HomeMy WebLinkAboutR-1993-135 AJ ConsultantsRESOLUTION NO. R-93-
135
A RESOLUTION authorizing the execution of a Contract Addendum for the Cit)
of Yakima Emplo) ee Assistance Program.
WIIEREAS, on February 5, 1991, the Cit) executed an agreement with AJ
Consultants, Inc. for the Emplo) ee Assistance Program; and
WIIEREAS, b) a contract amendment approved by Yakima Cit: Council
Resolution No. 6037 on December 17, 1991, the parties contemplated an adjustment
in the compensation for calendar } ear 1994; and
WHEREAS, the Cit.) Council deems it to be in the best interest of the City of
Yakima to enter into the attached Contract Addendum with AJ Consultants, Inc.,
no\\, therefore,
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF YAKIMA:
!he Cit) Manager and Cit) Clerk are hereby authorized and directed to
execute the attached and incorporated Contract Addendum Nvith AJ Consultants,
Inc. for emplo\ ee assistance services.
14th December
ADOPTED I THE CITE COUNCIL this da) of , 19933
\1 1L.SI:
Cit.) Clerk
Ma) or
CITY OF YAKIMA EMPLOYEE ASSISTANCE PROGRAM
CONTRACT ADDENDUM
AJ Consultants and the City of Yakima do agree to this addendum dated November
22, 1993, of the Employee Assistance Program contract for employee support services
in effect from January 1, 1992, through December 31, 1994.
The City of Yakima shall pay the sum of $21.68 per employee per year covering 600
employees for a total of $13,008.00 per year, billed monthly at $1,084.00 per month for
year three (1994) of the present three year contract.
All remaining provisions of the consultant services agreement will remain
unchanged unless additional modifications are agreed upon by both parties.
Richard A. Zais, Jr.
City Manager
Karen S. Roberts, City Clerk
November 22, 1992
Archie Sutton
Personnel Department
City of Yakima, City Hall
129 North Second Street
Z ak.ma, WA 98901
Dear Archie,
I have attached the most recent Summary Report for the City of Yakima's
Employee Assistance Program As you can see, we have already exceeded last
year's usage and we continue to see the programs usage grow each year I
think you can contribute the tremendously high usage level, in part, to the
activities of the EAP Advisory Committee who have continued to work hard
to get the word out about the program.
I have also attached copies of a contract modification agreement The
agreement represents a 4 5% increase in our fees for service for the final year
of our three year contract This is consistent with the increase I projected for
the final year of the contract last December after promising to keep the fees
level in our second year. I shared this anticipated increase with Craig
Robinson earlier this year when he was developing a tentative EAP budget
for 1994 Please have Dick sign all three copies and return them to our office
I will have Janice sign off on them as soon as she returns to the office and
return a signed copy to your office
We at AJ Consultants Inc. are pleased to provide the City of Yakima with EAP
services I am pleased to see that the City's employee continue to utilize our
EAP services to make positive changes in their lives. I am encouraged by the
number of employees who have voluntarily accessed the services, and by the
increasing number of supervisors who are contacting our office for support
and assistance
The continued high usage indicates that your employees are aware of the
program and are using it as a resource to improve their quality of life at work
and at home. Thank you again for choosing us as your EAP provider.
Best wishes for the Holiday Season.
Sincerely,
Paul Nagle -McNaughton, M.S.
Employee Assistance Program Administrator
Enclosures
City of Yakima EAP Summary Report
Month
Cases
Clients
Contacts
Minutes
January '93
19
25
75
2517
February'93
8
11
53
2305
March '93
9
13
87
2854
April `93
9
14
91
2893
May `93
6
8
64
1921
June `93
11
14
59
25
July '93
8
13
58
2162
August `93
5
11
79
2409
September '93
6
9
81
2395
October `93
2
4
52
1599
November '93
December '93
Totals to date
83
122
689
23280
Reasons For Contact
Reason
Appointment
Assessment
Case management
Counseling
Follow-up
Information
Message
Referral
No show
Total
Contacts Minutes
115 845
87 4820
39 717
255 13735
81 627
39 490
42 226
18 440
23 1380
699 23280
Client's Primary Issue
Alcohol/Drug
Codependency
Eating Disorder
Emotional
Family
Financial
Job Related
Legal
Not determined
Sexual
Spiritual
Vocational
Wellness
Total
5
8
1
30
53
2
15
0
0
5
0
2
1
Cases by Job Classification % Referred for Additional
Clerical 19
Field 27
Fire 8
Management 9
Ponce 17
Technical 3
Anonymous 0
Total 83
Services
32%
129
(i
CONSULTANT SERVICES AGREEMENT
I. PAR"1iES TO AGREEMENT
The parties to this Agreement are the consultant firm of AJ Consultants Inc., hereinafter referred
to as "consultant", and City of Yakima, hereinafter referred to as "company".
II. TERM OF AGREEMENT
The agreement shall be effective January 1, 1992, through December 31, 1994, unless
modification or termination of this Agreement is effected by the written consent of the consultant and
the company. This agreement may be cancelled by the company with a sixty (60) day written notice.
Renewal of the contract is not automatic, and is subject to decisions made by the consultant 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 $20.85 per employee per year, covering 600 employees, for a total
of $ 12.510.00 per year. Billing for services rendered will be issued on a monthly basis at a rate
of $ 1,042 .50 , to be paid by the 10th of the following month. Modification of the total number of
employees covered will be reviewed on a quarterly basis and adjustments made accordingly. With
renewal of year 2 (1993) and year 3 (1994) of the contract period the dollar amount charged per em-
ployee will be renegotiated. Additional consulting services (as described in Attachment B) not covered
under the terms of this contract may be provided by the consultant at the rate of $75.00 per hour.
