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BILL NO. 2000-41
11 SPONSORED BY COUNCILMAN Vincent
' ORDINANCE NO. 13 ,?-- y
AN ORDINANCE OF THE CITY OF JEFFERSON, MISSOURI, AUTHORIZING THE
MAYOR AND CITY CLERK TO EXECUTE AN AGREEMENT WITH CAPITAL REGION a,
MEDICAL CENTER FOR EMPLOYEE ASSISTANCE PROGRAM.
BE IT ENACTED BY THE COUNCIL OF THE CITY OF JEFFERSON, MISSOURI, AS a?
FOLLOWS: ,
t
Section 1. The Mayor and City Clerk are hereby authorized and directed to execute
an agreement with Capital Region Medical Center for Employee Assistance Program.
Section 2. The agreement shall be substantially the same in form and content as <<
that agreement attached hereto as Exhibit A.
Section 3. This Ordinance shall be in full force and effect from and after the date ;
of its passage and approval.
Passed: f /'0'q_ Approved: �' Z"P22
Pres ding Officer Mayor x r `
ATTEST: APPROVED AS TO FORM:
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CITY OF JEFFERSON5<' rt*
AMENDMENT TO EMPLOYEE ASSISTANCE PROGRAM AGREEMENT
1.: }.q'�P 4aSi�k 7rJFtt ..;5
Far 1L 3+A
a municipal corporation,with offices located at 320 East McCarty Street, =YYb ;" ,> `
WHEREAS,the City of Jefferson,Missouri, ••-
Jefferson City, Missouri, 65101, hereinafter designated City, entered into an Agreement with Capital Region
t r;
1 Medical Center, a nonprofit corporation, located at 1125 Madison Street, Jefferson City, Missouri, 65101, F-*s- ,r 2
! hereinafter referred to as"Provider,"on September 5, 2000, and amended on December 4, 2001. k"
WHEREAS, the Agreement was for assistance in the design, implementation and maintenance of the City's �� V
1
Employee Assistance Program for employees of the City of Jefferson, Missouri; and
I
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WHEREAS, both parties wish to renew the Agreement for a one (1)year period. ,. .�S� M11,�,.y
V4. f, £'i✓r..v
NOW, THEREFORE, be it agreed as follows:
t}To
A. Paragraph 3, "Duration and Renewal of Contract,"of the Agreement dated September 5,2000, t
is hereby amended to read as follows:
3, Duration and Renewal of Contract.
A. This Contract shall be in effect from January 1,20622003,through December 31,2e6.22003.
This Contract will be in effect for one year, with no
renewals. Ne4 y +h pe 4es-s»e
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B, All other sections of the Agreement dated September 5,2001,and amended December 4,2001,
shall remain in effect as stated.
IN TESTIMONY WHEREOF, the parties have hereunto set their hands and seals this42(,�-)-day of October, 2002. R z;
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CITY OF JEFFERSON, MISSOURI
CAPITAL R���IONAL MEDICAL CENTER
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Mayor Title: ;. ��t.; r":;.
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s ATTEST: ATTEST: r ;,;':
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APPROVED AS TO FOR '}
City Counselor '
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CITY O F JEFFERSON
AMENDMENT TO EMPLOYEE ASSISTANCE PROGRAM AGREEMENT
WHEREAS,the City of Jefferson,Missouri,a municipal corporation,with offices located at 320 East McCartyStreet, g',ti;,.J�=,.•,..��;,�;._;
,Jefferson City, Missouri, 65101, hereinafter designated "City," entered Into an Agreement with Capital Region
;
Medical Center, a nonprofit corporation, located at 1125 Madison Street, Jefferson City, Missouri, 65101,
hereinafter referred to as "Provider,"on September 5, 2000. ryr �i '�;
WHEREAS, the Agreement was for assistance in the design, Implementation and maintenance of the City's 17.,`"5
Employee Assistance Program for employees of the City of Jefferson, Missouri; and
WHEREAS, both parties wish to renew the Agreement for a one (1)year period,
tf�t t
NOW,THEREFORE be it a
greed as follows:
A. Paragraph 3, "Duration and Renewal of Contract,"of the Agreement dated September 5,2000,
Is hereby amended to read as follows:
3. Duration and Renewal of Contract. �ta`.4; lys+
iYa k.,�•,
A. This Contractshall be In effect from January 1,209+2002,through December 31,289+2002,
This Contract will be in effect for one year, with fw -(2)one (1)additional one (1)year
renewals, Notice of intent to renewal must be provided by both parties sixty(60)days priorF=�{r::cr`�?''. y.;
to expiration of the Contract,
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other sections of the
Agreement dated September 5, 2001, shall remain in effect as stated. 'f•,:, '> t�`�":
B. All e A reement
IN TESTIMONY WHEREOF,the parties have hereunto set their hands and seals this
p day of December, 2001,
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' CITY OF JEFFERSON MISSOURI CAPITAL REGIONAL MEDICAL CENTER % ?5%'4tY."``
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J' ATTEST: r., ,�: k„'�•.:,, .�;
ATTEST: ,,tf;�;�{k,._•1��:. .,
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C ty Clor Title:
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` APPROVED AS TO FORM: "f",.'
