Employee Assistance Program Agreement - Employee & Family Resources Copyright 2014
City of Dubuque Consent Items # 27.
ITEM TITLE: Employee Assistance Program
SUMMARY: City Manager recommending approval of the selection of
Employee and Family Resources as the City's Employee
Assistance Program provider.
SUGGESTED DISPOSITION: Suggested Disposition: Receive and File; Approve
ATTACHMENTS:
Description Type
Employee Assistance Program-MVM Memo City Manager Memo
Staff Memo Staff Memo
EAP Contractual Agreement Supporting Documentation
EAP Proposal Supporting Documentation
THE CITY OF Dubuque
UBE I
erica .i
Masterpiece on the Mississippi 2007-2012-2013
TO: The Honorable Mayor and City Council Members
FROM: Michael C. Van Milligen, City Manager
SUBJECT: Employee Assistance Program Agreement
DATE: May 31, 2016
On January 15, 2016, Mercy Hospital discontinued the Employee Assistance Program.
The Employee Assistance Program was made available to all full-time and part-time
employees and their immediate families. Personnel Assistant Gina Noel has obtained
quotes from two employee assistance providers. The following quotes were received
from Employee and Family Resources and Carebridge:
• Employee and Family Resources - $20.16 per employee per year or $14,394.24
annually.
• Carebridge - $14.16 per employee per year or $10,110 annually.
The annual fees are based on 714 employees.
The Health Care Committee recommends that Employee and Family Resources be
selected as the City's Employee Assistance Program provider and that the City
purchase the EAP core option. Although their fee is higher than Carebridge, their quote
includes up to six in person counseling sessions for each separate issue, per household
member. There is no annual limit on issues. The quote from Carebridge is limited to
three in person sessions annually. Employee and Family Resources has eighteen
providers in Dubuque. Carebridge would not provide a list of local providers unless they
were given the addresses of the City employees, which was not provided.
Personnel Manager Randy Peck recommends City Council approval of the selection of
Employee and Family Resources as the City's Employee Assistance Program provider.
Sufficient funds are available in the Health Insurance Reserve.
I concur with the recommendation and respectfully request Mayor and City Council
approval.
Mic ael C. Van Milligen
MCVM:jh
Attachment
cc: Barry Lindahl, City Attorney
Cindy Steinhauser, Assistant City Manager
Teri Goodmann, Assistant City Manager
Randy Peck, Personnel Manager
2
THE CITY OF Dubuque
L,�UTB-)UTQUE
I-AmericaCll�
Masterpiece on the Mississippi 2007.2012.2013
TO: Michael C. Van Milligen, City Manager
FROM: Randy Peck, Personnel Manager ic
SUBJECT: Employee Assistance Program Agreement
DATE: May 26, 2016
On January 15, 2016, Mercy Hospital discontinued the Employee Assistance Program.
The Employee Assistance Program was made available to all full-time and part-time
employees and their immediate families. Personnel Assistant Gina Noel has obtained
quotes from two employee assistance providers. The following quotes were received
from Employee and Family Resources and Carebridge:
• Employee and Family Resources - $20.16 per employee per year or$14,394.24
annually.
• Carebridge - $14.16 per employee per year or $10,110 annually.
The annual fees are based on 714 employees.
The Health Care Committee recommends that Employee and Family Resources be
selected as our Employee Assistance Program provider and that we purchase the EAP
core option. Although their fee is higher than Carebridge, their quote includes up to six
in person counseling sessions for each separate issue, per household member. There
is no annual limit on issues. The quote from Carebridge is limited to three in person
sessions annually. Employee and Family Resources has eighteen providers in
Dubuque. Carebridge would not provide a list of local providers unless we gave them
the addresses of our employees, which I would not provide to them.
City Attorney Barry Lindahl has reviewed the attached agreement and finds the terms
acceptable. Sufficient funds are available in the Health Insurance Reserve to pay for
this service. The requested action is for the City Council to pass a motion approving the
Agreement between the City of Dubuque and Employee and Family Resources and
authorizing you to sign the Agreement.
RP:Imh
C1P
PCES
CONTRACTUAL AGREEMENT
FOR
EMPLOYEE ASSISTANCE PROGRAM
THIS AGREEMENT for Employee Assistance Program (EAP) Services (hereafter Agreement)
is made by and between City of Dubuque (Company) and Employee & Family Resources,
Inc. (referred to as "EFR").
FOR CONSIDERATION of the mutual promises and covenants contained in this Agreement,
Company and EFR agree as follows:
1. General. The purpose of this agreement is to provide a Company sponsored benefit that
helps employees prevent or manage personal problems that can negatively impact their
quality of life and workplace productivity. The Company seeks to: 1) promote the health and
wellbeing of its workforce; 2) retain valued employees; and 3) maintain a productive and
efficient work environment.
2. Covered Persons. Unless otherwise stated, services provided by EFR pursuant to this
Agreement are limited to Company employees and their family members (collectively
"Covered Persons"). For purposes of this Agreement, "family member" means a person
who is related to the employee by marriage: spouse, (including significant other cohabitant),
blood, or adoption and who either lives with the employee or is a minor subject to the
employee's legal custody.
Term. This Agreement shall be effective on Jx' 1, 2016 and shall remain in effect until
4++ie -38, 2017..Thereafter, it shall be renewed for successive one-year periods unless
either party gives a written termination notice to the other party at least thirty (30) days prior
to the anniversary of the effective date.
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3"1��
4. Compensation and Payment. EFR shall be paid in advance, at the following applicable
rates:
EAP services for Covered Persons: $20.16 per employee, per year.
A. Census confirmation. Company confirms the first year census of 714 full-time and
part-time employees. Company agrees to provide the most current census annually
sixty (60) days prior to the anniversary date and, upon request, agrees to provide
EFR-approved documentation (e.g. current payroll report) to substantiate Company
census.
B. Rate guarantee. Rate is guaranteed for the duration of this initial contract term and
in one year increments thereafter.