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 omission or commission
on its part.
VI. LIABILITY INSURANCE
Consultant will provide evidence of liability insurance coverage of at least $250,000.
City of Yakima AJ Consultants Inc.
By By
Richard A. Zais, Jr. Janice M. Burke, snjm
City Manager President
Date Date
r;t,°r4ji'sc
32 N. THIRD STREET • WASHINGTON MUTUAL BUILDING, ROOMi310 . YAOAA, `WASHINGTON .989.01
(509) 248-0133 6 FAX (509) 248-9602 • 1=800-922-2015
Attachment A:
Services 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. EAP orientation for all new employees (as requested)
2. Supervisory training for management personnel (2 hour training as requested)
3. Wellness or in-service presentations (4 topics per year)
4. Supervisor consultation services (unlimited)
5. EAP informational presentations at staff meetings, union meetings, and other in-service
opportunities (as requested)
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 inserts included in the City of Yakima Employee Newsletter
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
II. 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 employees 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.
Attachment B:
Optional Human Resource. Consulting. and Training Services
AJ Consultants, Inc. is a multi -service human resource, consulting, and training firm. We offer a
wide variety of services designed to optimize human potential and enhance organizational
effectiveness.
AJ Consultants Inc. will work collaboratively with you to design and implement a customized
management and organization development program to meet your individual needs.
Our services include:
Management Consulting
Strategic Planning
Trainings
Conflict Management and Resolution
Leadership Development
Board Development
Communication Skills
Facilitation Skills
Participative Management
Managing Diversity
Organization Development
Quality Improvement
Team Building
Organizational Change
Process Consultation
Organizational Diagnosis
Organization Re -Design
Survey Feedback
CONSULTANT SERVICES AGREEMENT
I. PAR'1TES TO AGREEMENT
The parties to this Agreement are the consultant firm of AJ Consultants Inc., hereinafter referred
to as "consultant", and City of Yakima, hereinafter referred to as "company".
II. TERM OF AGREEMENT
The agreement shall be effective January 1, 1992, through December 31, 1994, unless
modification or termination of this Agreement is effected by the written consent of the consultant and
the company. This agreement may be cancelled by the company with a sixty (60) day written notice.
Renewal of the contract is not automatic, and is subject to decisions made by the consultant 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 $20.85 per employee per year, 'covering A00 employees, for a total
of $ 12, 510.00 per year. Billing for services rendered will be issued on a monthly basis at a rate
of $ 1.042.50 , to be paid by the 10th of the following month. Modification of the total number of
employees covered will be reviewed on a quarterly basis and adjustments made accordingly. With
renewal of year 2 (1993) and year 3 (1994) of the contract period the dollar amount charged per em-
ployee will be renegotiated. Additional consulting services (as described in Attachment B) not covered
under the terms of this contract may be provided by the consultant at the rate of $75.00 per hour.
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 omission or commission
on its part.
VI. LIABILITY INSURANCE
Consultant will provide evidence of liability insurance coverage of at least $250,000.
City f Yakima AJ Consultants Inc.
By��-‘By'G
Richard A. Zais,, Jr.. @3.r.e ,�, 11 Janice M. Burke, snjm
City Manager iG`�� Clerk President ,
Date n ember 20, 1991 Date
r
Attachment A:
Services 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. EAP orientation for all new employees (as requested)
2. Supervisory training for management personnel (2 hour training as requested)
3. Wellness or in-service presentations (4 topics.per'year)
4. Supervisor consultation services (unlimited)
5. EAP informational presentations at staff meetings, union meetings, and other in-service
opportunities (as requested)
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 inserts included in the City of Yakima Employee Newsletter
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
II. 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 employees 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.
Attachment B:
Optional Human Resource. Consulting, and Training Services
AJ Consultants, Inc. is a multi -service human resource, consulting, and training firm. We offer a
wide variety of services designed to optimize human potential and enhance organizational
effectiveness.
AJ Consultants Inc. will work collaboratively with you to design and implement a customized
management and organization development program to meet your individual needs.
Our services include:
Management Consulting
Strategic Planning
Trainings
Conflict Management and Resolution
Leadership Development
Board Development
Communication Skills
Facilitation Skills
Participative Management
Managing Diversity
Organization Development
Quality Improvement
Team Building
Organizational Change
Process Consultation
Organizational Diagnosis
Organization Re -Design
Survey Feedback
RESOLUTION NO. D 6037
A RESOLUTION authorizing the execution of a Consultant Ser-
vices 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 Employee Assistance Program (EAP) to provide counseling and
rehabilitation for employees with substance abuse problems;
and
WHEREAS, an EAP is expected to provide savings through
reduced 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, A. J. Consultants Inc. provided these services
to the City of Yakima from February 1, 1991 through December
31, 1991; and
WHEREAS, the City Council of the City of Yakima deems it
to be in the best interests of the City that 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 and directed to execute an agreement with
A. J. Consultants Inc. for the purpose mentioned above, a true
copy of which agreement, entitled "Consultant Services Agree-
ment," is attached hereto and by reference made a part here-
of.
ADOPTED BY THE CITY COUNCIL this 17 day of December
1991.
Mayor
ATTEST: y�
, ct. ter✓ j ,z2 i C-04 c._.
City Clerk
(res/ica.sc)