HomeMy WebLinkAboutR-1991-D5874 Substance Abuse / A.J. ConsultantsRESOLUTION NOD 5 8 7 4
A RESOLUTION authorizing the execution of a Consultant
Services Agreement with A. J. Consultants Inc.
WHEREAS, the City of Yakima has a City Policy Regarding
Substance Abuse in the Workplace, an integral part of which is
an Emplo\,e Assistance Program (EAP) to provide counseling and
rehabilitation for employees with substance abuse problems;
and
WHEREAS, an EAP is expected to provide savings through
reduc: employee accidents and industrial insurance claims,
increased employee productivity and reduced sick leave, as
well as promoting a positive effect on employee morale, which
may boost job performance; and
WHEREAS, responses to the City's Request for Proposal for
service provision have been reviewed by an evaluation c-" t -
tee composed of City management and union representative:.,
with a top ranking given to A. J. Consultants Inc.; and
WHEREAS, the City Council of the City of Yakima deems it
to be in the best interests of the City ,hat the service
proposal of A. J. Consultants Inc. be accepted in the form of
the attached agreement, now, therefore,
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF YAKIMA:
The City Manager and City Clerk of the City of Yakima are
hereby authorized cnd directed to execute an agreement with
A. J. Consultants Inc. for the purpose mentioned above, a true
copy of which agreement, entitled "Consultant Services
Agreement," is attached hereto and by reference made a part
hereof
ADOPTED BY THE CITY COUNCIL this 0 day of February ,
1991.
ATTEST:
City Clerk
(res'ica.sc)
Mayor
CONSULTANT SERVICES AGREEMENT
I. PARTIES TO AGREEMENT
The parties to this Agreement are the consultant firm of AJ Consul-
tants, Inc., hereafter referred to as "consultant", and City of Yakima,
hereinafter referred to as "company".
II. TERM OF AGREEMENT
The agreement shall be effective February 1, 1991 through December 31,
1991, unless modification or termination of this Agreement is effective by
the written consent of the consultant and the company. This Agreement may
be cancelled by the company with a sixty (60) day notice. Renewal of the
contract is not automatic, and is subject to decisions made by the consul-
tant and the company, separately made according to the discretion of each.
III. EMPLOYMENT AND FEES
The company agrees to contract for services with the consultant to
provide the company with employee support services pursuant to Attachment
A. The company shall pay to the consultant for services rendered the sum
of $19.85 per employee per year, covering 60n employees, for a total of
$11,910.00 per year. Billing for services rendered will be issued on a
monthly basis at a rate of $992:50'', to be paid by the 10th of the follow-
ing month. Modificati,n of the total number of employees covered will be
reviewed on a quarterly basis and adjustments made accordingly.
IV. SERVICES PROVIDED
In consideration for receipt of the sum specified in Section III
above, the consultant agrees to provide the services outlined in Attachment
A as a contractual service.
V. GUARANTEE AND HOLD HARMLESS AGREEMENT
Consultant will indemnify and hold harmless the company for any act of
om-ssion or commission on its part.
VI. LIABILITY INSURANCE
Consultant will provide evidence of liability insurance coverage of at
least $250,000.00.
City kima
By
4Gr R'chard A. Z
City Manager
va .
Date,_C/_i
Attest: /1CU /C
City Clerk
b 5x74
AJ Copsultants, Inc.
/7/7,4
By
J -n e M. Burke, snjm
esident
Date
Attachment A:
,$eyvices Provided_ to City of Yakima/Full Service EAP Contract
I. AJ Consultants, Inc.
The following describes the services contracted for under AJ Consultants, Inc.'s full
service Employee Assistance Program. These services will be available to all City of Yakima
employees and their family members.
A. Individual Assessment and Referral/Short-term Counseling:
1. Telephone interviews—information, appointments, service descriptions (unlimited
number)
2. Assessment of presenting problem
3. Short-term counseling if appropriate (4 sessions per access at no charge to client)
4. Referral to outside agency for more in-depth counseling services (cost to be covered by
client or employer's insurance)
5. Follow-up with client to monitor progress
6. Evaluation of client satisfaction
B . Staff Development:
1. Initial orientation to all employees (8 one hour sessions)
2. Supervisory training for management personnel (3 two hour trainings)
3. Orientation during year for new employees (as needed)
4. Wellness or in-service presentations (4 topics per year)
5. Supervisor consultation services (unlimited)
a •
C . Advisory Committee:
Regular meetings (4 times per year) between a representative of AJ Consultants, Inc. and
employees selected by the employer to:
1. Review program usage
2. Solicit input to improve program and service delivery
3. Calendar activities and promotions
4. Develop needed policies
D . Communications and Program Promotions:
1. Promotional materials will be provided in the form of posters, wallet cards, and
Questions & Answers EAP Brochures
2. AJ's Cornerstones, an EAP newsletter, will be mailed directly to employee homes on a
quarterly basis
3. Topical brochures will be provided as `check stuffers'
4. Summary Reports of program usage will be presented at each Advisory Committee
meeting
5. Year End Reports will be provided at the end of each contract year
H. City of Yakima
The following describes the services the City of Yakima will provide to AJ Consultants,
Inc. for the length of the contract.
A . A complete list of all employees, home addresses, and phone numbers.
B . One set of mailing labels with home addresses of all e•:•loyees per quarter.
C . Availability of selected employees to serve on the EAP Advisory Committee to meet
quarterly with a representative from AJ Consultants, Inc.
D . Quarterly personnel review to establish total number of employees covered.
E . A copy of the City of Yakima drug and alcohol policy and EAP referral policy
RESULTS OF RFP FOR EMPLOYEE ASSISTANCE PROGRAM (EAP)
BACKGROUND
On December 21, 1989, Yakima City Council considered a resolution
adopting a City Policy Regarding Substance Abuse in the Workplace.
The adoption of the policy complied with the requirements of the
Drug Free Workplace Act of 1988, which requires employers to
publish policies prohibiting the use of drugs in the workplace plus
establishing sanctions for violations. This federal law also
mandates public employers who are direct recipients of federal
funds to maintain a drug-free workplace. (Exhibit 1)
The policy on substance abuse in the workplace was the product of a
cooperative effort on the part of a committee comprised of City
management and employees representing the four major collective
bargaining groups (AFSCME, YPPA, Fire and Fire Pers). It contains
the elements required and suggested by the Drug Free Workplace Act
including defining prohibited acts, providing information and
training, requiring counseling and rehabilitation, and establishing
penalties for violati^n. The policy provides for early detection
through pre-emplo =int testing for certain job classifications
involving safety risks to the public.