C. Rate changes. If there is a change in any of the applicable Annual Rates after the
initial contract term, EFR shall give written notice to the Company at least thirty (30)
days prior to the change.
5. Manner of Payment of Service Fee. EFR shall be paid the Service Fee, in advance, on an
annual basis as agreed upon by Company and EFR.
6. Services Provided. EFR agrees to provide the following services to Covered Persons:
A. Program / Benefit Orientation / Training and Materials.
a. Employee and Supervisory Orientation. Employee & supervisory orientation
sessions to explain effective use of Better Living EFR services and benefits
will be delivered in-person or via live and recorded webinars, PowerPoint
presentations, or teleconference sessions.
b. Promotional Materials. Information, materials and templates describing and
promoting EFR services, including, but not necessarily limited to: posters,
wallet cards, and brochures.
c. Monthly Newsletter. Employee newsletter, "Real Life Solutions" and
management newsletter "Workplace Solutions" with topical articles and
information wit be delivered electronically on a monthly basis to the
designated Company person(s) for distribution.
B. 24 -Hour, 365 Day Nationwide Telephone Service. Access for Covered Persons
to an EFR counselor via EFR's toll-free telephone number twenty-four (24) hours a
day, seven (7) days a week.
C. In -Person Assessment, Referral and Short-term Counseling. For each separate
issue, up to six (6) hours of in-person assessment, referral and/or short-term
counseling to be provided at no charge to the Covered Persons.
D. Telephonic Life Coaching Sessions. A covered person is eligible for up to six (6)
life coaching sessions per contract year for issues such as improving time and/or
stress management skills, work -life integration and personal growth, at no charge to
the Covered Persons, Health related topics and smoking cessation services are
specifically excluded from life coaching.
E. Work/Life Services. For each separate issue, consultations at no charge to the
Covered Persons include:
a. telephonic or in-person legal consultation with an EFR network attorney,
b. telephonic financial consultation with an EFR network financial provider,
c. telephonic eldercare resource referral with an EFR network eldercare
provider, and
d. telephonic childcare resource referral with an EFR network childcare
provider, where available.
Page 2 of 6
F. EAP Website Access. All covered persons have access to EFR's EAP website
resources (www.efr ora).
G. Management Consultation. On-going telephonic consultation with Company
managers, supervisors, and human resources staff regarding intervention with
troubled employees, crisis response, and effective use of Better Living - Employee
Assistance Program (EAP) services including the management referral process.
H. Crisis Response Services. Upon the request of Company managers EFR will
provide on-site group debriefings in the event of critical incidents that impact the
workplace, including employee or family deaths, serious injuries, natural disasters,
workplace changes, or similar traumatic events.
7. Professional Qualifications of Staff. All assessment counselors, including affiliate
providers, shall hold a Master's degree in a human service field, including but not limited to
social work, mental health counseling, psychology, or marriage and family counseling.
Special circumstances (e.g., geographical limitations) may at times warrant the use of staff
that hold a Bachelor's degree and not a Master's degree; all such situations shall be
carefully evaluated and the decision to proceed made with the client's best interest in mind.
All coaches and facilitators shall be degreed and hold appropriate licensure and certification
in their field of health, nutrition, coaching or mental health counseling.
8. Assessment, Referral, and Short -Term Counseling. The assessment, referral and/or
short-term counseling service referred to in Paragraph 6 is limited to:
A. necessary consultation required to assess the probable cause of perceived
difficulties;
B. referral to professional service(s) qualified to provide treatment or long-term
counseling for the probable cause identified;
C. short-term counseling in such cases where EFR staff is professionally qualified, and
referral for long-term counseling is not clinically indicated; and
D. follow-up for Covered Persons who use these services.
Company acknowledges that EFR identifies the probable cause of perceived difficulties and
provides referral and/or short-term counseling services. EFR does not provide actual care
or long-term treatment. If care or treatment is required, the individual Covered Person will
be responsible for obtaining and paying for such care and treatment. Although EFR will
refer Covered Persons to professional services deemed appropriate by EFR, EFR in no way
warrants the effectiveness of any such care or treatment and shall have no liability
whatsoever with respect to any such care or treatment.
9. Additional Workplace Services. In addition to those specific services referred to in
Paragraph 6 above, the Company may agree to contract with EFR for additional services as
shall be made available by EFR from time to time. These services and the corresponding
Service Fee for these services will be requested and approved by Company in advance.
Page 3 of 6
10. Maximum Number of Sessions. The maximum number of in-person counseling sessions
that Covered Persons may receive for each separate cause of difficulties (the "Maximum
Number"), and not for each separate consequence arising from the same cause, is shown
in Paragraph 6. The Maximum Number of sessions applies to each cause of difficulties and
not each family member. Thus, each Covered Person within the same family may not
receive the Maximum Number of sessions for each cause of difficulties. Instead, all
Covered Persons within the same family together may receive the Maximum Number of
sessions for each separate cadse of difficulties. The number of sessions actually provided
may be less than the Maximum Number if EFR determines in its sole discretion that the
Covered Persons' needs for a particular cause of difficulties have been satisfied by fewer.
11. Records and Reports. EFR will maintain, and will require its agents to maintain,
appropriate records regarding the services contemplated by this Agreement. Clinical
records shall be maintained according to acceptable standards, including case notes on
each case, protection from unauthorized access, and informed written consent required prior
to release of records except as otherwise permitted under applicable State or Federal law.
EFR shall provide Company annual statistical reports summarizing usage of EAP services.
These reports are subject to the confidentiality provisions of Paragraph 13 below and will not
give the names of persons using EAP services.
12. Independent Contractor Status. The parties to this Agreement intend that the relationship
created by this Agreement is that of an independent contractor. No agent or employee of
EFR shall be deemed to be an employee or agent of Company. The provisions of this
Agreement shall not be deemed to create any partnership, joint venture, or agency
relationship between the parties. Neither party has any power or authority to act on behalf
of, represent, or bind the other party, except as specifically set forth in this Agreement.
