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Item C09County of Monroe A BOARD OF COUNTY COMMISSIONERS Mayor George Neugent, District 2 The Florida. Key y w) Mayor Pro Tem David Rice, District 4 �r Danny L. Kolhage, District I Heather Carruthers, District 3 Sylvia J. Murphy, District 5 County Commission Meeting January 18, 2017 Agenda Item Number: C.9 Agenda Item Summary #2511 BULK ITEM: Yes DEPARTMENT: Employee Services TIME APPROXIMATE: STAFF CONTACT: Maria Fernandez- Gonzalez (305) 292 -4448 N/A AGENDA ITEM WORDING: Approval of First Amendment with Quantum Health Solutions for a three year renewal at a cost of $74,400. ITEM BACKGROUND: The last Request for Proposals (RFP) done for Employee Assistance Program (EAP) was done in 2014 and Quantum was the selected proposer. The current contract expires June 1, 2017. Staff requested a renewal quote to determine whether Quantum would continue providing service to the County. They have been an excellent vendor. Quantum agreed to continue their services with an increased cost of $3,800 annually for a three year term. That equates to an overall increase of $11,400 increase over the three year renewal period. PREVIOUS RELEVANT BOCC ACTION: The County's Employee Assistance Program (EAP) began in 1997. 1997 — 2007 Mental Health Care Center was contracted to provide EAP services. RFP 2007 — Horizon Behavioral Services was selected to provide EAP services and contracted from 2007 through 2010 2013 — BOCC renewed the contract with a change in company name from Horizon Health to Aetna Behavioral Health for one year with contract expiring June 2014. RFP 2014 — Five proposals received and at Public Meeting 14, 2014 Quantum resulted in the selected provider. CONTRACT /AGREEMENT CHANGES: Exhibit A - Scope of Work C is increased from $0.25 to $0.50 per employee per month; Exhibit A - Scope of Work D revised to add: Cessation of tobacco products, $125 per hour, with a limit of five (5) sessions per client. The term of the agreement is extended by three (3) years, and public records language required by statute is added. STAFF RECOMMENDATION: Approval DOCUMENTATION: first amendment to quantum contract EAP CONTRACT 2014 FINANCIAL IMPACT: Effective Date: January 1, 2017 Expiration Date: December 31, 2019 Total Dollar Value of Contract: $74,800 over three years Total Cost to County: $74,800 Current Year Portion: Budgeted: Yes Source of Funds: Primarily Ad Valorem CPI: Indirect Costs: Estimated Ongoing Costs Not Included in above dollar amounts: Revenue Producing: Grant: County Match: Insurance Required: Additional Details: If yes, amount: 01/18/17 502 -08002 - GROUP INS OPERATIONS three year renewal $11,400.00 REVIEWED BY: Christine Hurley Completed 12/23/2016 10:02 AM Budget and Finance Completed 12/28/2016 4:42 PM Cynthia Hall Completed 12/29/2016 9:43 AM Maria Slavik Completed 12/29/2016 9:47 AM Kathy Peters Completed 12/29/2016 10:02 AM Board of County Commissioners Completed 01/18/2017 9:00 AM FIRST AMENDMENT TO MONROE COUNTY CONTRACT FOR PROFESSIONAL SERVICES FOR EMPLOYEE ASSISTANCE PROGRAM THIS AMENDMENT, entered into on , 201 ( "Effective Date ") is by and between Monroe County (hereinafter called the "County ") and Quantum Health Solutions (hereinafter called the "Contractor ") (collectively, the "Parties "). WHEREAS, on April 25, 2015, the Parties entered into an agreement for the provision of professional services for employee assistance ( "Agreement "); and WHEREAS, the County would like to extend the agreement beyond its current expiration date of June 1, 2017; and WHEREAS, the Contractor has provided new rates for the renewal as defined within the Agreement and Exhibit A, Scope of Services, and has offered to have the rates remain constant for three (3) years; and WHEREAS, the Parties desire to amend the Agreement to reflect the terms and conditions desired by the Parties, including updated public records language required by Section 119.070 1, Fla. Stat, NOW THEREFORE, in consideration of the mutual covenants and provisions contained herein, the Parties amend the Agreement as follows: Cessation of tobacco products: $125 per hour, with a limit of five (5) sessions per client. 3. Paragraph 3.1 of the Agreement is revised in its entirety to read as follows: The term of this Agreement, as amended, will be for three (3) years beginning on the Effective Date of this Agreement. Monroe County's performance and obligations are contingent upon an annual appropriation by the Monroe County Board of County Commissioners. 4. Section 8, Records, is revised to add the following sentence: 5. Except as set forth herein, the Agreement between the parties remains the same IN WITNESS WHEREOF, this Amendment has been executed by the duly authorized representatives of the parties. QUANTUM HEALTH SOLUTIONS MONROE COUNTO (SEAL) Attest: AMY HEAVILIN, Clerk am 13MRIM AGREEMENT MONROE COUNTY CONTRACT FOR PROFESSIONAL SERVICES FOR EMPLOYEE ASSISTANCE PROGRAM THIS AGREEMENT is made and entered into this 1st day of June, 2014, by MONROE COUNTY ("COUNTY"), a political subdivision of the State of Florida, whose address is 1100 Simonton Street, Key West, Florida 33040 and Quantum Health Solutions("CONTRACTOR"), whose address is 4873 Palm Coast Parkway, NW, Unit 3, Palm Coast, FL 32137. CONTRACTOR shall do, perform and carry out in a professional and proper manner certain duties as described in the Scope of Services — Exhibit A — which is attached hereto and made a part of this agreement. 