City CounseW
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CITY OF�IEFFERSOIiT
f EMPLOY'L'.E'AIS'uISTANCEPROGRAMAGRE,EIIIIENT
THIS AGREEMENT, made this ;=4r fir.
day of. s , 2000; by and between Capital Region Medical Center, a
"Provi der,f f
SFr"-r,
nonprofit corporation located at 1125 Madison Street,Jefferson City,Missouri,hereinafter designated Provider,
and the City of Jefferson, Missouri, a municipal corporation, hereinafter designated"City," located at 320 East
' McCarty Street,Jefferson City,Missouri,65101. J{
WHEREAS, Provider, through its DIRECTION: Employee Assistance Program (EAP), provides assistance to :;:,tr,;`s';f,,,`
business, governmental and educational organizations with the design, implementation, and maintenance of
DIRECTION:EAP for the employees of such businesses,governmental and educational organizations; and
` 47Ixt
WHEREAS,the City desires that such a program should be available to its employees. ,
5 1:11 vFic
NOW THEREIrO.RE, for and in consideration of the mutual promises contained herein, it is understood and
agreed as follows:
1. Responsibilities of Provider. M
A. Zssist in the introduction of the DIRECTION: Employee Assistance Program for the City and its
mrviagement and appropriate staff.
B. Assist the City in the development,review and modification of procedures relating to the operation
of DIREC'T'ION:EAP. faf'�n5,
C. Hold training sessions for all appropriate levels of City management,supervisory personnel,and _ '�y
employees. ''';, +`'z4 ':; :
D. Provide assistance to City's employees and their immediate family members whose primary �. r{.rr,, ,.
residence is with the employee or fire dependents of the employee for federal income tax purposes,
through individual inteiwiews and/or counseling sessions. For purposes of this agreement,
immediate family members are defined its husband,wife.,sort,son-in-law,daughter,daughter-in-law,
mother, mother-in-law, father, father-in-law, brother, brother-in-law, sister, sister-in-law, ��t
<, grandparents, and grandchildren. SLiC11 sessions will be in response to su civisoi, management,
or self-referrals and will be held at Capital Region as mutually agreeri upon by the client involved
,j in such session. The number of counseling sessions available to each employee and/or family 's?">
member are set for on Attachment A attached hereto. Referrals for financial counseling or legal or ,•, ,t,-, ;` T.
` medical services for employees or family members are offered on an as needed basis throughout the
;, .
agreement year.
E. Provide on-site assistance to the City's employees for critical incident debriefing. 4�k
`'"` F. More the DIRECTION:EAP staff(looms necessary referrals will be made for City's employees and
their family members to other agencies and individuals for assistance. In making such referrals to
other agencies,due regard will be given to the appropriateness of(lie referrals In view of the need,
location,cost and available resources. The DIRECTION:EAP staff will advise those employees or '' T
`i family members referred to other sources for assistance,that the employee and/or family member
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Individually,and not City,will be responsible for payment of all costs and fees of any such agency
for services rendered to them. '; ;:,
r',•} .A .ry�'t'.{7uh'If1 +ft!'_L
w1 1 Y supervisory I PlS tt lSi=,ti
ACJJ�s (I• Consult with Individual supervisors or City regarding potential referrals.
I I,
Provide the City, on a quarterly and annual basis,a report of LAP activities. The annual report <,Z
-. slialI include a statistical anal •sis of the number and types of referrals,including self-referrals and
n`
supervisory referrals an groupings of employees or family members by age,
gender, length of
employment,and problem categories;provided if in the opinion of Provider any statistical category
ir. could compromise confidentiality of a user, then said category shall be omitted from the report.
I, Designate Capital Region's DIRECTION: LAP counselor to represent Capital Region to the City in
' the day-to-day contact regarding the services covered by the Agreement, '� ?,•,, � .;'rr§
J. Acknowledge that all of the above responsibilities and treatments rendered U It will be conducted
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b duly qualified and,if required,licensed personnel and that an and all referrals made U it will
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be made to such duly qualified and licensed personnel.