13. Confidentiality. The parties understand and agree that the counselor -client relationships
entered into as a result of this Agreement (including, without limitation, any evaluation,
referral, and case management) are to be strictly confidential in accordance with all
applicable federal and state laws. Company shall not request from EFR any information that
would violate a Covered Person's constitutional rights, right of privacy of any counselor -
client relationship, nor shall EFR give any confidential information to Company, its
employees or agents or any third party without the express written approval of the Covered
Person involved.
14. Non -Disclosure. EFR acknowledges that, during the course of its performance under this
Agreement, EFR may become aware of certain proprietary, confidential, or trade sensitive
information regarding Company, its employees, or agents that is not generally known to the
public. Such information may include, but not necessarily be limited to: proposed
acquisitions, mergers and consolidations; proposed promotions or demotions of employees;
patent, copyright and trade mark rights; packaging, pricing and marketing techniques; and
other similar information. EFR agrees not to disclose any such information to a third party
without the express written approval of Company.
Page 4 of 6
15. Insurance and Mutual Indemnification. EFR agrees to maintain insurance as set forth in
the attached Insurance Schedule. EFR shall indemnify and hold Company harmless for any
claims that arise from any acts and omissions of EFR under the terms of this agreement.
Company shall indemnify and hold EFR harmless for any claims arising out of the
negligence of Company, and shall notify EFR immediately upon receipt of any claim or
demand which it receives allegedly related to any act or omission of EFR under the terms of
this agreement.
16. Subcontractors. EFR shall use commercially reasonable efforts to assure itself that any
subcontractor engaged by EFR to perform any services pursuant to this Agreement shall
adhere to all of the terms of this Agreement, including, without limitation, the Paragraphs
subtitled Insurance, Confidentiality and Non -disclosure. If a subcontract is entered into with
a third party, the subcontract shall include these terms in substantially the same form as
they appear in this Agreement.
17. Default by EFR. If EFR fails to perform its obligations under the terms of this Agreement
and such failure continues for a period of thirty (30) days after Company gives EFR a written
notice stating the manner in which EFR is in non-compliance with this Agreement, Company
may terminate this Agreement effective immediately by giving written notice to EFR, which
shall be Company's sole remedy in the event of non-performance by EFR. If EFR is unable
to perform its obligations under the terms of this Agreement due to acts of God, strike, war,
or other similar reasons beyond EFR's control, then EFR's time for performance shall
automatically be extended for the same period of time EFR was unable to perform due to
the reason beyond EFR's control.
18. Non -Payment of Service Fee. If Company fails to timely pay the Service Fee to EFR, EFR
may terminate this Agreement effective immediately by giving written notice to Company or
may pursue any other remedy available at law or in equity or by statute. In the event EFR
pursues legal action to collect all or any portion of the Service Fee, EFR shall be entitled to
recover its collection costs, including, but not limited to, reasonable attorneys fees.
19. Governing Law. The construction, interpretation and performance of this Agreement shall
be governed by the laws of the State of Iowa.
20. Notices. Any notice required or permitted by this Agreement must be given in writing and
shall be deemed given and received, if sent by United States Mail, with postage prepaid and
addressed to the recipient party at the address set forth in this Agreement, three business
days after deposited in the United States Mail. Either party may change its address by
giving written notice in accordance with this paragraph.
21. Entire Agreement. This Agreement embodies the entire understanding between the
parties with respect to the provision of EAP services. All prior agreements, understandings,
representations, and statements, whether oral or written, are merged into this Agreement.
22. Modification. This Agreement may not be modified except by a written instrument signed
by the party against whom enforcement of the modification is sought, and then only to the
extent set forth in such written instrument.
23. Binding Effect. This Agreement shall be binding upon, and shall inure to the benefit of, the
parties hereto and their respective successors and assigns.
Page 5of6
24, Headings. The paragraph headings in ths Agreement are for convenience ony and shaH
not be used to limit or otherwise construe the provisions of this Agreement.
CITY OF DUBUQUE
50 West 13th Street
Dubuque, IA 52001
(signature)
Michael C. Van Milligen
(printed name)
City Manager
EMPLOYEE AND FAMJLY
RESOURCES, INC.
505Fifth Avenue, Suite UOO
Des Moines, IA 50308
Ketsie Wilkins
(printed name)
Business DevelopmentOirector
/7~
/
Page 6 of 6
City of Dubuque Insurance Requirements for Professional Services
Insurance Schedule C
1. Employee and Family Resources shall furnish a signed Certificate of Insurance to the City of Dubuque,
Iowa for the coverage required in Exhibit I prior to commencing work and at the end of the project if the
term of work is longer than 60 days. Providers presenting annual certificates shall present a Certificate at
the end of each project with the final billing. Each Certificate shall be prepared on the most current
ACORD form approved by the Iowa Department of Insurance or an equivalent. Each certificate shall
include a statement under Description of Operations as to why issued. Eg: Project # or Project
Location at or construction of
2. All policies of insurance required hereunder shall be with a carrier authorized to do business in Iowa and
all carriers shall have a rating of A or better in the current A.M. Best's Rating Guide.
3. Each Certificate shall be furnished to the contracting department of the City of Dubuque.
4. Failure to provide minimum coverage shall not be deemed a waiver of these requirements by the City of
Dubuque. Failure to obtain or maintain the required insurance shall be considered a material breach of
this agreement.
5. Consultants shall require all subconsultants and sub-subconsultants to obtain and maintain during the
performance of work insurance for the coverages described in this Insurance Schedule and shall obtain
certificates of insurances from all such subconsultants and sub-subconsultants. Consultants agree that it
shall be liable for the failure of a subconsultants and sub-subconsultants to obtain and maintain such
coverages. The City may request a copy of such certificates from the Consultants.
6. All required endorsements to various policies shall be attached to Certificate of insurance.
7. Whenever a specific ISO form is listed, an equivalent form may be substituted subject to the provider
identifying and listing in writing all deviations and exclusions that differ from the ISO form.
8. Provider shall be required to carry the minimum coverage/limits, or greater if required by law or other
legal agreement, in Exhibit I. If provider's limits of liability are higher than the required minimum limits
then the provider's limits shall be this agreement's required limits.
