1509 Sem Behavioral EAPEMPLOYEE ASSISTANCE PROGRAM SERVICES AGREEMENT
(RFP- 601327 -11 /BJC)
THIS AGREEMENT is made and entered into this day of
20 by and between SEMINOLE COMMUNITY MENTAL
HEALTH CENTER, INC. d /b /a SEMINOLE BEHAVIORAL HEALTHCARE, duly
authorized to'conduct business in the State of Florida, whose address is
237 Fernwood Boulevard, Fern Park, Florida 32730, hereinafter referred
to as "PROVIDER ", and SEMINOLE COUNTY, a political subdivision of the
State of Florida, whose address is Seminole County Services Building,
1101 East First Street, Sanford, Florida 32771, hereinafter referred to
as "COUNTY ".
W I T N E S S E T H:
WHEREAS, COUNTY desires to retain the services of a competent and
qualified PROVIDER to provide Employee Assistances Program services in
Seminole County; and
� 1
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WHEREAS, COUNTY has requested and received expressions of interest
for the retention of services of a PROVIDER; and
WHEREAS, PROVIDER is competent and qualified to furnish services
to.COUNTY and desires to provide its services according to the terms and
conditions stated herein,
NOW, THEREFORE, in consideration of the mutual understandings and
covenants set forth herein, COUNTY and PROVIDER agree as follows:
SECTION 1. SERVICES. COUNTY does hereby retain PROVIDER to
furnish services and perform those tasks as further described in the
Scope of Services and Performance Work Statement attached hereto and
incorporated herein as Exhibit A. PROVIDER shall also be bound by all
requirements contained in the solicitation package and all addendA
thereto. CEMFlEO ` 00".
MARYANNE MORSE
CLEO. 01: CIRCUIT COURT
SEMa 0 N
Employee Assistance Services Agreement
RFP- 601327 -11 /BJC B
Page 1 of 16 DEPUTY CLERK
SECTION 2. AUTHORIZATION FOR SERVICES. Authorization for
performance of professional services by PROVIDER under this Agreement
shall be in the form of written notification by COUNTY.
SECTION 3. COMPENSATION AND PAYMENT.
(a) COUNTY agrees to compensate PROVIDER for the professional
services called for under this Agreement fees based on the rates as
provided in Exhibit B, attached hereto, subject to the annual amount
budgeted by the COUNTY for Employee Assistance Program services PROVIDER
shall perform all work required by the Scope of Services, but in no
event shall PROVIDER be paid more than the negotiated fees as stated
above.
(b) Payments shall be made to PROVIDER when requested as work
progresses for services furnished, but. not more than once monthly.
PROVIDER may invoice amounts due based on the total required services
actually performed and completed. Upon review and approval of PROVIDER's
invoice, COUNTY shall, within 'fk -i':y (30) days of receipt of the
invoice, pay PROVIDER the approved amount.
SECTION 4. BILLING AND PAYMENT.
(a) PROVIDER shall render to COUNTY at the close of each calendar
month a properly dated and itemized invoice including, but not limited
to, the following information:
(1) The name and address of PROVIDER;
(2) Contract Number;
(3) A complete and accurate record of services performed by
PROVIDER for all services performed by PROVIDER during that month and
for which COUNTY is being billed;
(4) A description of the services rendered in (3) above
with sufficient detail to identify the exact nature of the work
performed; and
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Page 2 of 16
(5) Such other information as may be required by this
Agreement or requested by COUNTY from time to time.
The original invoice and one (1) copy shall be sent to:
Director of County Finance
Seminole County Board of County Commissioners
Post Office Box 8080
Sanford, Florida 32772
Two (2) copies of the invoice shall be sent to:
Seminole County Human Resources Division
1101 East First Street
Sanford, Florida 32771
(b) Payment shall be made after review and approval by COUNTY
within thirty (30) days of receipt of a proper invoice from PROVIDER.
SECTION 5. AUDIT OF RECORDS.
(a) COUNTY may perform, or have performed, an audit of the
records of PROVIDER at any time during the term of this Agreement and
after final payment to support final payment hereunder. Audits may be
performed at a time mutually agreealile to PROVIDER and COUNTY. Total
compensation to PROVIDER may be determined subsequent to an audit as
provided for in subsection (b) and of this Section and the total
compensation so determined shall be used to calculate final payment to
PROVIDER. Conduct of this audit shall not delay final payment as
required by Section 4(b).
(b) PROVIDER agrees to maintain all books, documents, papers,
accounting records, and other evidences pertaining to work performed
under this Agreement in such a manner as will readily conform to the
terms of .this Agreement and to make such materials available at
PROVIDER's office at all reasonable times during this Agreement period
and for five (5) years from the date of final payment under this
Agreement for audit or inspection as provided for in subsection (a) of
this Section.
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(c) In the event any audit or inspection conducted after final
payment, but within the period provided in subsection (b) of this
Section, reveals .any overpayment by COUNTY under the terms of this
Agreement, PROVIDER shall refund such overpayment to COUNTY within
thirty (30) days of notice by COUNTY.