3.1 The initial Agreement term will be for three (3) years beginning the 1 st day of June, 2014, Monroe County's performance and obligations are contingent upon an annual appropriation by the Monroe County Board of County Commissioners. on M*k Section 6. CONTRACTOR'S ACCEPTANCE OF CONDITIONS I at all times conduct its business activities in a reputable manner. Proof of such licenses and approvals shall be submitted to COUNTY upon request. Any notice required or permitted under this agreement shall be in writing and hand delivered or mailed, postage prepaid, to the other party by certified mail, returned receipt requested, to the following To the COUNTY Benefits, Sr. Administrator 1100 Simonton Street, Suite 2-268 Key West, Florida 33040 To the CONTRACTOR Quantum Health Solutions 4873 Palm Coast Parkway, NW, Unit 3 Palm Coast, FL 32137 Pursuant to Florida Statute §119.0701, Contractor and its subcontractors shall comply with all public records laws of the State of Florida, specifically to: a. Keep and maintain public records that ordinarily and necessarily would be required by Monroe County in the performance of this Agreement. b, Provide the public with access to public records on the same terms and conditions that Monroe County would provide the records and at a cost that does not exceed the cost provided in Florida Statutes, Chapter 119 or as otherwise provided by law. c. Ensure that public records that are exempt or confidential and exempt from public records disclosure requirements are not disclosed except as authorized by law. d. Meet all requirements for retaining public records and transfer, at no cost, to Monroe County all public records in possession of the contractor upon termination of this Agreement and destroy any duplicate public records that are exempt or confidential and exempt from public records disclosure I requirements. All records stored electronically must be provided to Monroe County in a format that is compatible with the information technology systems of Monroe County. Section 9. EMPLOYEES SUBJECT TO COUNTY ORDINANCE NOS. 010 AND 020- 1990 By signing this agreement, CONTRACTOR represents that the execution of this Agreement will not violate the Public Entities Crime Act (Section 287,133, Florida sz Statutes), Violation of this section shall result in termination of this Agreement and recovery of all monies paid hereto, and may results in debarment from County's competitive procurement activities. If any term, covenant, condition or provision of this Agreement (or the application thereof to any circumstance or person) shall be declared invalid or unenforceable to any extent by M Section 13. ATTORNEY'S FEES AND COSTS gg" The terms, covenants, conditions, and provisions of this Agreement shall bind and inure to M the benefit of the COUNTY and CONTRACTOR and their respective legal representatives, successors, and assigns. I Section 19. COVENANT OF NO INTEREST LO COUNTY and CONTRACTOR covenant that neither presently has any interest, and shall not acquire any interest, which would conflict in any manner or degree with its performance under this Agreement, and that only interest of each is to perform and I CD receive benefits as recited in this Agreement. � Section 21. NO SOLICITATION/PAYMENT The COUNTY and CONTRACTOR warrant that, in respect to itself, it has neither employed nor retained any company or person, other than a bona fide employee working solely for it, to solicit or secure this Agreement and that it has not paid or agreed to pay any person, company, corporation, individual, or firm, other than a bona fide employee working solely for it, any fee, commission, percentage, gift, or other consideration contingent upon or resulting from the award or making of this Agreement. For the breach I or violation of the provision, the CONTRACTOR agrees that the COUNTY shall have the right to terminate this Agreement without liability and, at its discretion, to offset from monies owed, or otherwise recover, the full amount of such fee, commission, percentage, gift, or consideration. Section 25. LEGAL OBLIGATIONS AND RESPONSIBILITIES W indicate that any particular individual or group of individuals, entity or entities, have entitlements or benefits under this Agreement separate and apart, inferior to, or superior to the community in general or for the purposes contemplated in this Agreement. Section headings have been inserted in this Agreement as a matter of convenience of LO reference only, and it is agreed that such section headings are not a part of this E.I! Agreement and will not be used in the interpretation of any provision of this Agreement, le The CONTRACTOR shall provide, to the COUNTY, as satisfactory evidence of the required insurance, either: The Monroe County Board of County Commissioners, its employees and officials will be LO included as "Additional Insured" on all policies, except for Workers' Compensation. E. • Premises Operations • Bodily Injury