9. Whenever an ISO form is referenced the current edition of the form must be used.
Page 1 of 2 Schedule C Professional REVISED For Spec Situation_2
City of Dubuque Insurance Requirements for Professional Services
Specific Project
Insurance Schedule C (continued)
Exhibit I
A) COMMERCIAL GENERAL LIABILITY
General Aggregate Limit $2,000,000
Products -Completed Operations Aggregate Limit $1,000,000
Personal and Advertising Injury Limit $1,000,000
Each Occurrence $1,000,000
Fire Damage Limit (any one occurrence) $ 50,000
Medical Payments $ 5,000
B) WORKERS' COMPENSATION & EMPLOYERS LIABILITY
Statutory benefits covering all employees injured on the job by accident dr disease as prescribed by
Iowa Code Chapter 85 as amended.
Coverage A
Coverage B
Statutory—State of Iowa
Employers Liability
Each Accident $100,000
Each Employee -Disease $100,000
Policy Limit -Disease $500,000
C) UMBRELLA LIABILITY $1,000,000
Umbrella liability coverage must be at least following form with the underlying policies included
herein.
D) PROFESSIONAL LIABILITY $1,000,000
a) Provide evidence of coverage for 5 years after completion of project.
E) CYBER LIABILITY $1,000,000
Coverage for First and Third Party liability including but not limited to lost data and
restoration, loss of income and cyber breach of information.
Yes X No
Page 2 of 2 Schedule C Professional REVISED For Spec Situation_2
r '
Proposal For
City of Dubuque
April, 2016
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it
AFP EMPLOYEE 6 FAMILY RESOURCES
Employee & Family Resources 1 800 . 327. 4692
MM
A LEADER IN HELPING INDIVIDUALS AND BUSINESSES THRIVE
Employee & Family Resources is a company with a unique behavioral-health history. Fifty years ago,two civic-
minded individuals who recognized a community need to address alcoholism formed Employee&Family
Resources (EFR), a not-for-profit.
A decade later, EFR launched its Employee Assistance Program (EAP) - the first in Iowa -to help employers deal
with the impact of alcoholism in the workplace.This was followed with services for mental health andfamily
counseling and a Student Assistance Program.
Today EFR offers assistance to employees and family members at nationwide locations through our extensive
network of over 5,000 individual clinicians and coaches, serving more than 700 clientorganizations.
Designed for Results
EFR's workplace services are solutions that work. Our full-service EAP is combined with innovative and
comprehensive health and wellness services to deliver Better Living-your comprehensive, distinctively
integrated, single-source solution for employee wellbeing and workplace culture.
We Know What Works
At the core of Better Living are EFR's behavior change experts who embrace the philosophy that the key to
improving emotional and physical health is through long-lasting behavior change. We have the knowledge and
experience in mental and physic health,strong coaching, and valuable resources and tools to make a greater
impact on your employees' productivity, engagement,and whole health.
We Partner With You
We'll help your employees by providing connections to a network that supports healthy behaviors and lifestyles
with a work success outcome.We would like to partner with you to help make the lives of your employees better.
111vLid Llct1o17 ��
IBMERLIVZ�MROGRAM CQNIPONEN
Better Living combines our full-service EAP with our enhanced program of physical and emotional wellness.
Three service levels are available for organizations:
1. Better Living Core
2. Better Living Enhanced
3. Better Living Premier
Better Living Core is made up of the products and services in our full-service EAP:
• All employees and their household members are covered
• 24-hour National Call Center answered by masters level clinicians
• In-Person Counseling and Referral provided by licensed counselors
Life Coaching
• Legal Consultation
• Financial Consultation
• Elder Care Resources
• Childcare Information/Referrals (where available)
Management Consultation (performance management)
• Crisis Response
• EAP Promotion including benefit/orientations
• Dedicated.Account Consultant
• Utilization Reports & Client Satisfaction Surveys
Better Living Enhanced includes the entire Core program, PLUS:
• Interactive Wellness Portal for Employees(spouses can be added, additional cost)
• Health and Behavioral Health Risk Assessments
• Screening modules
• Variety of other tools and resources
• Biomet:ric. Screening Collaboration
• EFR Monthly Wellness Motivators
• Organizational aggregate data/ reportirg
�, 9zte v Living Premier includes the Core and *nhanced prograrns, PLUS:
• Wellne,,, Consultation & Planning sessions with an EFR 'A'allness C0:1SUltant
• Employee Health/Wellness Ccacr,in (client init;ated)
• Employee Tobacco Cessation Coaching - (client initiated)
• We-1 i;E::+events, quarterly wellness ca;-ripaigns & resource
i Tobacco cessation and heath/Vveil Yness coaching can also Ir ;lode. Sjx)JSOS (a,dditional cost)
G•'c'-- ;,,alio l r ay also sel ct adl nal'aPJup_s to `�aIY Bette. Living prgf8tand'ti es; include:
V'Jeilness 1 ackr-i '-,
Or;�tF'
Tra , ing & Perio.'Eii
CORE-
PROGRAM
• !
24-Hour National Call Center
We specialize in immediate access to live, master's-degreed clinicians 24 hours a day,365 days a yearthrough
our nationwide toll-free number, 800.327.4692.While individuals can receive telephone assistance at anytime,
employees and their eligible family members will be encouraged to attend appointments for in-person
assistance with a local clinician or attorney when legal services are requested.
All Household Members
Quality assessments to help individuals clarify and identify solutions for concerns with family, marriage, alcohol and
other drugs, emotional health and mental health issues are available for the employee and all his or her household
members. This includes spouses, partners, children (minor or adult), including step children who live part-time with
another parent and even elderly parents who live in the employee's home. Short term counseling is aimed at problem
resolution, provided by masters-level counselors near the home and work place of the employees.
If continued care is needed, EFR will determine the level of care needed and make referrals based onthe
individual's unique clinical situation, location, health insurance and financial resources. In some cases when
appropriate, EAP clients may choose to continue to receive services from their EAP counselor.