SECTION 6. RESPONSIBILITY OF PROVIDER.
(a) PROVIDER shall be responsible for the professional quality of
services furnished by PROVIDER under this Agreement. PROVIDER shall,
without additional compensation, correct or revise any errors or
deficiencies in its services.
(b) Neither COUNTY's review, approval, acceptance of, nor payment
for any of the services required shall be construed to operate as a
waiver of any rights under this Agreement or of any cause of action
arising out of the performance of this Agreement; and PROVIDER shall be
and remain liable to COUNTY in accordance with applicable law for all
damages to COUNTY caused by PRiO "V' 's performance of any of the
services furnished under this - Agreement.
SECTION 7. TERM. This Agreement shall take effect on the date of
its execution by COUNTY and shall remain in effect for three (3) years.
At the option of the parties and upon their approval, this Agreement may
be extended for two (2) additional one (1) year terms.
SECTION S. TERMINATION.
(a) COUNTY may, by written notice to PROVIDER, terminate this
Agreement, in whole or in part, at any time, either for COUNTY's
convenience or because of the failure of PROVIDER to fulfill PROVIDER's
Agreement obligations. Upon receipt of such notice, PROVIDER shall:
(1) Immediately discontinue all services affected unless
the notice directs otherwise; and
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(2) Deliver to COUNTY all plans, studies, reports,
estimates, summaries, and such other information and materials as may
have been accumulated by PROVIDER in performing this Agreement, whether
completed or in process.
(b) If the termination is for the convenience of COUNTY, PROVIDER
shall be paid compensation for services performed to the date of
termination. PROVIDER shall be paid no more than a percentage of the
Fixed Fee amount equivalent to the .percentage of the completion of work
contemplated by this Agreement.
(c) If the termination is due to the failure of PROVIDER to
fulfill its Agreement obligations, COUNTY may take over the work and
prosecute the same to completion by Agreement or otherwise. In such
case, PROVIDER shall be liable to COUNTY for reasonable additional costs
occasioned to COUNTY thereby. PROVIDER shall not be liable for such
additional costs if the failure to- perform this Agreement arises out of
causes beyond the control and 'V.�; )i6ut the fault or negligence of
PROVIDER. Such causes may include; but are not limited to, acts of God
or of the public enemy, acts of COUNTY in either its sovereign or
contractual capacity, fires, floods, epidemics, quarantine restrictions,
strikes, freight embargoes, and unusually severe weather; but, in every
case, the failure to perform must be beyond the control and without the
fault or negligence of PROVIDER.
(d) If, after notice of termination for failure to fulfill
Agreement obligations, it is determined that PROVIDER had not so failed,
the termination shall be deemed to have been effected for the
convenience of COUNTY. In such event, adjustment in the Agreement price
shall be made as provided in subsection (b) of this Section.
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(e) The rights and remedies of COUNTY provided in this clause are
in addition to any other rights and remedies provided by law or under
this Agreement.
SECTION 9. EQUAL OPPORTUNITY EMPLOYMENT. PROVIDER agrees that it
will not discriminate against any employee or applicant for employment
for work under this Agreement because of race, color, religion, sex, -
age, national origin, or disability and will take steps to ensure that
applicants are employed and employees are treated during employment
without regard to race, color, religion, sex, age, national origin, or
disability. This provision shall include, but not be limited to, the
following: employment, upgrading, demotion, or transfer; recruitment
advertising; layoff or termination; rates of pay or other forms of
compensation; and selection for training, including apprenticeship..
SECTION 10. NO CONTINGENT FEES. PROVIDER warrants that it has
not employed or retained any company- persons other than a bona fide
employee working solely for PROVIDER solicit or secure this Agreement
and that PROVIDER has not paid or agreed to pay any persons, company,
corporation, individual, or firm, other than a bona fide employee
working solely for PROVIDER, any fee, commission, percentage, gift, or
other consideration contingent upon or resulting from the award or
making of this Agreement. For the breach or violation of this
provision, COUNTY shall have the right to terminate this Agreement at
its discretion without liability and to deduct from the Agreement price
or otherwise recover the full amount of such fee, commission,
percentage, gift, or consideration.
SECTION 11. ASSIGNMENT. This Agreement, or any interest herein,
shall not be assigned, transferred, or otherwise encumbered under any
circumstances by the parties hereto without prior written consent of the
opposite party and only by a document of equal dignity herewith.
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SECTION 12. SUBCONTRACTORS. In the event PROVIDER, during the
course of the work under this Agreement, requires the services of any
subcontractors or other professional associates in connection with
service covered by this Agreement, PROVIDER must secure the prior
written approval of COUNTY. If subcontractors or other professional
associates are required in connection with the services covered by this
Agreement, PROVIDER shall remain fully responsible for the services of
subcontractors or other professional associates.
SECTION 13. INDEMNIFICATION OF COUNTY. PROVIDER agrees to hold
harmless, replace, and indemnify COUNTY, its commissioners, officers,
employees, and agents against any and all claim, losses, damages, or
lawsuits for damages, arising from, allegedly arising from, or related
to the provision of services hereunder by PROVIDER whether caused by
PROVIDER or otherwise. This hold harmless, release, and indemnification
shall include any claim based on negligence, action, or inaction of the
parties.`''
SECTION 14. INSURANCE.
