From
Todd Gaston, Human Resources Manager
Title
Price Agreement for a Police and Fire Employee Assistance Program (EAP) from Workers Assistance Program, Inc. dba Alliance Work Partners (at a Per Employee Per Month (PEPM) cost of $1.52; estimated $12,768 annually) beginning January 1, 2021 for one year with the option to renew for four additional one-year periods with a 5% increase every two-years, totaling $66,528 if all extensions are exercised; and authorize the City Manager to execute the renewal options with aggregate price fluctuations of the lesser of up to $50,000 of 25% of the original maximum price so long as sufficient funding is appropriated by the City Council to satisfy the City's obligation during the renewal terms
Presenter
Lisa Norris, Human Resources Director
Recommended Action
Approve
Analysis
The City’s current Employee Assistance Program with Deer Oaks began on January 1, 2019. Both Police and Fire expressed concerns that the current EAP services provided by Deer Oaks did not provide for the needs of First Responders. First Responders traditionally need immediate emergency triaging of issues and immediate provision of care/services. The level of stress caused by severe critical incidents require skilled practitioners well-versed in the providing services specifically to First Responders, including substance abuse, PTSD and Suicidal ideation.
Request for Proposals #20160 was advertised in the Fort Worth Star Telegram and Public Purchase; it was distributed to 36 vendors, including 2 Grand Prairie vendors and 20 HUB vendors. Four proposals were received as shown on attachment A.
The award was based on best value criteria set up in the specification, including fees, renewals, and guarantees; plan benefits, services, and network; qualifications of the firm to provide EAP services to first responders; and references.
Workers Assistance Program, Inc. dba Alliance Work Partners offered improved benefits, including:
1. 6 visits, per problem, per year
2. 5 annual training hours, plus up to twelve (12) 1-hour webinars per month
3. Over 60 network providers in Dallas and Tarrant Counties that report experience in working with First Responders
Financial Consideration
Funding for the City-paid Employee Assistance Program benefits in the amount of $12,768 is available in the FY 2020/2021 Employee Insurance Fund. We estimated a 5-yr employee headcount over the duration of the contract of 700 police and fire employees. As we review budgets annually, we will appropriate the correct amount based on headcounts estimated at that time. Due to Police and Fire employees transitioning from Deer Oaks to Worker Assistance Program, there will be a savings with Deer Oaks; therefore no additional funding is needed at this time.