Convenient In-Person Appointments - National network
At EFR,we believe that in-person assessment is crucial to creating successful outcomes for our clients. Face-to-face
appointments provide in-depth assessment and better enable the counselor to diagnose serious mental health and
substance abuse issues.We manage an extensive national network of clinicians who meet rigorous quality assurance
criteria concerning education, clinical experience, professional reputation and responsiveness. Employees and their
family members can expect timely face-to-face appointments at locations near their home orworkplace. Appointments
are typically offered within three(3)working days from an initial call and immediate appointments are made in
emergency situations.
In Person Assessment and Counseling Session:;,
Our most popular benefit provides for up to six(6) in-person assessment and counseling sessions per person,for
each different issue per year. A three (3) session model is also available at a slightly lesser cost. Other options are
available by request.
kilo Coaching
Lif- Coach'.ng is a,z effective and efficiem resourc�a f^r 'hoe scr;�in i to rn.ake chi anges in the;, life. 0*forced to
n'e' S:.a. £i 1P a and family Ir?E(',tum,y, t i. p.l�l, C i.. . . )d..rllrlG is crllli for those IUC{(IrlgtJ nlv�: clla lg�s In
thc;ir life in areas including work-life intsgra:ion, improving timo manage,ment skills. and personal gro,,Ah such as
e,nh anc;ing eGfTlmJnicaiion skills, becornii cj more�lsse(tive.io'vtrcu lir p''uCrc"1StiflatiJrl, he mere r'tillje;it, or rflal:Ing
I1£t l'c;
life ,I'Icict�. Employees -inn family nie:v-bers ar:, all it:le fC)r lit) tc;six (or threP,)* life coaching sessions
ar.rl�•aiiy. :Health .ela,ed r;oncernsf3_-u;::;are specif c7a!:y exclicled iron) EFR's Life Coaching lobe it.
1*7:10 number of l fe na•,',} ing ess:on5 fh8i 11:..,'.li? ?iLil%i2"i t in-person, PP counseiirig sessions.)
I_�;�al C�Ygh�ult�l'ti,,3n
EFti'S ;ogal consultation service assists en,'Ipioyfeos famiIV nn,2rnbers with a ranee of legai cel.;erns
c udi I ,1i1`! ;� ;it'r'./1C `�, r;i\'I' ;,r-dl r or-,Swn er les, rc:—. '� rF, in�.r � �{ ii7..
i I ngee(son%I a.1C ,ar g issues, 11 ,,sta_ serv.. -s. r:!I;r,,,?, r ai::e:r .,�
rnatt:;rs and il'lors'. t.cgal ei'vices incll;'"lC:
No-cos-C, SO n'I(1;1,� n'a n (fir .�. ? ^ ii_.;� with ?i 1 pe 'r it'- � n
-� tv. .�il_•r!� :7 ��i Il ii) 4illla I' ... If}�;a q(I Ey, ;�„( ins.. X.er;,.c 1'
0!e.gojng represerli::tloll 'a:r Il n,_,e(lod at al.;}'''% 'Jfj tr^ a: to rle,' s nor.'n��l I.ce
-- - - R=ER LAVING CORE-
Financial Consultation
Financial consultation and counseling assistance is available to help employees and family members with
budgeting,credit reports, tax questions, retirement planning, wealth management and more. Financial services
include:
• No-cost, 30-minute telephone consultation with a financial professional
• Referral to a local provider if ongoing assistance is needed
Eider Care Resources
When your employees find themselves caring for an aging parent, our EAP professionals will help them manage
their work-life balance by assessing their caregiving needs, locating appropriate resources and providing
emotional support. If employees need referrals to specific services, we help to locate licensed, registered or
agency-screened programs and services for concerns such as:
• Adult day care • Meal programs
• Respite care • Assisted living
• Nursing homes • In-home care
• Case management
Childcare information &Resources
EFR understands that finding reliable caregivers and childcare resources is important. Where available,EFR
provides information and resources for a wide array of childcare options,such as childcare centers, in-home care,
schools or after-school programs, new parent programs,and other ways to connect with parents in the community.
Management Consultation &Referral!
The EAP provides ongoing support to management regarding employee behavior, performance issues, and
effective referrals to the EAP.A management referral is sometimes necessary in cases such as an impaired
employee,a significant performance issue or a safety risk. With management referrals, EAP clinicians
communicate appropriate information to the manager(with the employee's written consent), so that on-the-job
adjustments can be made. To increase the probability of positive outcomes in the workplace,the EAP staff
monitors progress with any recommended referrals.
Ora-site Crlsis Response
EFR has experienced crisis response professionals ready to provide immediate assistance when your organization
is in crisis due to serious illness or injury of an employee, death of an employee (or family member), worksite
accident, downsizing, robbery or other traumatic events effecting multiple employees. Our team will consult with
you to provide an effective response tailored to your organization and the current crisis including providing an on-
site crisis response team. On-site group debriefings have been demonstrated to accelerate the recovery time of
affected individuals and help your organization return to normal as quickly as possible.
.w
EAP Promotion
EFR works with its customers to actively provide benefit orientations and promote EAP services to supervisors/
managers, employees and family members.
EAP orientation sessions led by experienced EAP or Wellness professionals are delivered in-person, live monthly
webinars, or through teleconference sessions.All webinars are recorded and can be accessed at your
convenience.
• Supervisor orientations focus on the timely recognition of performance problems,
management consultations, and effective referrals by supervisors.
• Employee orientation sessions highlight EAP services, benefits available to both employees and
their eligible family members, and the confidential nature of services.
Promotional materials include brochures,flyers, posters,wallet cards, magnets, etc,all featuring EFR's 24/7
toll-free number. Post cards are also available for employer mailings.Some materials are available in both, English
and Spanish.
Monthly Webinars
Monthly topical webinars are led by industry experts and have included topics such as healthy finances,stress
management, and effective communication.
Newsletters
Newsletters for employees and newsletters for managers and supervisors are developed monthly and sent
electronically to designated contacts.