K. Prepare and obtain a consent form to be signed by each participating employee and/or family ,„: �,;tisr';
member prior to the release or receipt of any information concerning that employee and/or family Etr��3yfii ;
member except when:a medical emergency occurs;a court order or subpoena requites disclosure;
or a client presents a serious threat to the We or safety of himself/herself or others. Capital Region Tsi.;:a;•��z�.,�;�:;,;
Medical Center and its agents and employees will be held harmless for any loss,cost or damages htt; z;f
allegedly sustained by an employee and/or family member because of release of information under ` '°;ttg"':F•
the circumstance listed above. A supervisor of the City and/or DIRECTION:EAP staff members will
explain such form to each participatingemployce
L. Maintain and keep files on each City employee and/or family members that participates in the km
I DIRECTION: EAP Program. Such files and records will become and shall remain the property of
;l
Provider. Strict confidentiality and security shall be maintained. Only DIRECTION:EAP staff shall
.;� have acres to such files with the exception of the circumstances listed in i,(H). "�k•(=,,�'A���
I bi• Communicate and promote the benefits of I;AI to employees, supervisory personnel and
management through a combined effort of orientation sessions and written promotional materials. }" Si ::•.
2. Responsibilities of the City, '
A. Provide such meeting places and facilities as may be required for planning and evaluation
ou t orientation sessions, sessions with individual su�evsor and employees, and meetin S s, gt
separate group educational in-service programs.
•r•t 13, Assume responsibility for scheduling and notifying participants of such meetings.
C. Distribute internal and external publicity and communications provided by DIRECTION: EAP
subjection to the City's approval,to initiate and maintain the Program. The City acknowledges that
}7 Provider recommendations as to the timing of such publicity and communications.
D. Designate an employee of the City to be the coordinator of the Program and, as such, to
represent the City to Provider in the day-to-day activities and contacts regarding services provided .
` by Provider as described in this Agreement. ,
t r:;
E. Compensate Provider in the amount specified in Attachment A. Covered employees shall included '
regular full-time and regular part-time employees of the City whether or not such employees will `
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actually
participate in the DIRECTION: Employee Assistance Progran1. The Determination of
covered employees shall be made as of the initial agreemeni.date all(] redetermined at the end of
each quarter,i.e., every three months. Billings shall be made In advance on it quarterly basis and + ;
!v ) the amount due is payable upon receipt of 1)[111119,
3. Duration and Renewal of Contract.
`r'Y':e i yeti:{'•".
A. This Contract.shall be in effect from rlanuar 1,2001,throe h December 31 2002• This Contract will
be in effect for one year,with two (2) additional one (1)year renewals. Notice of intent to renew
r / 1 Conti-act, (l,`'Y�{'N�t,'ii.T4t•?fr?,',�.
must be provided b3 both parties sixty(60)days prior to the expiration of the
13. The Contract shall not bind,Igor purport to bind,the City for any contractual commitment in excess
of one(1)year,except that,as referenced In sub-paragraph A above,at the end of each one(1)year
period the parties may renew this Contract for an additional one(1)year period. The total length
of the Contract shall not exceed three(3)years, if the Contract,is renewed,the terns and conditions
of this Contract shall remain the same, including,but not limited to,the duties of Provider and the
j compensation to be paid by the City as set out in paragraph 2E of this Contract. c'; r
4. Cancellation.
The City►nay cancel the Agreement at tiny time for breach of contractual obligations by providing Provider with a a %'t`s:,{"'•[:.
written notice of such cancellation. Should the City exercise its right to cancel the Contact for such reasons, the :'; ; ;;;:
cancellation shall become effective on the(late as specified in the notice of cancellation sent to Provider.
5. Termination
The City reserves the right to terminate the A m penalty y reeent for the convenience of the Cit %vitllout enalt of recourse h vin
Provider awritten notice of such tcrmintion al least sixty GO (lays rior to termination.
(06. Personnel of Provider.
All personnel associated with Provider in connection with its Employee Assistance Program shall be deemed
health professionals,rersonnel orpagenc'iesoto whom the employees of the City may be referred for independent
consultation or treatment Its a result of this pi o Tani shall not be considered as employees, agents, servants or
independent contractual of Provider. Therefore,Provider shall assume all legal and financial res onsibilit for taxes,
PICA,employee fringe benefits,workers compensation,employee insurance,minimum wage requirements,overtime,
and other employment related cost,and agrees to Indemnify,save and hold the City,its officers,agents and employees,
harmless from and against,an and all loss cost (Including attorney fees),injury,and damage of an kind related to
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such platters.