An integral part of the policy was to establish an Employee
Assistance Program (EAS ) to provide counseling and rehabilitation
for employees with substance abuse problems.
Costs associated with the establishment of an Employee Assistance
Program (EAP) are expected to be offset by savings realized through
reduced accidents and industrial insurance claims, increased
productivity, reduced use of sick leave and positive impact on health
benefit accounts. Plus a positive effect on City of Yakima employee
morale by providing a vehicle to assist with personal or work
related problems which may affect job performance.
The attached exhibit (Exhibit 1) Substance Abuse Policy will outline
the detailed components required for applicable sections.
B-PERSNLL
EAP
1
RFP Process/Content
To provide all interested Employee Assistance Program (EAP)
providers the opportunity to do business with the City, staff
prepared a Request for Proposal (RFP) (Exhibit 2) for EAP services.
This RFP and the review process is similar to the method the City
has used in the past for Risk Management, collection agency services
and various other administrative services the City contracts for.
The RFP requested potential administrators to provide general and
detailed responses regarding these operations.
RFP sections included:
I. (general Instruction to Bidders
II,. Background Information
I I I . Technical Proposal
IV. Management Proposal
V. Cost and Accounting Proposal
The proposals were mailed to (15) firms known to provide Employee
Assistance Programs (EAP) plus newspaper advertisements locally
and in the Northwest. Of these, the City received six (6) responses.
1 .
A. J. Consultants, Inc.
4.
Em2Ioyees Support S stems Co.
2.
Occupational Health Services Cor .
5.
Maschhoff, Barr & Associates, Inc.
3.
Central Washington Comprehensive
6.
Yakima Valley Council on
Mental Health
Alcoholism
B-PERSNLL
EAP
2
Employee Assistance Program (EAP) Analysis and
Recommendations
A proposal development and review team consisting of City
Management and Union Representatives (AFSCME, YPPA, Fire and Fire
PERS) reviewed the RFP responses and developed a composite
ranking for the responses in accordance with the evaluation criteria
in the RFP. (Exhibit 3)
The final selection of EAP provider was based on:
a. The nature, quality and scope of EAP services to be
provided.
b. The experiences of the bidder in providing such services.
c. The bidder's willingness and approach to providing an
EAP program appropriate to the needs of the City.
d. Bidder references.
e. The proposed cost of the bidder's EAP services.
f. Finalist EAP providers interview presentation to
Committee members.
Based upon the above selection criteria and interview presentation
of the finalist, the ranking was a follows:
1. A.J. Consultants, Inc., 32 N. 3rd Street. Yakima, WA 98901.
Washingtor Mutual Building. Room 310 (509) 248-0133 or 1-
800-922-20 5, proposed a $12,902.50 annual fee based upon
650 emplo ees and family members coverage ($1.65 per
employee + .t 2 months = $19.85 x 550 full-time employees and
100 permanent part-time employees = $12,902.50.
2. Occupational Health Services Corporation, 125 East Sir Francis
Drake Boulevard, Suite 300. Larkspur. CA 94939-1890. (415
461-8100, proposed a $7,920.00 annual fee based upon 550
full-time employees with additional cost for seminars at $300
per two hours plus travel (up to a maximum of 4750 per day);
B-PERSNLL
EAP
3
critical incident debriefing at $75.00 per hour ($1.20 per
employee + 12 months =_ $14.40 x 550 = $7,920.00.
3. Central Washington ComprehensiveIdgntal Health. 321 Ea$/
Yakima Ave., Yakima, WA 98902 (5/5-4_, proposed a
$7,458.00 annual fee based upon 550 full-time employees.
Coverage for both employee and family yearly charge of $15.60.
Assume 300 married/single parent family employees and 250
single employees ($15.60 x 300 = $4,680) + $13.56 x 250 :_
$3,390) = $8,070. Adjusted cost annually would be $8.070.
4. EmaQ,y- ...r .ii.. • North Rampart. Suite
A range. CA 92668 800-221-0945, proposed a $14,850
annual fee based upon 550 full-time employees with the
family coverage ($2.25 per employee + 12 months = $27.00 x
550 = $14,850.
5. Maschhoff. Barr & Associates. 47 Park Place. PO Box 814&
Tacoma, WA 98411_12_01) 427-4244, proposed a $10,098
annual fee based on 550 full-time employees with family
coverage ($1.53 per employee + 12 months = $18.36 x 550
$10,098).
Based upon their proposal for service, the proposed cost, and their
referral history of service, the review team unanimously ranked A. J.
Consultants, Inc. as the provider of choice for the City of Yakima.
(Exhibit 4 - A.J. Consultants Contract)
RFP Evaluation
Members on the evaluation committee were:
1. Glen Thompson - AFSCME
2. Bob Degrosellier - AFSCME
3. Jared Sweesy - AFSCME
4. Mike Vowel! - YPPA
5. Sheryl Smith - Personnel/Human Resources
6. Joe Riel - LEOFF Fire
7. Dave Harris - Fire PERS
8. Wendy Leinan - AFSCME
9. Marsha Devine - AFSCME
10. Archie M. Sutton - Personnel/Human Resources
11. Doug L. Bronson - YPPA
B-PERSNLL
EAP
4
F n in
During the 1990 Budget process, City Council adopted and budgeted
$60,000 for the Employee Assistance Program (EAP), Substance
Abuse Training and Drug Testing. The Employee Assistance Progam
(EAP) for a two-year period with a 10% increase factor, will cost
$27,094. Substance Abuse Training and Drug Testing will cost
approximately $20,000 for 'he two-year period, which totals
approximately $47,094, resuL :meg in a $12,906 projected savings
from the original budgeted amount of $60,000.
Staff Recommendation:
1. Management, staff and committee members recommend
passage of a resolution authorizing execution of the agreement
with A. J. Consultants, Inc. for the Employee Assistance
Program Services effective immediately upon adoption. The
total annual costs for these services are set at $12,906.
B-PERSNLL
EAP
5
CITY OF YAKIMA
EXHIBIT 1
CITY HALL, YAKIMA, W4SHINGTON 98901 Phone: (509) 575-6000 SCAN 278-6000
MEMORANDUM
DECEMBER 21, 1989
TO: AH City Employees
FROM: Archie M. Sutton, Personnel Officer
SUBJECT: City of Yakima Substance Abuse Policy
Effective Monday, January 1, 1990, the City will implement a Substance Abuse
Policy, adopted by the City Council on 12/19/89, affecting all City employees.
You wil! "nd attached a persona! :,opy for your review. After you have
complete aur review of the Policy, please file the Policy in your Employee
Handbook iur future reference.