(a) General PROVIDER shall, at its own cost, procure insurance
required under this Section.
(1) PROVIDER shall furnish COUNTY with -a Certificate of
Insurance, signed by an authorized representative of the insurer,
evidencing the insurance required by this Section (Professional
Liability, workers' Compensation /Employer's Liability, and Commercial
General Liability). COUNTY, its officials, officers, and employees
shall be named additional insured under the Commercial General
Liability policy. If the policy provides for a blanket additional
insured coverage, please provide a copy of the section of the policy
along with the Certificate of Insurance. If the coverage does not
exist, the policy must be endorsed to include the additional insured
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verbiage. The Certificate of Insurance shall provide that COUNTY shall
be given not less than thirty (30) days written notice prior to the
cancellation or restriction of coverage. by policy endorsement or
letter from the insurer. Until such time as the insurance is no longer
required to be maintained by PROVIDER, PROVIDER shall provide COUNTY
with a renewal ' or replacement Certificate of Insurance before
expiration .or replacement of the insurance for which a previous
Certificate has been provided.
(2) The Certificate shall contain a statement that it is
being provided in accordance with this Agreement, and that the
insurance is in full compliance with the requirements of this
Agreement. The Certificate shall have this Agreement number clearly
marked on its face.
(3) In addition to providing the Certificate of Insurance,
upon request as required by COUNTY•,; shall, within thirty (30)
days after receipt of the re '
Y p que�st=.: °provide COUNTY with a certified
copy of each of the policies of insurance providing the coverage
required by this Section.
(4) Neither approval by COUNTY, nor failure to disapprove
the insurance furnished by PROVIDER, shall relieve PROVIDER of its
full responsibility for performance of any obligation including
PROVIDER's indemnification of COUNTY under this Agreement.
(b) Insurance Company Requirements Insurance companies
providing the insurance under this Agreement must meet the following
requirements:
(1) Companies issuing policies (other than Workers'
Compensation) must be authorized to conduct business in the State of
Florida and prove same by maintaining Certificates of Authority issued
to the companies by the Department of Insurance of the State of
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Florida. Policies for Workers' Compensation may be issued by companies
authorized as a group self - insurer by Section 624.4621, Florida
Statutes.
(2) In addition, such companies other- than those
authorized by Section 624.4621, Florida Statutes, shall have and
maintain a Best's Rating of "A -" or better and a Financial Size
Category of "VII" or better according to A.M. Best Company.
(3) If during the period which an insurance company is
providing the insurance coverage required by this Agreement; an
insurance company shall: (i) lose its Certificate of Authority; (ii)
no longer comply with Section 624.4621, Florida Statutes; or (iii)
fail to maintain the requisite Best's Rating and Financial Size
Category, PROVIDER shall, as soon as PROVIDER has knowledge of any
such circumstance, immediately notify COUNTY and immediately replace
the insurance coverage provided-•by the insurance company with a
different insurance company rfidoi.ting the requirements of this
Agreement. Until such time as PROVIDER has replaced the unacceptable
insurer with an insurer acceptable to COUNTY, PROVIDER shall be deemed
to be in default of this Agreement.
(c) Specifications Without limiting any of the other
obligations dr liability of PROVIDER, PROVIDER shall, at its sole
expense, procure, maintain, and keep in force amounts and types of
insurance conforming to the minimum requirements set forth in this
Section. Except as otherwise specified in this Agreement, the
insurance shall become effective prior to the commencement of work by
PROVIDER and shall be maintained in force until this Agreement's
completion date.. The amounts and types of insurance shall conform to
the following minimum requirements:
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(1) Workers' Compensation /Employer's Liability
(A) PROVIDER's insurance shall cover PROVIDER for
liability which would be covered by the latest edition of the standard
Workers' Compensation policy as filed for use in Florida by the
National Council on Compensation Insurance, without restrictive
endorsements. PROVIDER will also be responsible for procuring proper
proof of coverage from its subcontractors of every tier for liability
which is a result of a Workers'. Compensation injury to the
subcontractor's employees. The minimum required limits to be provided
by both PROVIDER and its subcontractors are outlined in subsection (C)
below. In addition to coverage for the Florida Workers' Compensation
Act, where appropriate, coverage is to be included for the United
States Longshoremen and Harbor Workers' Compensation Act, Federal
Employees' Liability Act, and any other applicable Federal or State
law.
(B) Subject to `ther•-restrictions of coverage found in
the standard Workers' Compensation policy, there shall be no maximum
limit on the amount of coverage for liability imposed by the Florida
Workers' Compensation Act, the United States Longshoremen's and Harbor
Workers' Compensation Act, or any other coverage customarily insured
under Part One of the standard Workers' Compensation policy.
(C) The minimum amount of coverage under Part Two of
the standard Workers' Compensation policy shall be.