Liability • Expanded Definition of Property Damage The minimum limits acceptable shall be: $ Combined Single Limit (CSL) If split limits are provided, the minimum limits acceptable shall be: $500,000 per Person $1,000,000 per Occurrence I 31.3 VEHICLE LIABILITY INSURANCE REQUIREMENTS Recognizing that the work governed by this contract requires the use of vehicles, the CONTRACTOR, prior to the commencement of work, shall obtain Vehicle Liability Insurance. Coverage shall be maintained throughout the life of the contract and include, as a minimum, liability coverage for: • Owned, Non-owned, and hired vehicles The minimum limits acceptable shall be: $300,000 Combined Single Limit (CSL) If split limits are provided, the minimum limits acceptable shall be: $100, 000 per Person $300,000 per Occurrence $50,000 Pr LO The Monroe County Board of County Commissioners shall be named as Additional E. Insured on all Policies issued to satisfy the above requirements, le Coverage shall be provided by a company or companies authorized to transact business in the state of Florida, 31.4 WORKERS' COMPENSATION INSURANCE REQUIREMENTS Prior to commencement of work governed by this contract, the CONTRACTOR shall obtain Workers' Compensation Insurance with limits sufficient to respond to the applicable state statutes. In addition, the CONTRACTOR shall obtain Employers' Liability Insurance with limits of not less than: $500,000 Bodily Injury by Accident $500,000 Bodily Injury by Disease, policy limits $500,000 Bodily Injury by Disease, each employee Coverage shall be maintained throughout the entire term of the contract. Coverage shall be provided by a company or companies authorized to transact business in the state of Florida, 31.5 PROFESSIONAL MEDICAL LIABILITY REQUIREMENTS Recognizing that the work governed by this contract involves the providing Of professiona medical and/or Psychological services, the CONTRACTOR shall purchase and fe I maintain, throughout the life of the contract, Professional Medical Liability Insurance which will respond to the rendering of, or failure to render medical professional services under this contract, The minimum limits of liability shall be: 15�000 per occurrence/ lQ �0000 Aggregate If coverage provided is on a claim made basis, an extended claims reporting period of four (4) years will be required. I m IN WITNESS WHEREOF, the parties hereto have caused these presents to be executed on the !`lfih day of -JVW' 2014. BOARD OF COUNTY COMMISSIONERS TM y - 1 eavilin, CLERK ' ONROE COUNTY FLORIDA Deputy CI r� y Mayor /Ch irman (CORPORATE SEAL) ATTEST: By _ZA-- ZL_ (Name of Contractor) Quantum Health Solutions, Inc. By Title c Jam✓ ��� �, MONROE COUNTYAfTORNEY AP TIOVED A T F RM: YNTHIA L. ALL ASSfS � NT O NTY ATTORNEY Date 4� a Q L`� -- 13 EXHIBIT A SCOPE OF SERVICES � SERVICES FOR EMPLOYEE ASSISTANCE PROGRAM (EAPI, SCOPE OF THE WORK TO BE PROVIDED BY EAP PROVIDER At a minimum the services provided by the EAP shall be provided to all employees and their eligible dependents, County employees are the employees of the Board of County Commissioners, the Board members, the Constitutional Officers and their employees. Eligible dependents can include household members as well as dependents eligible for health care coverage such as college students. The services shall include up to eight (8) visits per individual issue, (A) Individual counseling services that include but are not limited to: I E Evening and special appointments will be provided for clients unable to schedule during office hours. Emergency situations are handled immediately (within 24 hours) on a case-by-case basis. All other appointments will be scheduled within two days or as convenient to the client. Face to face counseling services will be made available to clients within 10 miles of driving distance of the client's home or work. Quantum will offer options for clients who prefer assistance by telephone. Quantum WebConnect will also be offered providing client accessibility to a Counselor via Internet web based video cam. H Educational group seminars (two separate sessions in each of the three locations = 6 Total) on an annual basis which will include programs within Quantum's library of topics in: * Personal Development * EAP Program Awareness and Development * Wellness Topics * US DOT Training * Organizational and Personal Development Orientation group sessions providing an EAP overview at the three County locations annually, including: Employee Orientation seminars for all County employees at the three County locations annually (two separate sessions in each of the three locations = 6 Total) Providing employees with a clear understanding of the scope of EAP services and the kinds of problems EAP can address; Program access and eligibility; Services available; Qualifications of staff; Confidentiality services; Counselor locations and types of sessions available; Non clinical EAP work-life benefits; and Quantum WebConnect. o The County will also have unlimited access to Quantum Employee Orientation video and Quantum Supervisory video M Critical Incident Program (2 sessions annually): o Professional assistance providing a safe mechanism by which to address emotional issues