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Employee Assistance - MercyCITY OF DUBUQUE, IOWA MEMORANDUM March 27, 2001 TO: FROM: SUBJECT: The Honorable Mayor and City Council Members Michael C. Van Milligen, City Manager Agreement with Mercy Medical Center to provide Employee Assistance Program Services Personnel Mamager Randy Peck is recommending approval of an agreement with Mercy Medical Center to provide employee assistance services to the City of Dubuque employees and their family members. I concur with the recommendation and respectfully request Mayor and City Council approval. Michael C MCVMJjh Attachment cc: Barry Lindahl, Corporation Counsel Randy Peck, Personnel Manager CITY OF DUBUQUE, IOWA MEMORANDUM March 14, 2001 TO: FROM: SUBJECT: Michael C. Van Milligen City Manager Randy Peck Personnel Manager Agreement with Mercy Medical Center to provide Employee Assistance Program Services t have attached an agreement with Mercy Medical Center to provide employee assistance services to the City of Dubuque employees and their family members. The annual fee will be 84,770 dollars and it represents an increase of 8530 dollars over the previous year fee schedule. The City of Dubuque has had an employee assistance program since 1989. This is the second increase in their fee since 1991. The last increase occurred in Fiscal Year 2001. The annual fee can be financed within the approved Fiscal Year 2002 budget. The Agreement has been reviewed by our Corporation Counsel Barry Lindahl and he has found it acceptable. I recommend that the Agreement be approved. I request that the City Council approve a motion authorizing you to sign the Agreement. If you have any questions, please feel free to call. RP: bf Enclosure AGREEMENT EMPLOYEE ASSISTANCE PROGRAM The Mercy Medical Center Employee Assistance Program (EAP) agrees to provide the following services to the City of Dubuque: 1. Employee Services. These services shall include: A. Assessment, evaluative counseling, referral, case management and follow-up for all employees and their family members. There is no set limit of the number of sessions allowed for each client, but will be determined by the counselor and parties involved based on a need basis. All sessions involving the client and EAP are at no charge to the employee. Any charge from another provider other than EAP will be the responsibility of the employee or his or her insurance. In the case of employees who are referred by the employer, when a threat of disciplinary action accompanies referral, follow-up services will be provided. Follow-up will be for a period of time determined by the parties involved and will consist of the following: monthly meetings between the employee and the EAP counselor, · weekly contact with any agency the employee is referred to for the duration of his/her involvement at that agency, monthly contact with the supervisor who made the referral. This contact will not involve disclosure of information as to the nature of the employee's problem or recommended treatment. It will serve to inform the supervisor as to the level of the employee's involvement and progress being made in dealing with the identified problem(s); 2. Utilization Review Services. Mercy Medical Center EAP shall provide, on at least an annual basis, statistical data relevant to the utilization of the EAP by employees and their family members. This data shall reflect the number of employees and their family members who have used the program voluntarily and formally, as well as a breakdown of the types of problems dealt with, This data will be statistical in nature and will not include the names of any employees or their family members using the program. AGREEMENT EMPLOYEE ASSISTANCE PROGRAM The Mercy Medical Center Employee Assistance Program (EAP) agrees to provide the following services to the City of Dubuque: 1. Employee Services. These services shall include: A. Assessment, evaluative counseling, referral, case management and follow-up for all employees and their family members. There is no set limit of the number of sessions allowed for each client, but will be determined by the counselor and parties involved based on a need basis. All sessions involving the client and EAP are at no charge to the employee. Any charge from another provider other than EAP will be the responsibility of the employee or his or her insurance. In the case of employees who are referred by the employer, when a threat of disciplinary action accompanies referral, follow-up services will be provided. Follow-up will be for a period of time determined by the parties involved and will consist of the following: monthly meetings between the employee and the EAP counselor, · weekly contact with any agency the employee is referred to for the duration of his/her involvement at that agency, monthly contact with the supervisor who made the referral. This contact will not involve disclosure of information as to the nature of the employee's problem or recommended treatment. It will serve to inform the supervisor as to the level of the employee's involvement and progress being made in dealing with the identified problem(s). 2. Utilization Review Services. Mercy Medical Center EAP shall provide, on at least an annual basis, statistical data relevant to the utilization of the EAP by employees and their family members. This data shall reflect the number of employees and their family members who have used the program voluntarily and formally, as well as a breakdown of the types of problems dealt with. This data will be statistical in nature and will not include the names of any employees or their family members using the program. 3. Fees. Mercy Medical Center EAP shall be paid at the rate of $9.00 per year times the number of full and part-time employees of the City of Dubuque. Full-time employee is herein defined as any employee working thirty-two (32) hours or more per week. 53O Number of Full and Part-time Employees x 89.00 Per Employee = $4,770.00 Annual Fee 4. Manner of Payment. The fee shall be paid to the Mercy Medical Center EAP on an annual basis. 5. Revision/Termination/Effective Date. The terms of this agreement go into effect on July 1, 2001. This agreement may be modified by either party by mutual consent on thirty (30) day written notice of intent to revise the agreement. Either party wishing to terminate this agreement must give thirty (30) days written notice to other party. 6. Insurance. During the term of this agreement, Mercy Medical Center EAP shall maintain insurance as set forth in the attached Insurance Schedule. 7. Indemnification. Mercy Medical Center agrees to defend, indemnify and hold the City harmless from and against any and all claims arising out of Mercy's negligent performance of this agreement. Signed this day of , 2001. Russell M. Knight President and Chief Executive Officer Mercy Medical Center Michael C. Van Milligen City Manager City of Dubuque Revised 3/2001 INSURANCE SCHEDULE INSURANCE REQUIREMENTS FOR PROFESSIONAL SERVICES Any policy of insurance or certificate of insurance required hereunder shall be with a carrier authorized to do business in Iowa and a carrier that has received a rating of A or better in the current Best's Rating Guide. Any policy of insurance required hereunder shall provide for a thirty (30) day notice to the City of any material change- or cancellation of the policy prior to its expiration date. shall have its insurance agent or company certifY in writing that any policy of insurance required herein with an aggregate limit of liability has not been reduced by paid or reserved claims at the time of issuance of policy or certificate. shall furnish copies of the following policies to the City, with limits not less than the following, or greater if required by law. COMMERCIAL GENERAL LIABILITY: General Aggregate Limit Products-Completed Operation Aggregate Limit Personal and Advertising Injury Limit Each Occurrence Limit Fire Damage Limit (any one occurrence) Medical Payments $2,OOO,0OO $1,000,0OO $1,OOO,0OO 91,O00,OOO 9 50,000 9 5,000 OR Combined Single Limit Medical Payments 92,000,000 $ 5,000 Umbrella or Excess Liability* Coverage is to include: occurrence form, premises/operations/products/completed operations coverage, independent contractors' coverage, contractual liability, broad form property damage, personal injury, City of Dubuque named as an additional insured with thirty (30) days written notice of change or cancellation. PROFESSIONAL LIABILITY STATEMENT: shall furnish a certificate of insurance showing professional liability limits with limits of not less than 91 ,OOO, OOO during the term of the project. *To be determined on a case-by-case basis.