$500,000.00 (Each Accident)
$500,000.00 (Disease - Policy Limit)
$500,000.00 (Disease -Each Employee)
(2) Commercial General Liability
(A) PROVIDER's insurance shall cover PROVIDER for
those sources of liability which would be covered by the latest
edition of the standard Commercial General Liability Coverage Form
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(ISO Form CG 00 01) , as filed for use in the State of Florida by the
Insurance Services Office, without the attachment of restrictive
endorsements other than the elimination of Coverage C, Medical
Payment, and the elimination of coverage for Fire Damage Legal
Liability.
(B) The minimum limits to be maintained by'PROVIDER
(inclusive of any amounts provided by an Umbrella or Excess Policy)
shall be as follows:
LIMITS
General Aggregate Two (2) Times the
Each Occurrence Limit
Personal & Advertising $1,000,000.00
Injury Limit
Each Occurrence Limit $1,000,000.00
(3) Professional Liability Insurance PROVIDER shall carry
Professional Insurance Liability insurance with limits of not less
than ONE MILLION AND N01100 DOLLARSY(•$1,000,000.00).
(d) Coverage The insurartcet,`provided by PROVIDER pursuant to
this Agreement shall apply on a primary basis, and any other insurance
or self- insurance maintained by COUNTY or COUNTY's officials,
officers, or employees shall be in excess of and not contributing to
the insurance provided by or on behalf of PROVIDER.
(e) Occurrence Basis The workers' Compensation policy and the
Commercial General Liability required by this Agreement shall be
provided on an occurrence rather than a claims -made basis. The
Professional Liability insurance policy may be on an occurrence basis
or claims -made basis. If a claims -made basis, the coverage must
respond to all claims reported within three (3) years following the
period for which coverage is required and which would have been
covered had the coverage been on an occurrence basis.
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(f) Obligations Compliance with the foregoing insurance
requirements shall not relieve PROVIDER, its employees, or its agents
of liability from any obligation under a Section or any other portion
of this Agreement.
SECTION 15. DISPUTE RESOLUTION.
(a) In the event of a dispute related to any performance or
payment obligation arising under this Agreement, the parties agree to
exhaust COUNTY dispute resolution procedures prior to filing suit or
otherwise pursuing legal remedies. COUNTY dispute resolution procedures
for proper invoice and payment disputes are set forth in Section 22.15,
"Prompt Payment Procedures," Seminole County Administrative Code.
Contract claims include all controversies, except disputes addressed by
the "Prompt Payment Procedures," arising under this Agreement within the
dispute resolution procedures set forth in Section 3.5540, "Contract
Claims," Seminole County Administrative Code.
(b) PROVIDER agrees that it wi`T1 file no suit or otherwise pursue
legal remedies based on facts or evidentiary materials that were not
presented for consideration in COUNTY dispute resolution procedures set
forth in subsection (a) above of which PROVIDER had knowledge and failed
to present during COUNTY dispute resolution procedures.
(c) In the event that COUNTY dispute resolution procedures are
exhausted and a suit is filed or legal remedies are otherwise pursued,
the parties shall exercise best efforts to resolve disputes through
voluntary mediation. Mediator, selection and, the procedures to be
employed in voluntary mediation shall be mutually acceptable to the
parties. Costs of voluntary mediation shall be shared equally among the
parties participating in the mediation.
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SECTION 16. REPRESENTATIVE OF COUNTY AND PROVIDER.
(a) It is recognized that questions in the day -to -day conduct of
performance pursuant to this Agreement will arise. COUNTY, upon request
by PROVIDER, shall designate in writing and shall advise PROVIDER in
writing of one or more COUNTY employees to whom all communications
pertaining to the day -to -day conduct of this Agreement shall be
addressed. 'The designated representative shall have the authority to
transmit instructions, receive information, and interpret and define
COUNTY's policy and decisions pertinent to the work covered by this
Agreement..
(b) PROVIDER shall, at all times during the normal work week,
designate or appoint one or more representatives of PROVIDER who are
authorized .to act on behalf of PROVIDER regarding all matters involving
the conduct of the performance pursuant to this Agreement and shall keep
COUNTY continually advised of such-,des:ignation.
SECTION 17. ALL PRIOR AGAggMgNTS SUPERSEDED. This document
incorporates and includes all prior negotiations, correspondence,
conversations, agreements, or understandings applicable to the matters
contained herein and the parties agree that there are not commitments,
agreements, or understandings concerning the subject matter of this
Agreement that are not contained or referred to in this document.
Accordingly, it is agreed that no deviation from the terms hereof shall
be predicated upon any prior representations or agreements whether oral
or written.
SECTION 18. MODIFICATIONS, AMENDMENTS OR ALTERATIONS. No
modification, amendment, or alteration in the terms or conditions
contained herein shall be effective unless contained in a written
document executed with the same formality and of equal dignity herewith.