• Real Life Solutions: Our employee newsletter features articles on stress, wellness,family and
personal relationships,and emotional concerns,and is designed to help employees respond-to
issues impacting work-life balance. The newsletter is available in English and Spanish.
• Workplace Solutions:The manager newsletter offers informative articles designed to provide
leaders at all levels with practical tools to enhance their own skills and the productivity of the
individuals and teams they lead.
Dedicated Consultant— for the life of the contract
EFR's dedicated workplace consultants partner with employers to ensure healthy and productive employees, high
EAP utilization and their complete satisfaction.The Consultant is responsible for orientations for employees, and
the management staff, effectively promoting the program, answering questions, responding to concerns, and
reporting utilization.
Utilization Reports
EFR provides its customers with statistical summary reports that measure EAP performance according
to standardized outcomes. Reports are available on an annual basis. EFR also provides service reports
that summarize training, consultation and critical incident services provided.
Cl1ant Satisfaction SLI Yveys
`FR regularly gathers customer feedback through satisfactiorI surveys, clinical follow up and customer
testimonials. Typical surveys show:
96%stated. satisfaction with the overall EAP ser\,ice
Vio''/� ShOvJEd that tllelr C%`.i�C�l"n�1v'i'r6` Ciarlilyd CIIOi ZIli file clSS iSnleri•:p."ocess
° 95`r_t were satl5f:ed the prompt:iess of Lh.e:r first appolnCii ent.
Rifta. LMNGVVM4NCED- PROGRAM DETATS
Better Livin>7 Enhanced includes all of the services in the Core program,PLUS:
Interactive Employee Wellness Portal
EFR's innovative, comprehensive and interactive wellness coaching website portal provides education and links to
credible health and wellness resources, risk assessments,screening modules and a variety of other tools for the
physical and behavioral health coaching experience. Each employer has their own specific URL and each
employee their own user name & password.As such, a unique email address will be to be provided for each
employee so access can be set up. Spouses can also be granted access, at an additional cost, based on the
number of overall employees. If added, a unique email address would need to be provided for spouses.They
cannot use the employee's email address.
The wellness portal site may be co-branded with your logo, upon request.
Health Risk Assessments
Health Risk Assessments (HRA) are one of the most widely used screening tools in the field of health and wellness
and are often the first step in a health promotion programs. HRAs are available through EFR's website portal.
Organizations receive aggregate reports and individuals receive their own comprehensive reports following the
completion of the HRA.
Behavioral Health RiskAssessrnents and Screening Modules
As part of a holistic approach to wellbeing, we offer behavioral health screenings to our clients and their immediate
family members. This is an opportunity for employees to assess their risk for 15 different behavioral health
conditions, and to get help where it may be needed most. Even if an individual does not have any behavioral health
concerns,they may be surprised by the valuable insights this survey provides.Screening modules include nutrition,
depression, alcohol, anxiety,job/career satisfaction and more.
Monthly Motivators
Consistency is important in addressing and improving changeable behaviors. Delivered in electronic format and
coordinated with the wellness portal, we provide your employees twelve unique health and wellness EFR Monthly
ily'lotivators.They are creatively designed to quickly and efficiently engage empbyees in sura!!, bite size behavioral
changes with the overalloal of creating sustainable lasting change and overall health improvement.
Blornetric Screening+Coilahoration
On-site biornetri„screenings can be an effective tool to q!1cKiy and effectively rielp identify risK factors or early
warningsigns of what might be more serious health conditions, creating a discussing for early detection and
prevention.Testing typically includes height, weight, blood pressure, body mass index, cholesterol,trio!ycerides and
glucose readings and more. While EFR doers not provide biometric screenings, we can assist.in finding a biometric
vendor who can best rneet your employee population needs. We wili work with any biometric provider to brave the
data automatically uploaded into each employee's personal health record wit:nin the secure website and provide
your organization with the aggregate data.
Or;anizational Reporting
While :1ndiV dU9'1 data is pri-vate and cannot be disclosed,. ,Ate -orovirie tine ei:nnioyer(upon cred;Phla delta)
oroanizaUona; repOrtS li'lCIUOing, aggregate data fi_om the r1sk assess r�ientS for program da'✓elopnnent and pians,hng
�,i
pU'pOSeS.
BETTER LIVING ENHANCED - ; : V "7"a
Better Living Premier includes all of the services in the Core and Enhanced programs, PLUS:
Wellness Consultation, Cultural Audit&Planning Sessions
Having a well thought out and executable wellness plan that fits your organization is crucial to its success. A
cultural audit is often times the first step. EFR's Wellness Coach will meet with you (and/or your wellness
committee) three times during the contract year, including providirig the cultural audit tools and subsequent
results.These consultations are to help you develop or further advance a culture of wellness within your
organization, including assisting with program development,timelines, goals and implementation.
Workplace Weliness T'oolkIt
A Workplace Wellness Toolkit is developed and provided for each employer. This kit encompasses a guide for
creating a workplace wellness committee, goal setting, plan matrix,wellness articles, overview of wellness
campaigns, presentations and trainings and sample communication materials, plus more.
Wellness Campaigns, Events &Resources
EFR will partner with you to promote your wellness initiative and assist with employee participation and
engagement. In addition to the quick and easy EFR Monthly Motivators, we also provide quarterly wellness
campaigns designed for a higher level of engagement. Additionally, our consultant can be onsite to provide
promotional information and or items at your wellness events.
Seminars and Presentations on Health Topics
Your dedicated wellness consultant can also present wellness training/seminars on a variety of health related
topics. These seminars/presentations can be built in to your contract or purchased at a later date. Our training
catalog has a list of the presentations currently available.
Telephonic CoachIng for Employees
Experts believe personal, one-on-one health coaching is a very important part of a successful,results-oriented
employee wellness program. Employees who are chronically stressed, chronically sleep-deprived, obese, or who
over-use tobacco are more likely to suffer from additional health conditions which can impact their wellbeing and
productivity as well as their employer's healthcare costs.
