with any other obligation hereunder ]:o exercise any
right or remedy occurring as a result of any future default or failure of performance.
+ This Contract shall in all respects be interpreted and construed in accon;tance with and
governed by the laws of the State of Texas, regardless of the place of ids execution or
performance. The place of malting and the place of performance for all purposes shall be
Baytown, Harris and Chambers Counties, Texas.
+ All parties agree that should any provision of this Contract be determined to be invalid or
unenforceable, such determination shall not affect any other term of this (:ontract, which
shall continue in full force and effect.
This Contract contains all the agreements of the parties relating to the subje,.:t matter hereof
and is the full and final expression of the agreement between the parties. This Contract shall
not be amended or modified without the express written consent of both parties hereto.
• The officers executing this Contract on behalf of the parties hereby repmaent that such
officers have full authority to execute this Contract and to bind the party he/she represcuts.
® c: k1hSGCAM actunMcfa=Rcw:msnocum=tEAhibisA
L3bufac,e's Initials 1�5
Cky'i Initial&
HUMAN RESOURCES
2
r
i
RECEIVED
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. EAP Services
The services to be provided by Interface EAP, Inc. are as follows:
1. 24 hour telephone service with both a local Houston and toll free national number for
employees and family members to use for any personal problem. As used in this Contract "family
member" shall include an employee, as well as the employee's spouse and dependent eligible children.
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 staffers for
distribution and display.
6. Assistance in establishing a clear policy letter in regards to CITY OF BAYTOWN's
position on employees who use the EAP.
7. Quarterly utilization review. This 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.
S. Critical Incident Stress Debriefing to take place between 24 and 72 hours after a
qualifying traumatic incident.
II. Managed Care Services
1. 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.
2. 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.
3. 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.
4. 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
5.To insure negotiated discounts are received by your TPA, Interface will receive for
review and/or re-pricing bills for treatment from facilities with which Interface has a PPAs. Interface will
then forward the bills to your Administrator for processing and payment within three business days.
III. Procedures
An employee/family member will have initial contact with a clinically trained case manager
at Interface. A case will be opened and they will be referred to a professional counselor in Interface's
network. This will be a licensed counselor established in private practice with experience in the area of the
presenting problem. The employee/family member may request another counselor, for any reason, after
their first session without losing that session as one of their allotted sessions for that problem. Contact with
the EAP 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. On a case by case basis Interface will evaluate
the need to cover extended family members who live within the household of the covered employee. EAP
benefits will only be available to those extended family members if deemed clinically appropriate in
resolving the problem(s) presented by the employee or immediate family member.
When an employee or family member contacts the EAP they will be directed to the most
convenient office location, in your area, 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.
IV. Publicity of Services
CITY OF BAYTOWN will inform its employees of the service provided by Interface with
at least a letter 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.
V. 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.
Page - 3
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.
VI. 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) shall be made prior to
exhausting the full 6 sessions. During the term of this Contract, Interface EAP, Inc. shall provide free of
charge six counseling sessions per problem per year for each family member. If further treatment is
needed that is not covered under insurance, Interface EAP, Inc. 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.
VII. 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 quarterly installments based on the number of covered
employees at the beginning of each quarter. The first being due on October 1, 1997.
VIII. Term of Contract
The term of this contract shall be from October 1, 1997 through September 30, 1998.
IX. Exhibit
Additional terms of this contract are contained in Exhibit "A", which is attached hereto and
incorporated here in by this reference for all intents and purposes.
AGREED TO AND EXECUTED THIS 4Q DAY OF 1997.
CITY OF BAYTOWN
By C.Ce- C.
Title Ma y0
INTERF E AP INC.
By
Title 5 f Q,n--
Page - 4