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Page 13 of 16
SECTION 19. INDEPENDENT PROVIDER. It is agreed that nothing
herein contained is intended or should be construed as in any manner
creating or establishing a relationship of co- partners between the
parties or as constituting PROVIDER, including its officers, employees,
and agents, as an agent, representative, or employee of COUNTY for any
purpose or in any manner whatsoever. PROVIDER is to be and shall remain
an independent contractor with respect to all services performed under
this Agreement.
SECTION 20. EMPLOYEE STATUS. Persons employed by PROVIDER in the
performance of services and functions pursuant to this Agreement shall
have no claim to pension, workers' compensation, unemployment
compensation, civil service, or other employee rights or privileges
granted to COUNTY's officers and employees either by operation of law or
by COUNTY.
SECTION 21. SERVICES NOT PROVIDED FOR. No claim for services
furnished by PROVIDER not speci'f? c"dIly provided for herein shall be
honored by COUNTY.
SECTION 22. PUBLIC RECORDS LAW. PROVIDER acknowledges COUNTY's
obligations under Article 1, Section 24, Florida Constitution, and
Chapter 119, Florida Statutes, to release public records to members of
the public upon request. PROVIDER acknowledges that COUNTY is required
to comply with Article 1, Section 24, Florida Constitution, and Chapter
119, Florida Statutes, in the handling of the materials created under
this Agreement and that said statute controls over the terms of this
Agreement.
SECTION 23. NOTICES. Whenever either party desires to give
notice unto the other, it must be given by written notice sent by
certified United States mail, return receipt requested addressed to the
party for whom it is intended at the place last specified and the place
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Page 14 o f 16
for giving of notice shall remain such until it shall have been changed
by written notice in compliance with the provisions of this Section. For
the present, the parties designate the following as the respective
places for giving of notice, to wit:
For COUNTY:
Human Resources Division
1101 East First Street
Sanford, Florida 32771
For PROVIDER:
Seminole Community'Mental Health Center, Inc.
d /b /a Seminole Behavioral Healthcare
237. Fernwood Boulevard
Fern Park, Florida 32730
SECTION 24. RIGHTS AT LAW RETAINED. The rights and remedies of
COUNTY provided for under this Agreement are in addition to any other
rights and remedies provided by law.
SECTION 25. COMPLIANCE WITH LAWS AND REGULATIONS. In providing
all services pursuant to this Agieeme�nt, PROVIDER shall abide by all
,j.
statutes, ordinances, rules, and regulations pertaining to or regulating
the provisions of such services including those now in effect and
hereafter adopted. Any violation of said statutes, ordinances, rules or
regulations shall constitute a material breach of this Agreement and
shall entitle COUNTY to terminate this Agreement immediately upon
delivery of written notice of termination to PROVIDER.
SECTION 26. CONFLICT OF INTEREST.
(a) PROVIDER agrees that it will not engage in any action that
would create a conflict of interest in the performance of its
obligations pursuant to this Agreement with COUNTY or which would
violate. or cause others to violate the provisions of Part III, Chapter
112, Florida Statutes, relating to ethics in government.
(b) PROVIDER hereby certifies that no officer, agent, or employee
of COUNTY has any material interest (as defined in Section 112.312(15),
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Page 15 of 16
Florida Statutes, as over 5 percent) either directly or indirectly, in
the business of PROVIDER to be conducted here and that no such person
shall have any such interest at any time during the term of this
Agreement.
(c) Pursuant to Section 216.347, Florida Statutes, PROVIDER
hereby agrees that monies received from COUNTY pursuant to this
Agreement will not be used for the purpose of lobbying the Legislature
or any other State or Federal agency.
IN WITNESS WHEREOF, the parties hereto have made and executed this
Agreement for the purposes stated herein.
ATTEST:
/ Secreta
(CORPORATE SEAL)
SEMINOLE COMMUNITY MENTAL
HEALTH CENTER,, INC.
d /b /a SEMINOLE BEHAVIORAL HEALTHCARE
By:
d P. BERKO,
Chief Execut' a Officer
Date:
wzzn ss Date:
1 i j 1 hrtct,� —
Print Name
For the use and reliance As authorized for execution by the /Board
of Seminole County only, of County Commissioners at its . J 4
24 1,2 , regular meeting.
Approved as to form and
legal suff' 'e c
County
AEC /lpk
3/15/12
P: \Users \Legal Secretary CSB \Purchasing 2012 \Agreements \RFP- 601327.doc
Attachments:
Exhibit A - Scope of Services
Exhibit B - Rate Schedule
Employee Assistance Services Agreement
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Page 16 of 16
EXHIBIT A
SCOPE OF WORK
Current number of ems:
Option I — Board of County Commissioners Employees - 783
Property Appraiser Employees - 53
Supervisor of Elections Employees -16
Option II -- Public Safety Employees - 487
SCOPE OF SERVICES FOR OPTION is
Employee Assistance Program (EAP) Scope of Services Board of County Commissioners
Employees . (excluding Public Safety Department personnel), Property Appraiser and
Supervisor of Elections employees.