•,s<< Modification of Agreement
Any change in this Agreement,whether by modification and/or by Supplementation, must be accomplished by a formal t, a' } ;ti,•;.
contractual amendment sighed and approved by and between the duly authorized representatives of the Provider and they /,"+,,, /
City. Any such amendment shall specify an offective dale, an increases or decreases in the amount of the Provider's
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compensation, if applicable, and be entitled as all "Amendment," and signed by the parties identified in the preceding
sentence. Capital Region expressly and explicitly understands and agrees that no other method and/or no other document,
+ includingcorrespondence,acts,or oral communications by or from any person,shrill be used or construed as an amendment
to the Agn'eenlent. �``:b
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8. Confidentiality
All material developed or acquired by Provider as it result of work under this Agreement shall remain the property
of the Provider except as otherwise provided in this contract. No material or reports prepared by Provider shall be
wa released to the public.
9. Assignments.
Provider shall not assign any interest in the Agreement and shall not transfer any interest, whatsoever, in the
Agreement without the prior written consent of the City.
to. Conflicts of Interest.
Provider covenants that it presently has no interest and shall not acquire,any interest,directly or indirectly,which
would conflict in any manner or degree with the performance oft lie services hereunder. Provider further covenants fs'x' 'x4:>,';:4;
that no person having any such known interest shall be employed or conveyed a.n interest,directly or indirectly, itf
the Agreement,
11. Applicable La'%v.
he Agreement shall be construed according to the laws of th ll loco.]e State of Missouri. Provider shall comply with a
!` ,
state and federal laws and regulations related to the performance of the Contact to the extent that Life same may be
applicable, including the Pair Labor Standards Act, hair Employment Practices, and the Equal Opportunity =i'i%'=; ;; ,,;
Employment Act.
12. Entire Agreement.
The Agreement between the City and Provider shall consist of: . x, ;-5,',,
A. The Request for Proposal (RFP)and any amendments hereto;
B. The proposal submitted by Provider in response to the RI,P;and
C. This Agreement.The documents mentioned in a and b are incorporated into this Agreement b
reference and are as fully a part of this Agreement as if set out in full herein. In the event of a r1K=
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conflict in language between the three documents referenced above,the provisions and requirements
set forth in this Agreement shall govern.
13. Waivers.
No provision in this Agreement,the RPP,or Provider's proposal shall be construed as an express or implied waiver
b the City of Jefferson of an existing or future right and/or remedy available b law in the event of an claim of
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default or breach of Agreement.
14. Liability for Injury.
' Provider shall be responsible for tiny and till injury or damages caused by an act or omission of Provider as a result �t
i
of any service rendered under the terms and conditions of tlfe Agreement.In addition to any liability imposed upon
;,. Provider on the account of personal injury,bodily injury,includin g death,or property damage suffered as a result of
,��, ,•,
Provider's performance under the Agreement, Provider assumes the obligation to save the City,including its agents,
employees and officers, harnless and to Indemnif•the City including its agents, employees and officers from ever
<n expense,liability or under paynfent arisingout of such act of omission under the terms of this Agreement causingsuch
liability. Provider also agrees to hold the City,including its agents,employees and officers,harmless for any act or a !gAsa
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omission committed by any subcontract or other person employed by or under the supel-vision of Provider under the
terms of the Contact.
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16. Notices.
Any written notice to the Gity hall he deemed sufficient when deposited in the United States mail,postage prepaid, �� ;��,'�.},•y;1�5',:' ,,.
and addressed to City of,Jefferson c/o City Clerk,320 East McCarty,Jefferson City,Missouri,65101. Anywritten notice
to Provider shall be deemed sufficient when de posited ill the United States mail,postage prepaid,and addressed to
'e< Capital Region Medical Center, 1125 Madison Strect,Jefferson City,Missouri.
16. Indemnity.
Provider shall defend,protect and hold harmless the City,its officers,agencies and employees against all suits of law
or Inequity and from all dama�,r es,claims or demands for equipment,supplies and services provided Provider.
17. Paragraph Headings.
The holdings of each paragraph contained herein are for convenience,in reference only and are not intended to define
or limit the scope of any provision of this Agreement.
IN WITNESS WHEREOF, the parties have executed this Agreement the day and year first above written. jrftx 'c.,Kr
CITY OF JEFFERSON,MISSOURI PROVIDER
CAPITAL REGIONAL MEDICAL CENTER
Ma Title:
e; ATTEST: ATTEST:
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APPROVED AS TO FORM:
City Counse o +,1., 0r
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