If you have any questions or concerns regarding the Policy, please feel free to
contact your Supervisor, Division Manager, Department Head, or the Personnel
Officer.
T•DALY-2-A.18 1
1 /4/90
t
RESOLUTION NO.
D-5663
A RESOLUTION adopting the City of Yakima Policy on Substance
Abuse in the Workplace.
WHEREAS, on November 18, 1988, the Drug -Free Workplace
Act of 1988 (Pub. L. 100-690, Title V, Subtitle D) was enacted
and made applicable as of March 18, 1989, to the City of
Yakima as a federal contractor; and
WHEREAS, a committee containing representatives of all
City labor units and management cooperated in the drafting of
said policy; and
WHEREAS, the City of Yakima desires to comply with
federal requirements and provide a safe workplace for its
employees; and
WHEREAS, certain City of Yakima employees in the
their employment are responsible for the safety of
and adults as members of the public, now, therefore,
BE IT RESOLVED BY THE CITY COUNCIL OF THE
YAKIMA:
The City of Yakima Policy on Substance Abuse
workplace, which is attached and incorporated
hereby adopted. G��
ADOPTED BY THE CITY COUNCIL this I1 day of
1989.
ATTEST:
Is! KAREN S. ROBERTS, CMC
City Clerk
scope of
children
CITY OF
in the
herein,
is
S/ PATRICIA A. BERNDT
Mayor
CITY OF YAKIMA
SUBSTANCE ABUSE POLICY
A. PURPOSE
The City of Yakima recognizes that employees are its most important
resource. In order to ensure the health, welfare, and safety of its employees,
and the citizens whom they serve, the following policy regarding substance
abuse in the work place is adopted.
B. OBJECTIVES
1. It is the policy of the City of Yakima to provide a drug free work
place for its employees.
2. The City's philosophy on substance abuse is to emphasize training
and rehabilitation. Counseling and support will be made available
through an Employee Assistance Program, and the employees' right to
privacy will be respected at all times.
3. The following sections provide guidelines for employees and
supervisors for the detection and deterrence of substance abuse in the
work place. Detection of substance abuse is provided through pre-
employment screening, supervisor and co-worker education, and, where
reasonable cause exists, verified testing of current employees. The
standards by which such tests will be conducted are set out. Acts which
constitute a violation of this policy are defined, and the consequences
for violation are established.
C. APPLICABILITY
This policy applies to all permanent and temporary employees of the
City of Yakima. It is a condition of employment that the employee abide by
the terms of this policy.
D. DEFINITIONS
1. For the purpose of this directive, the following terms- have the
meanings indicated:
1
a. Substance abus{ means the use of a substance, including medically
authorized drugs, whist impairs job performance or poses a hazard
to ti:: safety and welfare of the employee, the public, or other
employees.
b. Reasonable cause means all of the facts and circumstances
available at the time of an incident which would lead any reasonable
person to the same conclusion.
c. Medically autb,rized drugs or substances means a drug or
substance prescribe i by a licensed practitioner/physician or dentist
for use in the course of medical treatment.
d. Controlled bsranee means a substance whose dissemination or
use is controlled by regulation or statute, including, but not limited
to alcohol, narcotics, depressants, stimulants, hallucinogens and
cannabis.
e. victiort means a finding of guilt (including a plea of nolo
contendere) or imposition of sentence, or both, by any judicial body
charged with the responsibility to determine violations of Federal,
Sate, or City drug laws.
f. Stir : ;1 drug statute means a criminal law involving the
manuf . -.are, distribution, dispensing, use or possession of any
controlled substance.
g. Written medical authorization means a prescription or other
written approval from a licensed practitioner/physician or dentist for
the use of a drug in the course of medical treatment. The
authorization must include the name of the substance, the period of
authorization, and whether the prescribed medication may impair
job performance.
h. Unreasonable delay means a delay of the testing procedure for a
period of time which would render the terra useless or ins.: curate.
i.Csumaing,means participation in a substance abuse counseling
program provided through the City of Yakima Employee Assistance
Program (E.A.P.)
E. EDUCATION
1. The City of Yakirna recognizes the need to provide education and
training in the areas of substance abuse and the major factors which
contribute to it.
2. The City recognizes that substance abuse can be successfully treated,
enabling an employee to return to satisfactory job performance.
Employees who are concerned about their own substance abuse are
encouraged to voluntarily seek assistance through the City Employee
Assistance Program. All such voluntary requests for assistance will
remain confidential.
3. An employee who has not received substance abuse awareness
training shall not be subject to disciplinary action under this policy.
F. EMPLOYEE RIGHTS AND RESPONSIBILITIES
1. The City shall not require an employee to undergo a drug screening
test unless there is reasonable cause to believe the employee is under the
influence of a substance which impairs job performance or which causes
the employee to pose a hazard to the safety of the employee, the public,
or other employees. Nothing in this policy is intended to require
random testing of employees.
2. Any voluntary request by an employee for assistance with his/her
own substance abuse problem will remain confidential and shall not be
used as the basis for any disciplinary action, provided that the request
for assistance is initiated prior to a substance abuse rellated on-the-job
incident.
3. Each employee using medically authorized drugs or substances
which can impair job performance shall report this fact to his/her
supervisor prior to beginning duty, and shall provide proper written
medical authorization to work. It is the employee's responsibility to
determine from the physician whether or not the prescribed drug would
impair his/her job performance.
4. In accordance with the Drug Free Work Place Act of 1988, an
employee who is convicted of any criminal drug statute for a violation
occurring in the work place shall notify the City Personnel Office no
later than five days after such conviction.
3
5. Each employee who observes or has knowledge of another employee
in a condition which impairs his/her ability to perform job duties or
poses a hazard to the safety and welfare of others shall promptly report
the incident to his/her immediate supervisor.
6. An employee who is the subject of a substance abuse investigation, or
who requests or is required to submit to a Substance Abuse Examination
in accordance with this policy, shall be entitled to have a Union
Representative or other observer of his/her own choosing present
during the investigating, provided that such request for an observer
does not cause an unreasonable delay.
G. DETECTION
1. Pre-employment Examination. Prospective employees of the City
of Yakima in the positions listed in Attachment A, shall undergo a drug
screening test prior to employment. A confirmed positive test for
controlled substances, or refusal to take the examination, will result in
disqualification for employment for a period of six months.
2. Examination for reasonable cause. An employee may be required to
unde o a Substance Abuse Examin'tion when reasonable cause exists to
believt, the employee is under the influence of a controlled substance
and the steps outlined in the attached "Supervisors Checklist for
Substance Abuse" are followed. The decision to conduct a Substance
Abuse Examination shall be made only by the supervisor's department
head or the department head's management level designee.