According to the Centers for Disease Control and Prevention. each employee who smokes costs employers$1,897
in lost productivity each year and obesity results in$1,429 in annua;medical costs per person, compared to
people with normal weight. Chronic stress is also Fiery costly to employers in terms of absernteeism,presentee-ism
and medical and disability claims costs.
Th--Centers for Disease Control and Prevention reported results of a sfc:d•Y .;one to evarnine t-realth p;an
members'satisfaction, and success with vo/antany telephonic health ccachin,d. Of those parriclpants who had
competed 2 or more coaching sessions. 70% reported being satisfies; with tlhe program and '71115 would
recommend;health coaching. Anorher coach.in;program study oro'ecred a Sh0?par;x r;�cr, per year decreasa
n ha ITh reiaie '� t n i �• ( r'0 e-f;q` r,; n Cf�ra•..•.
d Cs?StS and .iib G !�?:"'-r�S � arse u1.J!,O'r'7�,.�?rc)t� '< p:.�1"i�•�:n3n�S i. Cil? d
1•�l
lrop,l)-v d one cIr snore n?od1fic:bie hea:rh ;7$Ps.
— - BOTER GIVING PREMIER
Health Coaching for Employees
EFR's unique, integrated health coaching model brings highly trained wellness coaches and EAP counselors
together along with the individualized, interactive web portal and its tools,to help individuals focus on their whole
being and develop a plan to reach sustainable behavior change. It is designed to guide, motivate and help
employees to identify areas of concern, create goals and coach them through the necessary steps to make
sustainable healthy lifestyle changes, such as:
• Reducing metabolic syndrome risk factors
• Managing stress
• Improving sleep habits
• Chronic disease care such as back injury, COPD, asthma, diabetes, etc
• Weight management
• Managing a special diet including diabetic, celiac disease, etc
• Making better food choices
• Lowering your numbers: blood pressure, HDL cholesterol,triglycerides, glucose, etc
• Specific fitness goals
• Overall better health &wellbeing
Each employee is eligible for four(4) health coaching sessions per year(counted separately from EAP counseling).
Health/wellness coaching is client initiated, individually-focused and delivered telephonically by highly credentialed
trained coaches with a variety of areas of expertise.
Tobacco Cessation Program for Employees
Individuals begin the tobacco cessation program by completing the Tobacco Module on the Better Living interactive
web portal. Upon completing the module, a "Contact EFR" prompt will allow the individual's information to be sent
to EFR. An EFR counselor will contact the participant and matches him or her with a health coach who isalso a
tobacco cessation specialist. Each individual is eligible for three hundred (300) minutes of coaching,typically
delivered in up to eight (S) coaching sessions within a three to four month timeframe (and must be completed
during the beilefityear).
We can provide documentation of program completion if this is part of your employment requirements (tobacco
cessation) and/or is used to lower the employee's share of their health insurance cost.
'alines Coaching and Tobacco'Cessation for Spouses/Partners
The same wellness coaching and-tobacco cessation benefits are also available for spouses/partners. For ease in
pricing and benefit administration, cost is based on the number of employees, not the number of spouses. Many
employers find tnis additional investrnent is important when considering the effects of secondhand smoke and its
health implications for the whole family. Studies have consistently found change tends to come quicker and is more
sustainable when both adults in the house cold are working cohesively towards health improvement.
Client Initiated Coaching
Employees nlay call EFF; or log into tireir interactive wellness portal to request either the wel'iness or tobacco
cessation-coaci,in g .Many will mal<e the decisicn to elect Coaching,uoon seeing the reSUI,ts iffier participating in the
onl!ne risk �issessnle',;ts, screaoin;: oloduies o, connplv'on of blornetric screenings.
De7TtD I AAA 0^ /7ACMlltl9
L- I
ADDITIONAL SERVICES TO ENHANCE EMPLOYEE HEALTH & PRODUCTIVITY
EFR offers an integrated toolbox of services to further encourage health and productivity.These may have
additional costs associated with them, which will be identified in the quote.
Outbound Weiiness Coaching
After onsite biometric testing is completed, our wellness coaches reach out via letters and/or phone calls to
risk-identified employees for need-specific wellness coaching. Each participant is eligible for four(4)
specialized coaching sessions with a credentialed wellness coach who is trained to help them with their
identified needs. Participants are encouraged to incorporate the wellness portal as part of their overall
experience. This unique, integrated coaching model bringsthe participants,wellness coaches and sometimes,
counselors together to help individuals reach sustainable behavior changes.As with other coaching, each
employee can be assured of complete confidentiality.
Leadership Coaching
Leaders promoted up through the ranks due to their technical competence can sometimes find themselves
struggling with the people aspects of-their role.That's where EFR's Leadership Coaching can help.EFR's
Leadership Coaches are always available to provide initial consultation to learn about your organization and its
goals,the leader(s) who could benefit from coaching, and their unique development needs.A leader's
development begins with an assessment to identify areas where improvement could be most impactful, and where
leadership strengths can be leveraged and built upon for future success.A customized coaching plan with goals
and timeline will be created. Generally the coach and leader will meet more frequently as the engagement is
started, and move toward maintenance once goals are met.
Mediation
When difficult disputes develop in the workplace, EFR mediators can assist the parties with solving the problem
and finding a way to continue to work together productively. EFR's trained mediators offer employees a safe,
neutral process in which they can open up new lines of dialogue and engage in difficult conversations aimed at
relationship improvement.
On-Site Training, Seminars.and Personal Development
Let EFR bring an innovative focus to your organization's training design. EFR's training approach,featuring
the practical application of learned skills via classroom learning and individual coaching follow-up, will return
dividends when and where it counts, long after the classroom experience ends. EFR's workplace consultants
offer professional training and education serninars covering a wide range of issues impacting productivity in
today's workplace. EFR's training courses are developed for each type of audience - employees, new
supervisors/ managers or established leaders.Training is offered in a variety of formats, including on-site
sessions and live webinars, with a combination of lecture, discussion, experientia! exercises, and,/or visual
aids to provideflexible, mobile, and cost-effective training. Presentations are approximately 45 minutes to 4
hours for more intensive skills building.