1. The EAP Provider will provide services to 783 employees of the Board of County
Commissioners; 53 employees for the Property Appraiser's Office; and 16 for
Supervisor of Elections (852 total). For Option 1, said employees consist of all Board of
County Commissioner's employees, excluding the employees of the Fire Rescue
Division and the Communications Division. The EAP provider agrees to a
provision for minor increases or decreases (5% or less) in client population without
change to the contract or quoted fee amount.
2. The EAP Provider will accept employees and their immediate families who are self -
referred or referred to the EAP by their supervisors.
3. The EAP Provider will have day and evening hours scheduled for services and will also .
have a 24 -hour, 7 -day emergency hotline available to deal with emergency situations.
4. The EAP Provider will advise employees of the next available appointment, and assist
employees with obtaining appointments in the office of their choice.
5. The EAP Provider will evaluate and diagnose the employee's problem within three (3)
visits. If necessary, referrals will be made to other agencies or to a more intensive
program offered by the EAP Provider. Every effort will be made by the EAP Provider to
coordinate referrals for extended counseling with the County's insurance provider. The
EAP Provider will provide the County with a listing and rate charge of other services
provided through their agency. Employees will have unlimited visits per contract period
covered under this program. The EAP Provider must be willing to provide some
flexibility, at no additional charge, to this program restriction based upon the situation.
For those employees who have been referred to other EAP Provider services or an
outside agency, the EAP Provider will stay in contact with the employee and referred
provider to ensure that the employee receives the proper and appropriate care.
6. To maximize program effectiveness, the EAP Provider will provide a comprehensive' on-
site orientation program for all employees as an introduction to the services provided
through the Employees Assistance Program. Due to the many locations of the County
Offices, the dates, times and locations of the orientation program will be determined by
the County. The EAP Provider must agree to be available to provide at least twenty (20)
orientation sessions during the initial start -up of the program. Each employee attending
this program will receive a brochure outlining the EAP Provider's services. The brochure
content will be mutually agreed upon by the County and the EAP Provider, The EAP
Provider also agrees to provide 2,000 brochures for distribution by the County. The cost
of said brochures will be borne solely by the EAP Provider.
7. To maximize program effectiveness, the EAP Provider will provide a comprehensive on-
site program for management and supervisory personnel, with dates, times and
locations to be determined by the County. This program will not only acquaint
management and supervisory personnel to the purpose of the EAP Program, but also to
help utilize EAP as a supervisory tool and encourage a high level of enthusiasm for the
program. The EAP Provider agrees to provide a supervisory training manual/handbook
for use by supervisory personnel. The content of the manual/handbook will be mutually
agreed upon by the County and the EAP Provider. The EAP Provider agrees to provide
the County with 500 said manuals/handbooks for distribution by the County. The EAP
Provider agrees to bear the cost for production and printing of these
manuals/handbooks.
8. The EAP Provider agrees to provide periodic training sessions throughout the term of
the agreement as a refresher to both employees and supervisory personnel. The EAP
Provider also agrees to provide training for stress management and other mental health
issues as requested by the County.
9. The EAP Provider will provide, via telephone, assistance and. consultation to supervisors
on an as- needed basis for guidance on handling EAP issues including supervisory
referrals.
10: The EAP Provider agrees to provide promotional materials to the County for posting at
the various County work - sites. The type and amount of materials shall be mutually
agreed upon by the County and the EAP Provider. Suggested promotional materials
include, but not limited to, home mailings of program brochures, bulletin board displays,
visits by the EAP Provider and their staff to County work- sites, and
articles /announcements for inclusion in the County's employee newsletter.
11. Quarterly meetings with the EAR Provider and the designated County representative to
review a written statistical report on client services will be conducted and coordinated by
the County.
12. The EAP Provider must provide assurances to the County on the confidentially of
meeting sessions. This should include scheduling so that employees from the County
are not given "adjacent" appointments.
13. All EAP participants will have an opportunity to anonymously evaluate the services
received through the EAP Provider. The format of said evaluation will be mutually
agreed upon by the County and the EAP Provider.
14. The EAP provider will provide periodic training for supervisors on the effective use of the
program to assist in the improvement of performance and to address job related issues of
employees. These trainings will be made available on a mutually agreed upon date, time
and location as needed by the County. These trainings will not exceed six (6) per year.
15. The EAP provider will be available to provide periodic training in the format of a "lunch
and learn" to the employees in conjunction with the County Wellness on various wellness
::subjects. These trainings will be on a mutually agreed upon: subject, date time and
location. These training will not exceed twelve (12) per year.
SCOPE OF SERVICES FOR OPTION It:
Employee Assistance Program (EAP) Scope of Services — Public Safety Department.
1. The EAP Provider will provide services to 487 employees of the Seminole County Public
Safety Department.
2. The EAP Provider will accept employees and their immediate families who are self -
referred or referred to EAP by their supervisors.
3. The EAP Program will have day and evening hours scheduled for services and will also
have a 24 -hour, 7-day emergency hotline available to deal with emergency situations.
4. The EAP Provider will evaluate and diagnose the employee's problem within three (3)
visits. If necessary, referrals will be made to other agencies or to a more intensive
program offered by the EAP Providers. Every effort will be made by the EAP Provider to
coordinate referrals for extended counseling with the County's insurance provider.