3. Searches of City owned property. The City reserves the right to
search, without employee consent, all City owned property, and any
property or area jointly or fully controlled by the City when reasonable
cause exists to believe the search will reveal evidence of violation of this
policy.
H. REHABILITATION
1. The City recognizes the value of trained, experienced employees,
and, to the extent it deems treatment and rehabilitation are effective, it
will pursue those avenues prior to resorting to disciplinary measures.
2. Any counseling required or agreed to under this policy shall be at
City expense. Further, appointments with the E.A.P. may be scheduled
4
on City time with prior approval of the employee's supervisor, for up
to three (3) visits per year. The E.A.P. counselor may contact the
department head for authorization for additional time off. Sick leave or
other accrued time shall be used for time spent beyond the above limit
for the purpose of extended counseling or treatment. If the employee
requests that the purpose of the leave not be disclosed to his/her
immediate supervisor, the department head shall maintain
confidentiality regarding the reason for the leave.
3. The cost of treatment and rehabilitation beyond counselling by the
E.A.P. shall be born by the City to the extent covered by existing labor
contracts and health benefit plans.
L TESTING PROTOCOL
1. All Substance Abuse Examinations required under this policy shall
be administered at a facility designated by the City.
2. The employee shall provide samples of blood and urine to test for
the presence of alcohol and/or drugs, and shall sign an authorization to
release the results of those tests to the City Personnel Office.
3. Whenever a test of samples of blood and urine is required by this
directive, it shall be administered in accordance with the following
procedure.
a. The blood is drawn by a medical technologist. The urine sample
is produced by the employee alone in a restroom. The medical
technologist examines the restroom before and after to ensure that no
other samples were present and that no substances were available for
tarapering. Each sample shall be subjected to a laboratory testing
protocol to detect: tampering.
b. The medical technologist takes the samples, seals them, labels
them with the employee's identification, and signs a document which
begins a formal chain -of -possession procedure. Each person who
handles the samples, including the person who performs the tests,
must sign this document. When not being handled, the samples are
stored in a locked refrigerator. The purpose of this procedure is to
insure that samples do not get switched during testing.
c. The laboratory test is conducted in two steps. The first is a
general screen test for the major drugs of abuse and alcohol using
5
the EMIT or comparable test. If any positive result is obtained, a
second test is performed using a gas chromatograph/mass
spectrometer (GC/MS) which provides molecular identification of
the substances found in the sample. If alcohol is detected in the
urine, the blood sample will be used for confirmation and to
determine an accurate Blood Alcohol Level.
4. Examination results will be delivered only to the City Personnel
Officer who shall notify the employee's department head. The results
may be made known to other management level City personnel who are
required to know for the purpose of determining appropriate discipline
or counseling, but otherwise shall be kept confidentiaL Provided the
Personnel Division has the employee's current address and telephone
number, the employee will be notified immediately when the results are
received.
5. Whenever an examination is required under this policy, the
supervisor accompanying the employee shall advise the employee that
he/she has the right to request that additional samples of urine and/or
blood be collected at his/her own expense. The employee may make
separate arrangements with the City's testing facility or another
laboratory chosen and paid by the employee, for storing or testing these
additional samples, but the employee will not have the right to handle
samples after the original donation.
J. PROHIBITED ACTS
1. Reporting for work while under the influence of alcohol or drugs,
or any substance which impairs an employee's mental or physical
capacity is prohibited.
2. The unlawful manufacture, distribution, dispensing, possession, or
use of a controlled substance in the work place, is prohibited.
3. Refusal to submit to or willful interference with any Substance
Abuse Examination required in accordance with this policy is
p$ hibited.
4. Failure to notify the department head within five days of conviction
of a criminal drug statute violated in the work place is prohibited.
5. Failure to attend and cooperate in counseling when required in
accordance with this policy is prohibited.
6
K. TREATMENT/DISCIPLINE
1. In all cases of suspected substance abuse in the work place, the
supervisor's Substance Abuse Incident Report shall be forwarded to the
employee's department head for further action. An employee suspected
of substance abuse shall be relieved of duty, with pay, following any
required examination, and shall be required to notify the office of
his/her department head of his/her whereabouts at all times for the
duration of the investigation. The Personnel Officer and the department
head will determine the course of treatment or discipline as provided
below.
2. Disciplinary action resulting from enforcement of this policy shall
be in accordance with applicable bargaining agreements, City
Administrative Code, and Civil Service rules. All established grievance
procedures shall apply.
3. The emphasis of this policy is training and rehabilitation.
Disciplinary action for job misconduct in violation of this policy will be
imposed up to and including termination when an employee does not
make use of an approved treatment opportunity and the City finds
discipline to be an appropriate response to the misconduct. An
employee who has had treatment through the E.A.P. and who
subsequently commits misconduct in violation of this policy may or may
not be offered another opportunity for treatment in place of discipline,
depending on the seriousness of the job misconduct and the lapse of time
since last in treatment through the E.A.P.
4. As required by the Federal Drug -Free Work Place Act of 1988,
(Pub. L. 100-690, Title V, Subtitle D), within 30 days of the City's
receiving notice that an employee has been convicted) of violating a
criminal drug statute in the work place, the City will either take
appropriate personnel action up to and including termination or require
the employee to participate satisfactorily in a drug abuse assistance or
rehabilitation program approved by a federal, state, or local health, law
enforcement, or other appropriate agency.
L. SAVINGS CLAUSE
It is understood that all provisions of this policy are subject to
applicable Federal, State, and Local laws, and if any provision of any section
of this agreement is held or found to be in conflict therewith, said provision
shall be void. However, such invalidity shall not affect the remaining sections
of this policy. 7
ITEM TITLE:
SUBMITTED BY:
SUMMARY EXPLANATION:
BUSINESS OP THE CITY COUNCIL
YAKIMA, WASHINGTON
AGENDA STATEMENT
Item No.
For Meeting of 12/198
Consideration of a Resolution Adopting a City
Policy Regarding Substance Abuse in the Workplace
Labor/Management Committee on Substance Abuse
Pleas J. Green, Chief of Police, Chairman
The Drug -Free Workplace Act of 1988 requires employers to publish policies
prohibiting the use of drugs in the workplace and establishing sanctions for
violations. This federal iaw also mandates public employers who are direct
recipients of federal funds to maintain drug-free workplaces.