Customized'gaining
EFR can customize training curriculum for your organization's ma .agers and employees, if you have a need for
specialized training or e'ucat;on, D:-ase let us know. We have a wid a range of interna: and external resources
a\tai ajDl�To CuS'o mi e a xcgi,acn spec:'f'c to you, inaustry aid cCanipai^'ti. need=.
'Training iPclude,d with the EAP contract
On-site training can 3 Ocl acd ata discount, in the inl:lc I EAP Core, _inh' c J or • ),-!r
Gnc ; Pr::rr,ie, lace or
:I i-ilii I,^i':?[e, on cl' c)5 ;iei JC;,1} r a �,\' :l D ui C �r t` • t: i e
.�a��a. �I',t.r� _3;{il� iiC. !!L• I ! w� J..• i.'!c I?' ;i1t;Cr of
fl::!,.i•5 i'1 t7 nC^ 'Ji 7i'• ii�l<. :ir.�w�iil. 1-,•I��.r'.'_h. 11v ^.(1 C,.?1.� ;.,�.
a *� -s
Some of our more popular trainingclasses/topics include:
• Reasonable Suspicion - Workplace Alcohol &Substance Abuse
• Exemplary Leadership
• Employment Law for Today's Manager
• Workplace Violence Prevention
• Building Effective Teams
• Managing Conflict
• Mindfulness- How to "unplug",the truth behind multi-tasking
• Listening& Communication Skills
• Behavior Based Interviewing
• Having Difficult Conversations with Difficult People
• Diversity Awareness
Multiple Generations Working Together
• Myers-Briggs Type Indicator
• Workplace Harassment Prevention & Response
• Customer Service Skills
• Stress Management -the Good, the Bad, the Ugly
• Finding Work/Life Balance
The Effects of Food on Our Mood
Snooze & Lose (effects &solutions for sleep deprivation)
The Next Step:
When you are ready to move to the next step and provide your employees with an EAP from Employee and
Family Resources we will simply need you to provide us with a completed employer application and verification
Of your employee count. We are here for you and will always do our best-for you and your employees.
� C
.i
' Proposed for
i,
City of Dubuque
till OPPtOVEE E I:il(IIILV MOUIRM April 1, 2016 714 Employees
Better Living Benefits EAP Core Enhanced Premier
24 hour, 365 day nationwide telephone access to a counselor included I included included
Up to 6 (or 3) in-person counseling sessions annually for each separate
issue, per household member. No annual limit on issues. Included Included Included
Up to 6 (or 3, matches EAP)telephonic life coaching sessions_ _ Included_ Included Included
30 minute consultation with an attorney for any legal issue (except Included Included
employment related)for each separate issue. Included
Financial professional 30-minute consultation for each separate issue_ Included i _Included- Included
Elder Care Resources/ Resources for child care &other life issues_ i included Included Included
Management consultation- Employee performance management Included I Included Included
Critical Incident/Crisis Response services including on-site services Included Included Included
Dedicated account consultant for the life of the contract and active EAP
promotion via consultations, orientations, flyers, webinars, newsletters, j Included Included Included
etc. Annual detailed utilization reports and satisfaction summaries. '
Interactive Wellness Web-based Portal (unique login,personalized results for
each employee.)Annual subscription for employees only with accumulative historical Included Included
data.Collaboration with biometric screening vendor(auto upload results)included.
Health Risk Assessment(HRA)—incl aggregate summary for mgmt T Included Included
--__-____.T
Behavioral Health Risk Assessment-incl aggregate summary for mgmt Included Included
.---_.—_---__ C
Dedicated wellness wellness consultant for the life of the contract Included
Annual cultural audit plus 2 additional on-site wellness consultations Included
-------------------------------------------- -------------------------_--- ----------------- ----------..---
Wellness Programming—quarter;y campaigns,monthly motivators,and EFP.
Included
participation at up to 2 on-site wellness events(i.e. health fairs,wellness day,etc)
Employee Health coaching-4 sessions per employee/year(PEPY) ! included
Employee Tobacco cessation coaching -8 sessions (300 min max) PEPY Included
Up to 6 in-person EAP counseling sessions*
Please check the box corresponding with the selected plan &sign below: _
Per employee,per year: $20.16 $32.1.6 i $41.16
Annual Contract: $14,394.24 $22,962.24 $29,388.24
Up to 3 in-person EAP counseling sessions*
Please check the box coeres-ondiog with the se/ected,clan&sign below:
Per employee,per year: $16.80 $28.80 $37.80
Annual Contract: $1.1,995.20 $20,563.20 ; $26,9813.20
I^?Wellness or al for Spo:ises (53.',0 PEPY-per emp!oyee, per year) $2,570.40
kiVe- lness Portal & Health, Coaching/Tobacco Cei;sapion for Spouses ('F $1:2.00 PEPY) � >8,568.0(D
A lil teair.Ing j('lfG C:iit(%1? r!clyi'tfirrnent 11S the hour"lW150:F;3 ltr$A.5J25 lir 6 `;r_0.l050
etch hour al?ove. 6 n 1,7511t'!r ? ��':r t,.t,,,,°l). Alb ,_�i ;i ctrl he c/tast'n las=er. r i,'ri'° i;'; toh:i llnl,''7S se+;;ctetl: I
Additional Services Available" —
EFR NiJdC'tl`.r () 1?13U:ix1u/}.i�;t'�J ., ."�. it?,_ 1;i, r i( iden.j j Sai's $2,00.00 a:
O -sit'-: E a,l-a'iOn. -rairlIrg, 3 /T:ti:. -ti• �}Ctul! tt"J•!:5! expenses
I.e 3 ci e,s h I--i t ri:l_^iri.; S:LS_i +
Q;:-Si•.p iVia.dil'i:)Il erv;ces ?,O]Q hrwi 9 arT—i.ai rra,rn' C'n f •� �:J.
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