The EAP Provider will provide the County with a listing and rate charge of other services
provided through their agency. The EAP Provider must be willing to provide some
flexibility, at no additional charge, to this program restriction based upon the situation:
For those employees who have been referred to other EAP Provider services or an outside
agency, the EAP Provider will stay in contact with the employee and referred provider to
ensure that the employee receives the proper and appropriate care.
5. To maximize program effectiveness, the EAR Provider will provide a comprehensive on-
site orientation program for all employees as an introduction to. the services provided
through the Employees Assistance Program. Due to the many locations of County
Offices, the dates, times, and locations of the orientation program will be determined by
the County. The EAP .Provider must agree to be available to provide at least twenty
orientation sessions during the initial start -up, of the program. Each employee attending
this program will receive a brochure outlining the EAP Provider's services. The brochure
content will be mutually agreed upon by the County and the EAP Provider. The EAP
Provider also agrees to provide 500 brochures for distribution by the County. The cost
of said brochures will be borne solely by the EAP Provider.
6. To maximize program effectiveness, the EAP Provider will provide a comprehensive on-
site program for management and supervisory personnel, with dates, times, and
locations to be determined by the County. This program will not only acquaint
management and supervisory personnel to the purposes of the EAR Program but also to
help utilize EAP as a supervisory tool and to encourage a high level of enthusiasm for
the program. The EAP Provider agrees to provide a supervisory training
manual /handbook mutually agreed upon by the County. The EAP Provider agrees to
provide the County with 100 said manuals /handbooks for distribution by the County.
The EAP Provider agrees to bear the cost of production /printing of the
manuaVhandbook.
7. The EAP Provider agrees to provide periodic training sessions throughout the term of
the agreement as a refresher to both employees and supervisory personnel.
8. The EAP Provider will provide, via telephone, assistance and consultation to supervisors
on an as- needed basis for guidance on handling EAP issues including referrals.
9. The EAP Provider agrees to provide promotional materials to the County for posting at
the various County worksites. Type and amount of material shall be mutually agreed
upon by the County and EAP Provider. Suggested promotional materials include, but
are not limited to, home mailings of program brochures, bulletin board displays, visits by
the EAP Provider and their staff to County worksites, and articles /announcements for
inclusion in the County's employee newsletter.
10. Quarterly meetings with the EAP Provider and the designated County representative to
review a written statistical report on client services.
11. The EAP Provider must provide assurances to the County on the confidentiality of
meeting sessions. This should include scheduling so that employees from the County
are not given "adjacent" appointments.
12. All EAP participants will have an opportunity to anonymously evaluate the
services received through the EAP Provider. The format of said evaluation will be
mutually agreed upon by the County and the EAP Provider.
13. Due to the high stress level involved in the work of Option 11 personnel, "crisis"
counseling, including the ability to be familiar with the types of problems encountered by
said personnel is required. To accomplish this task, on -site visits to Public Safety
Operations is required.
14. The EAP Provider must be able to provide "critical incident stress debriefing" services to
personnel on an as- needed basis.
1
I
1
1
1
1
f
EXB MU M
i
SUBMIT PROPOSALS TO:
REQUEST FOR
Seminole County
PROPOSALS
1301 East Second Street
Sanford, Florida 32771
and
Attn.: PURCHASING DIVISION
Proposer Acknowledgment
Contact: Betsy J Cohen, C.P.M.
RFP- 601327- 11 /BJ..0
Purchasing Supervisor
407 -665 -7112
Employee Assistance Program
bcohenc5-sem inolecou ntvfl. gov
Proposal Due Date: January 11, 2012
Location of Public Opening:
Proposal Due Time: 2:00 P.M.
1301 East Second Street
Sanford, Florida 32771
Proposer Name: Seminole Community Mental Health
Center, Inc., DBA Seminole Behavioral Healthcare
Federal Employer ID Number or SS Number: 59-
1304471
Mailing Address: 237 Femwood Blvd.
If retuming as a "No Submittal", state reason (if so,
return only this page):
City, State, Zip: Fern Park, FL 32730
Type of Entity: (Circle one)
orporatim Partnership
Signature (Manual)
P Joint Venture
Incorporated in the State of Florida
E -Mail Address: Jberko @seminolecares.org
Telephone Number: 407- 831 -2411 ext. 1245
Typed Name: James P. Berko
Toll Free Telepho.'ne Number: N/A
Title: Chief Executive Officer
Fax Number: 407 - 831 -0195
Date: January 10, 2012
THIS FORM MUSS' BE COMPLETED AND RETURNED WITH YOUR
PROPOSAL
The Applicant is expected to completely analyze the information contained in this Request for
Proposals as guidance for the preparation of the submittal. The Applicant's submittal shall be
sufficiently specific, detailed, and complete to clearly and fully demonstrate the Applicant's
understanding of the proposed work requirements.