The attached Policy on Substance Abuse in the Workplace is the product of a
cooperative effort on the part of a committee comprised of city management and
employees representing the four major collective bargaining groups (AFSCME,
YPPA, Fire, and Fire PERS). It contains the elements required and suggested
by the Drug-free Workplace Act including: defining prohibited acts, providing
information and training, requiring counselling and rehabilitation, and estab-
lishing penalties ft:r violation. The policy provides for early detection
through pre-employment testing for certain job classifications involving
-afety risks to the public.
..ii integral part of the proposed policy is esta. shment of an Employee
Assistance Program to provide counselling and rehabiia:ation for employees
with substance abuse problems.
**************************************!*************************************!
* EXHIBITS *
* *
* Resolution Ordinance Contract Minutes Plan/Map *
* *
* Notification List other (specify) *
* *
*
* APPROVED FOR SUBMITTAL: LA *
* TY MANAGER *
STAFF RECOMMENDATION: Adopt Resolution
BOARD/COMMISSION RECOMMENDATION:
LOUNCIL ACTION:
Committee Recommendations:
1. Adoption of the Substance Abuse Policy effective January 1, 1990.
The policy provides that no employee shall be disciplined for violation.
unless they have received substance abuse awareness training. It is
recommended that the Personnel Department begin coordinating this training
immediately, beginning with managers and supervisors, with a target
completion date of May 1, 1990 for training of all current City employees.
2. Immediate implementation of pre-employment drug screening, for applicants
to job classification■ listed in attachment 'A' of the policy.
The policy requires pre-employment drug screening of certain City
employees. This essential element will provide early detection of sub-
stance abusers, prior to hiring, which will reduce potential impact on
employee health benefit accounts, offsetting the costs of the examination.
3. Establish an Employee Assistance Program by Nay 1, 1990.
The primary thrust of the proposed policy is toward prevention of sub-
stance abuse through education, and, whenever possible, salvaging and
rehabilitating affected City employees. Intrinsic to the policy is an
Employee Assistance Program (E.A.P.) to provide counselling and referral
services to employees who are determined to have substance abuse problems,
or who request assistance. With City Council approval, the City Wellness
Committee, chaired by Assistant City Manager Fred Stouder, has agreed to
develop an RFP for a comprehensive E.A.P. for City employees. Costs of t
E.A.P. will be determined and funding sources identified.
Costs associated with these recommended policy areas are expected to be offset
by savings realized through reduced accidents and industrial insurance claims,
increased productivity, reduced use of sick leave, and positive impact on
health benefit accounts.
The employee representatives and the various bargaining groups who par-
ticipated in the preparation of this policy deserve commendation for their
efforts. A spirit of cooperation and a genuine concern for the problems as-
sociated with substance abuse in our community were apparent from the
beginning. The proposed policy reflects these concerns.
Committee Members:
Wendy Leinan, AFSCME
Robert Degrosellier, AFSCME
Dave Willson, IAFF and Fire PERS
Glenn Thompson, AFSCME
Jerry Sweesy, AFSCME
Roy Willson, YPPA
Paul Sears, AFSCME
Sharon Carberry, Legal
Archie Sutton, Personnel
Doug Bronson, Police
CLASSIFICATION
Class No.
8181 Equipment Maintenance Supervisor
8191 Transit Operations Supervisor
8203 Fleet Maintenance Attendant
8204 Vehicle Maintenance Attendant
8211 Mechanic I
8212 Mechanic II
8230 Maintenance Mechanic
6121 Police Officer
6124 Police Sergeant
6126 Police Lieutenant
6127 Police Captain
6190 Police Chief
6321 Firefighter
6323 Fire Lieutenant
6325 Fire Captain (Shift)
6326 Fire Captain (Day)
6327 Battalion Chief (Shift)
6328 Battalion Chief (Day)
6338 Fire Investigation and
6339 Fire Investigator
7380 Deputy Fire Chief
6390 Fire Chief
8410 Transit Operatt.-
8411 Transit Dispatc er
8612 Transit Service Worker
Education Officer
ATTACHMENT "A"
CITY OF YAKIMA
SUBSTANCE ABUSE POLICY
SUPERVISOR'S CHEMIST AND CiUIDEUNE$
The following checklist and guidelines are provided for use in cases of suspected substance
abuse in the workplace. Whenever possible and appropriate, all items on this checklist
should be completed.
SECTION L PRE -EXAM
COMPLETED ACTION
1.. Obtain a witness, preferably another supervisor or management level
person, to observe behavior (if possible). locate a ,shop steward or,
if requested, a Union representative. If the delay imposed by
obtaining any of these witnesses might result in loss or destruction of
evidence, continue with the ch=klist, but omit any (questioning of a
Union m=ember if that employ= has requestal a representative.
2. Evacuate the circumstances and begin documentation on the
"Substance Abuse Report Form". If you have received a•ort about
the employee's behavior, ask the reporting person tD send a written
report of that person's observations as soon as possible. You have a
responsibility to investigate even anorrymous repeats if they have any
credibility. Of course, a report from a person who identifiers
him/herself and is willing to provide documentation of the reported
observations is more credible.
3., If substances, containers, or paraphernalia are found;
■ Secure the area or vehicle so that the evidence will not be
disturbed.
• Immediately contact the Police Department if an apparent
controlled substance or suspicious substance is found.
• Confiscate alcohoL Retain in a seam= location. (The Police
Department will not confiscate an alcoholic beverage„),
• Record information from prescription medication container(s).
1
SECTION II. DISCUSSION WITH EMPLOYEE
COMPLE'T'ED ACTION
1. Make arrangements for transportation to the testing facility in a City of
Yakima vehicle. Do this before meeting with the employee to save
time if an exam is later found necessary. The employee is not allowed
1 . •
111 •) 1)• 1 1 1
in exam is not called for. or thtemmplovee is teinsmtedio duty,
2. Locate and secure a private setting for the interview. Proceed with the
interview outlined in Step 3 below, making sure an Union
representative is present if requested by a Union member (otherwise,
omit the interview).
3. Document your observations, comments, questions, and the
employee's responses made through:
• DIRECT OBSERVATION. Describe to the employee the
behavior which has caused concern. Explain why you
believe a violation of the Substance Abuse Policy has
occurred. Document his/her response.
■ DICIDENT/ACCIDENT DETAILS. Ask the employee to
describe the incident/accident to you. Pay attention to
whether the account is thorough or has gaps; IS consistent or
contradictory; is believable. Ask the employee to clarify any
gaps or inconsistencies in his/her account. If the employee's
explanation is not satisfactory, tel him you believe a violation
of the Substance Abuse Policy has occurred. Document your
questions and his answers and its
■ THIRD PARTY REPORT, Inform the employee of the
report you have received (do not provide details that would
disclose the identity of the third party). Ask the employee
about circumstances that may be related to this report, such as
misunderstandings or arguments with the reporting person.