related to trauma such as accidents, injuries or natural disasters. * Response on-site for structured Critical Incident Stress Management and Debriefings (CISM/D) * Individual and group sessions following the onsite CISM/D * Referrals for those affected by the event, to EAP Counselors or clinical professionals within the medical benefit plan for continued help. Substance Abuse Professional (SAP) Services for employees who have violated Federal Department of Transportation Regulations (49 CFR Part 40): o Includes an initial audit of DOT Compliance, defining the role of the CY manager or supervisor, assisting the manager/supervisor with responsibilities when a Policy violation occurs, Monroe County policy and procedures review, drug-free workplace education, DOT referral procedures and effective use of Monroe County Drug E testing program, and providing comprehensive in-person SAP services in accordance with DOT. Quantum SAP Responsibilities will include: E * Evaluation: Monroe County contacts the Quantum SAP for referral and violation assessment. Designated Employer i2 Representative (DER) documentation of failed drug test and U_ 4- any other job-related problems are conveyed. The Quantum SAP will then meet with the employee and 0 conduct a thorough evaluation and assessment. * Referral Based on the evaluation, the employee is referred to the appropriate level of treatment education. If dually diagnosed, the employee will also be referred to appropriate LO mental health treatment, * Monitor Compliance: The Quantum SAP will monitor compliance with the treatment/education provider as well as CD N providing compliance reports to the employer, * Follow-up Evaluation: Once Quantum receives a written documentation of treatment completion by the treatment facility z or clinical provider, he/she must be seen by the Quantum SAP 0 for follow-up evaluation. This evaluation assesses the employee's current and future treatment, including involvement with education and relapse prevention programs, * Coordination and Return to Work: The Quantum SAP will prepare employer reports and note specific information as defined by the DOT. The report will confirm compliance and E return to work requirements. Coordination with Monroe County < DER and MRO will occur during each phase of the process to ensure DOT compliance is fulfilled. • Referrals o Referrals to community resources in conjunction with EAP counseling for issues such as: Addiction and Recovery, Anxiety Disorders, Associations and Institutes, Attention Deficit Hyperactivity Disorder, Child Abuse and Domestic Violence, Depression, Chronic Fatigue, 16 • Fit To Work Exams: Diagnostic interviews and evaluations in the areas of mental health and substance abuse. • Legal Services: 30 — 60 minute session per employee per year. Services thereafter provided at a discounted rate. Financial Counseling: Up to three (3) sixty minute telephonic sessions annually. Seminars will be conducted at the discretion of the County either onsite with the traditional method of presentation or via Quantum WebConnect. it is understood that Quantum WebConnect hosts custom seminars via web portal to an audience of up to 25 participants. C) The following additional services: • Additional Educational Group Seminars: Two separate sessions in each of the three locations = 6 Total on an annual basis. • WebConnect hosted seminars: 6 sessions on an annual basis. I WMMME��� English and Spanish clinician service will be provided as needed as well as TDD for hearing impaired, Utilization rep W I e rovided quar1l qq� ----- - ide • An Initial Phone c 'ntacts ontacts and will include at least the followi Training and Critical Incident M Debriefings • Project management — (e.g. Team building, conflict resolution, etc. • Contract Administrative Services • Promotional Activities • Employer Support Services • Paperless Staff and Affiliate Documentation Return on Investment Report will be provided • an annual basis. The following printed materials will be provided to the County during the contract term: Unlimited employee brochures, wallet cards and workplace informational posters. Unlimited access to monthly editions of Quantum Frontline Supervisor newsletters and Quantum Balanced Living newsletters. Unlimited access to electronic editions of Q Notes topical/informational material. Counselors must have current credentials, licensing, training and relative experience in their respective fields. Pharmacologic intervention must be evaluated and managed by professionals of the healing arts licensed in the State of Florida that includes this scope of practice, The EAP Provider will certify at least annually that all staff members, independent contractors, subcontracted work, if any, all service providers it uses, engages or manages, comply with Health Insurance Portability and Accountability Act (HIPAA) and HITECH privacy and security rules. All charges for services, inclusive of all travel and other expenses (there will be no reimbursable expense items): $1.25 per employee per month for the services described above in Scope of Work A & B Additional services are priced separately below: $.25 per employee per month described above in Scope of Work C. I M