RFP- 601327- 111BJC . Employee Assistance Program
D
r
r
r
r
EXHIBIT B
15
Section 5
Price Proposal
Employee Assistance Program - RFP- 601327- 11/BJC
Name of Proposer. Seminole Community Mental Health Center, Inc. DBA Seminole Behavioral
Healthcare
Mailing Address: 237 Fernwood Blvd.
City /State /Zip: Fem Park, FL 32730
Phone Number: (4P7 ) 831 -2411 ' FAX Number: ( 407) 831 -0195
E -mail Address: jberko @seminolecares.org
Pursuant to and in compliance with the Request for Proposals, the undersigned Proposer
agrees to perform the Work in strict conformity with Contract Documents, including Addenda
Nos. _2 through , on file for the rates hereinafter set forth.
The undersigned Proposer, declares'that the only persons /parties interested in this proposal as
principals are those named herein; that this proposal is made without collusion with any person,
firm or corporation; and he proposes and agrees, if the proposal Is accepted, that he /she will
execute an Agreement with the COUNTY and will furnish Insurance Certificates. Proposer shall
include aji costs including, but not limited to general administrative overhead; fringe and
benefits; profit and related items; and all incidental necessary for the performance of the work.
FEE STRUCTURE:
OPTION I- Board of County Commissioners Employees - 783
Property Appraiser Employees - 53
Supervisor of Elections Employees .16
Rate per Employee Household: $1.05 PMPM Annual Rate: $12.60
OPTION 11 - Public Safety Employees - 487
Rate per Employee Household: $1.21 PMPM Annual Rate: $14.52
Number of training hours the Provider will provide as part of the contract for Brown Bag Lunch
Training: 12 per year _
Provide a schedule of fees for training programs outside of the scope of services outlined in the
RFP documents, example: workplace violence, etc.)
All training described in the RFP is included in the prices above. Customized trainings would be
provided based on actual preparation, presentation, and evaluation time at $75 per hour.
RFP- 601327- 1'I /BJC - Employee Assistance Program
EXHIBIT B
4
R
Seminole Community Mental Health Center, Inc.,
r
Seminole Behavioral Healthcare
Seminole County Government EAP Program Annual Budget
OPTION 1
OPTION 2.
TOTAL
a
Personnel
Salaries
'
Option 1: EAP Clinidana: approximately X 215.44 hours at an average of $t per hour
$3,878
$3,878
Option 2 : EAP CNnidans: approximately X 214.87 hours at an average of $18 per hour
$3,864
$3,864
Fringe @ 25%
Includes FICA @ (7.65 %), Unemployment Insurance Q (2.00 %),
Workers Compensation Insurance @ (1.00%), Health Insurance C (7.00 %),
403b TSA @ (4.0 %), Paid Time Off (PTO) @ (3.35 %).
$970
$966
$1,936
TOTAL Personnel
$4,848
$4,830
$9,678
1
Other Expense
Build Occ
$926
$287
$1,213
Travel (44.5 cents a mile x 1,750 total miles)
Insurance
$538
$242
$780
$1,500
$465
$1,965
Interest
$747'
$232
$979
Oper Supplies/Exp
$1 1 200
$372
___j1,5L2
Sub -Total
$4,911
$1,597
$6,509
SUBTOTAL Pemonnel and Other Expense
$9,769
$6,427
$16,186
Indirect/Administration (10°x6)
g
�
$643
_ $1,619
TOTAL
$10,735
$7,070
$17
t
Estimated number of employees
852
487
Cost Per Year Per Member
$12.60
$14.52
Cost Per Month Per Member
$1.05
$1.21
e
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OP ID: 1
AC'ORO' DATE wauDwY,rYYI
�..� CERTIFICATE OF LIABILITY INSURANCE �oa1MMU
THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS
CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES
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REPRauNTATN6 dk PRODUCER, AND THE CERTFICATE HOLDER
IMPORTANT: If the certificate holder Is an ADDITIONAL {NSURED, the poliey(les) must be endorsed. If SUBROGATION IS WANED, subject to
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certlllaab holder in Btu of Such endorsemen a
PRODUCER 386.252 -9601
Brown A Brown of Florida, Inc.
I tonaBeach Offlce 386 - 238 -5729
Box 2412 NO
31axtona Beach, FL 3211&2412
INMWD SEMINOLE BEHAVIORAL HEALTHCARE
SEMINOLE COMMUINITY MENTAL
HEALTH CENTER
237 FERNWOOD BLVD
FERN PARK, FL 32730
THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE F OR THE POLICY PERIOD
INDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS
CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS,
EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. LIMITS SHOWN MA HAVE BEEN REDUCED BY PAID CLAIMS.
GENERAL Y
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3E1B77FfCATtr HOLDER IS LISTEDAS ANADDITIONAL INSUREDUN REPSECTS TO THE
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SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE
THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN
SCHOOL BOARD OF SEMINOLE CNTY ACCORDANCE WITH THE POLICY PROVISIONS.
SENNNOLE COUNTY PUBLIC SCHOOLS
EDUCATION SUPPORT CENTER AUTHOMM REPRESENTA nVE
400E LAKE MARY BLVD
SANF FL 327734127
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