Document the employee's responses
4. Ask the employee if:
• A medical condition exists which would account for his/her
behavior. If so, proceed with the substance abuse exam in
order to rule out a cause other than the claimed medical
condition.
• He/she is or has-been using a medically prescribed or over-
the-counter medication.
2
• He/she has used any controlled substance or alcohol; If so,
proceed with the substance abuse exam.
DOCUMENT THE EMPLOYEE'S RESPONSES.
COMPLETED ACTION
S. DECISION POINT.
No exact formula exists for making the decision whether to test. You
may have documented several items which, taken separately, would not
compel you to test, but taken together add up to reasonable cause. On
the other hand, you may have only one piece of evidence, but it alone is
sufficient to request the exam. For example, you may smell a strong
odor of intoxicating liquor on the employee's breath or have a third -party
report from a very credible witness who is willing to testify.
At this time, review:
• Your observations.
■ Third -party reports (if any).
• Your discussion with the employee.
• The employee's work performance (if known).
A pattern of work performance problems by itself is not a
sufficient basis for ordering the exam. However, patterns of
work performance problems should be considered in your
decision.if you have any other reasons to be suspicious that this
policy has been violated, based on the results of your
observations and investigation. The types of problems that may
be associated with substance abuse include:
Absenteeism
Late reports.
Poor relations with customers and/or co-workers.
Excessive use of sick leave, especially before and after
weekends and paydays.
Industrial accidents.
Traffic accidents.
IF YOU DECIDE THE EXAM IS NOT NECESSARY, explain to the
employee your reasons for investigating the situation, express your
appreciation for the employee's cooperation, and direct him/her to return
to duty.
3
IF DU BELIEVE AN EXAM IS NEEDED, contact your department
head or his/her management level designee to inform them of the
circumstances and your observations. Your denartmenLhead or his/her
• .1.. "41
•.y1
1 1 d •, i.• • •Jl•_ ::�• J i 1.
111 1 . 1 •.1
IF AN EXAM IS DIRECTED:
COMPLETED ACTION
6. Inform the employee that he/she is relieved of duty with pay during
the course of the exam and pending exam results and that he/she will
be informed of the exam results as soon as they are known, provided
the City Personnel Office has a current telephone number and
residential address for the employee.
7. Complete a Consent Form. Be sure to read the form to the employee
and direct the employee to sign it. This step must be done before
taking the employee to the testing facility. Do not change the form in
any way.
Ea 8. IF EMPLOYEE REFUSES TO SIGN THE CONSENT FORM:
• Explain that signing the consent foss is a dine„ -4 order. Ask if
the employee understands the order. Explain that failure to
comply constitutes a violation of Qty Pohcy and could result
in disciplinary action.
• Issue a second direct order to sign the Consent Form. If the
ermmloyee still refuses, relieve him/her from duty with pay,
explain that disciplinary action may follow, and transport the
employee home. DOCUMENT TETE EMPLOYEE'S
RESPONSES. Notify your department head.
SECTION III. SUBSTANCE ABUSE EXAMINATION
COMPLETED ACTION
1. Call the testing facility designated by Qty directive and:
• Inform the hospital staff that you arc bringing in a City of
Yakima employee for a Substar ° Abuse Examination and that
City of Yakima_procedures mus:be followed.
• Inform the hospital staff if the employee has an injury which
requires treatment.
4
COMPLETED ACTION
E3 2. Transport the employee to the testing facility in a City vehicle. DO
NOT ALLOW THE EMPLOYEE TO DRIVE. Do not go alone if you
feel threatened -- get another employee to go with you. If that is not
sufficient, document the behavior that is ming, tell the employee
of the perceived threat and inability to transport him, and that inability
to transport him due to threatening behavior may result in disciplinary
action. Tell the employee that he is released from duty until further
notice and to call someone to pick him up. Terminate the
investigation.
E3 3. Provide the Consent Form to the hospital staff. Get and hand to the
employee a hospital admittance form. Tell the employee that failure to
complete the form is refusal to take the exam, which may result in
disciplinary action. Do not allow the employee to alp the form in any
way. OBTAIN COPIES OF COMPLETED CONSENT FORM AND
ANY HOSPITAL FORMS FROM THE ADMITTING CLERK.
4. Advise the emplloyee that he/she has the option of having additional
samples drawn for testing at a laboratory of his/her own choosing.
Tell the employee that these additional procedures an; at his/her own
expense. Specimens taken at the request of the employee cannot be
given directly to the employee by the lab technician.
The employee will be escorted to the examination room where he/she
will produce urine and/or blood samples in accordance with
established protocol. Neither you nor any Union representative or
other employee representative will accompany the employee into the
examination room.
CI 5. When the exam is completed, reconfirm with the employee that he/she
is relieved of duty with pay until the exam results are known and
instruct the employee to notify his/her department head of his/her
whereabouts.
6. Transport the employee to his/her home in a City vehicle. DO NOT
ALLOW THE EMPLOYEE TO DRIVE OR DRIVE THE
EMPLOYEE BACK TO A CITY WORK SITE You must not allow
the employee to drive any vehicle.
EXHIBIT 2
CITY OF YAKIMA
EMPLOYEE ASSISTANCE PROGRAM - REQUEST FOR PROPOSALS
The City of Yakima is presently accepting proposals for the purpose
of selecting a provider of an Employee Assistance Program (EAP) for
City Employees. Successful response to this RFP will be the basis
for a contract between the bidder and the City of Yakima to provide
EAP services to employees of the City of Yakima and their families.
This is an open bid process.
Responses to this RFP must follow the format provided. Responses
must be concise, clear, and accurately describe the proposer's
capabilities to provide the service and administer the program. The
final selection of an EAP provider will be based on:
a. The nature, quality, and scope of EAP services to be provided
b. The experience of the bidder in providing such services
c. The bidder's willingness and approach to providing an EAP
program appropriate to the needs of the City
d. Bidder references
e. The proposed cost of the bidder's EAP services
Written responses to this RFP must be received by the City of Yakima
no later than. 5:00 ;p.m. , on Spptppr 1A. , 1990. Responses are
to be directed to:
City of Yakima
129 North 2nd Street
Yakima, Washington 98901
ATTN: Director of Personnel
Any questions relating to this RFP may be directed to:
Archie Sutton
City of Yakima Personnel Director
City Sall
Yakima. Washington 98901
(509) 75-6090
Page 1
CITY OF YAKIMA
EMPLOYEE ASSISTANCE PROGRAM - RE UEST FOR PROPOSALS
CONTENTS
I. GENERAL INSTRUCTIONS TO BIDDERS
II. BACKGROUND INFORMATION
III. TECHNICAL PROPOSAL
IV. MANAGEMENT PROPOSAL
V. COST AND ACCOUNTING PROPOSAL
ATTACHMENT 1. LETTER OF CERTIFICATION
Page 2
I. GENERAL INSTRUCTIONS TO BIDDERS
A. The proposer is specifically notified that failure to comply with
any part of the Request for Proposals will result in rejection of
the proposal as non-responsive.
B. Proposals
three (3)
Section 1
shall be prepared in a single volume consisting of
sections as follows:
Technical Proposal. Define all work required to
accomplish the tasks for service to be provided, and
outline your approach to accomplishment of these
tasks within the space provided in Part III of this
RFP. Number all attachments as indicated in the
instruction—
Section
Section 2 - Management Proposal. The management proposal must
contain all of the information required in Part IV of
this RFP in the format set forth in Part IV.
Section 3 Cost and Accounting Proposal. The proposer shall
submit the information required in the space provided
in Part V of this RFP.
C. Submission of Proposals
Three (3) copies of each of the above described sections,
including attachments, whether mailed or hand delivered, must
arrive at the office of the City of Yakima Personnel Director
(address below) no later than 5.00 P.M. on SPptaar 1B 1990.
The proposals in response to this RFP shall be addressed in the
following manner:
City of Yakima
129 North 2nd Street
Yakima, Washington 98901
ATTN: Director of Personnel
D. This RFP may be amended at any time prior to the submission
proposals.
E. The period of performance of any contract resulting from this RFP
is scheduled to begin 1 , 1990, and will be in
force through noN-pmbPr 1 js21,1 assuming satisfactory
performance by the bidder. The City of Yakima reserves the right
to renew the contract on an annual basis for up to 2 (tun)
consecutive years.
Page 3
F. The final selection of an EAP provider will be based on:
a. The nature, quality, and scope of EAP services to be provided
b. The experience of the bidder in providing such services
c. The bidder's willingness and approach to providing an EAP
program appropriate to the needs of the City
d. Bidder references
e. The proposed cost of the bidder's EAP services
G. The City of Yakima reserves the right to make an award without
further discussion of the proposal submitted. Therefore, the
proposal should be submitted initially on the moat favorable
terms the bidder can propose. The proposer shall specifically
stipulate that the proposal is predicated upon the acceptance of
all the terms and conditions contained in the Request for
Proposals. It is understood that the proposal will become a part
of the official file on this matter.
H. Proposals shall be based on the material contained in the RFP.
The proposer is instructed to disregard any previous material it
may have received or any oral representations.
I. The City :reserves the right to visit the office of the proposer
in order to inspect the facilities, review established operating
and accounting procedures, and meet key personnel.
J. The successful bidder must designate, in advance, the account
executive(s) who will be assigned to the City's account, and
agree that any changes in personnel assigned to the City's
account will be made only with written approval of the City.
Such approval shall not be unreasonably withheld by the City.
K. The City expressly reserves the right to reject any and all
proposals received as a result of this RFP.
L. The City of Yakima requires that respondents to this RFP meet the
following minimum qualifications:
a. Bidders shall have a full-time staff person who is a
qualified principal, account executive, or counselor and who
has a minimum of two (2) years work experience directly
related to the administration of EAP services.
b. Bidders shall comply with the Washington State Law regarding
non-discrimination in employment (RCW 49.60)
M. Final approval of an EAP provider will be made by the City
Council. Selection is expected to be made by j-oher 30 ,
1990.
Page 4
II. BACKGROUND INFORMATION
The City of Yakima is an incorporated municipality within the State
of Washington with a Council -Manager form of government. The mission
of the City of Yakima is to provide superior services and public
facilities for the people, businesses and institutions within the
city boundaries and to enhance the quality of life and economic
envirc-ment in the community.
Appro..rately 550 permanent city employees serve a population of
52,000 within the city limits. Nine departments provide a full range
of governmental services, including Police, Fire, Parks, and
Utilities from numerous facilities throughout the City. Positions
include administrators, professionals, technicians, and clerical
workers.
The City of Yakima is an Equal Opportunity Employer and does not
discriminate against individuals because of their race, color,
marital status, religion, age, sex, national origin or handicap.
Page 5
III. TECHNICAL PROPOSAL
Provide the following information in the space Erovided below.
A. Check the following services which you propose to provide under
this RFP:
( ) Assessment and Referral Services
( ) 24 hour Crisis Intervention
( ) Short-term Counseling (1-4 sessions)
( ) Follow-up Services
( ) Multiple referral options
( ) Statistical usage reporting
( ) Employee, Family, and Supervisor Orientation Training
( ) Critical Incident Stress Debriefing/Counselling
( ) Assistance/Coordination of benefits for referred services
The contractor will be expected to define and describe the
methodology used in the delivery of these services. The proposer is
urged to be as detailed as possible in the space allowed.
B. Describe the types of employee/family problems your services can
deal with.
Employee - (1)
(2)
(3)
(4)
(5)
(6)
(7)
(8)
Family - (1)
(2)
(3)
(4)
(5)
(6)
(7)
(8)
Page 6
C. Describe how appointments for services are made.
D. Describe your procedures for accepting a:
Self -referral -
Supervisor referral -
E. Describe how your agency will provide program orientation
training to City of Yakima Supervisors, employees, and their
families:
Supervis rs:
Number of sessions -
Length of sessions -
Materials to be used -
Materials to be provided -
Current Employees:
Number of sessions -
Length of sessions -
Materials to be used -
Materials to be provided -
Page 7
New Employees:
Frequency of sessions -
Number of sessions -
Length of sessions -
Materials to be used -
Materials to be provided -
Family Members:
Frequency of sessions
Number of sessions -•
Length of sessions -
Materials to be used -
Materials to be provided -•
F. Will the proposer provide any additional training riot described
previously? If "yes", will there be an additional fee for this
training beyond the fees described in this RFP?
G. Describe emergency services. Under what circumstances/conditions
would you provide services to a City employee outside of normal
working hours?
Page 8
E. Is the proposer qualified and able to provide counseling for Post
Traumatic Stress Diso.der (PTSD) for law enforcement officers,
emergency response pers:;--el, and other employees experiencing
traumatic life experiences? Please describe experience in
dealing with this problem.
I. Will separate phone lines be established for City of Yakima EAP
services, or will calls be handled over agency's regular business
lines?
J. Will an answering service be used for any portion of the provided
service, and if so, how will confidentiality of information be
ensured?
K. Once referral or request for service has been made, how soon
will tr.e employee be seen by the proposer?
L. Additional comments or information you would care to provide.
Page 9
IV. MANAGEMENT PROPOSAL
Provide the following information in the format set forth below.
A. Proposer Identifying Information
1. Name, address and telephone number of legal entity with whom
contract would be written.
2. Names of principal officers (President, Vice President,
Treasurer, Chairperson of the Board of Directors).
3. Name of EAP Service Supervisor.
4. Legal entity status of the proposer.
5. Employer ID and Washington business license number.
6. Attach one copy of each of the following and label each
attachment as indicated:
a. Letter of Certification (Attachment 1)
b. Licensures held by the proposer (Attachment 2)
c. Certificate of Bond and/or insurance (Attachment 3)
d. Non-discrimination policy (Attachment 4)
e. Most recent audit report (Attachment 5)
f. Resume including experience and educational
qualifications (vitae) for each staff person who would be
involved in providing training, counselling, or other EAP
services. (Attachment 6)
B. Facilities Information
1. List address(s) of all facilities to be used in providing the
proposed service and indicate whether or not they are
accessible to handicapped or disabled persons.
C. Experience
1. Describe your experience in providing EAP services for
organizations comparable to the City of Yakima. Include any
special programs you may have used to serve other, similar
accounts.
2. Attach a list of the following information regarding other
EAP accounts the proposer is serving or has served in the
past in the following format (Label as Attachment 7):
Name of Date Contact Phone
Account Initiated Person Number
3. Indicate the experience the proposer has which demonstrates
an ability to administer the services proposed under this
RFP.
Page 10
D. Subcontracting
1. In the event the proposer intends to subcontract any of the
services proposed in the Technical Proposal, describe in
detail which parts of the service will be subcontracted, how
the quality of performance will be ensured, and to whom you
will subcontract.
E. Privac and Release of Information
1. Describe your policy regarding confidentiality of client
information and what measures your agency takes to insure the
security of client=:.:-aformation.
2. Describe your reporting procedures. including the frequency
of reports and how you will ac ass confidentiality while
still providing useful data.
3. What information would be relear to the City of Yakima if,
through your services, you became aware that an employee was
involved in: child abuse, other criminal activity, situations
involving discrimination or harassment of other City
employees, or behavior patterns potentially harmful to the
client or others. Describe what type of information would be
shared and how.
F. Referrals
1. Is the proposer, or proposer's parent entity, in the business
of providing medium or long term counseling or treatment for
any of the problems listed in section B of the Technical
Proposal? If so, which problems.
2. If it becomes necessary to refer an employee to services
beyond EAP counseling which are also provided by your agency,
will alternate referral options be made available to the
employee?
3. Attach a list of service providers which your age -.^y refers
EAP participants to for various services in the following
format. (Label as Attachment 8)
Service
Agency Problem Provided
4. Will the proposer assist EAP participants with coordinating
insurance benefits for services not covered by the EAP
contract, and provide information cc-,cerning any other
financial assistance which may be availacle?
Page 11
V. COST AND ACCOUNTING PROPOSAL
Provide the following cost and accounting information in the mast,
provided:
A. Fees for services provided under this RFP will be on the
following basis:
Check: ( ) Fee for service
( ) Pre -paid
( ) Either fee for service or pre -paid
B. Summarize the fees your agency will charge for providing EAP
services described in the Technical Proposal. Include a break-
out of fees for employee only services or employee and family
member services.
C. Are there any additional fees, including but not limited to
administrative fees or fees for optional service? If so,
describe.
D. would there be an additional charge, either to the City or the
employee, for EAP counselling or interview appointments made and
not kept?
E. Accounting Structure of Proposer
1. The accounting system of the proposer is:
Check:
a.
b.
c.
cash basis
modified accrual basis
accrual basis
2. The accounting system of the proposer is:
Check: a. double -entry accounting system
b. single-entry accounting system
3. Does the proposer maintain a formal accounting system as
reflected by:
a. general ledger
b. general journal
c. cash receipt journal
d. cash disbursement journal
e. other (specify)
4. Are there accounting policies and procedures
which include a complete description of the
financial management functions?
5. Are accounting policies and procedures
current?
Page 12
Yes No
01111.41.1101.
6. Are EAP revenues accounted for by separate
fund accounts identified within the accounting
system?
7. Does the accounting system provide for the
prompt recording and reporting of all
financial transactions?
8. Does the system require that all accounting
transactions and entries be supported by
adequate documentation?
9. Are bank accounts reconciled monthly and copies
of the bank reconciliation kept on file?
10. Is trial balance prepared monthly to ensure
that accounting records are posted correctly
and the book (general ledger) is balanced?
11. Are duties and responsibilities separated
so that no one employee has sole control over
cash receipts, disbursements, and
reconciliation of bank accounts?
12. When one position is paid out of different
funr_ng sources, how is the time allocated
per Dob determined?
a. Time study (describe technique)
b. Time sheet
c. Other (specify)
13. Is there a regular review of the agency's
financial records by a CPA?
a. Frequency of review by CPA
b. Name of CPA
Yes No
14. Briefly describe the system to be used in documenting the
service to be provided under this RFP.
Page 13
Attachment 1
LETTER OF CERTIFICATION
The Proposer hereby certifies that the information contained in the
Technical, Management, and Cost and Accounting sections of this
Proposal is true and correct to the best of his/her knowledge.
Agency Name
Address Phone No.
Agency Director
Proposal Prepared by
Signature
Signature
Page 14
Date
Date
CITY OF YAKIMA RFP EVALUATION
c
Exhibit
d
Name of Companies Responding out of 15
The firm's demonstrated ability
to develop and administer a
compensation EAP Program
The qualification ., ex -
perience, EAP philosophy
& compatibility of the
personnel to be assigned
to the City's EAP Account
The firm's ability
to provide selected
support services.
Total projected
cost to the City
Rank
A. J. Consultants, Inc. 5 Client List
5
5
$12,902.50
annually
1
2. Occupational Health Service Corp. 5 Client List
3. Central Wash. Comp. Mental Health 5 Client List
4
4
4
4
$ 7,920
annuall
$ 8,070
annually
2
3
4. Employee Support System Co. 5 Client List
3
3
$1 4,950
annually
4
5. Maschoff Barr & Assoc. Inc. 5 Client List
6. Yakima Valley Council on 3 Client List
Alcoholism
5
3
4
2
$10 098
N/A
5
6
RATE FACTOR:"0" to "5"
5 -BEING THE MOST RESPONSIVE
0 -BEING THE NON-RESPONSIVE
E ZISIHXH