City Council Memorandum
TO: HONORABLE MAYOR AND CITY COUNCIL DATE: JUNE 27, 2023 FROM: HUMAN RESOURCES DEPARTMENT WARDS: ALL
SUBJECT: PROFESSIONAL CONSULTANT SERVICES AGREEMENT WITH NANCY K. BOHL, INC., DBA THE COUNSELING TEAM INTERNATIONAL, TO PROVIDE EMPLOYEE ASSISTANCE PROGRAM SERVICES TO CITY EMPLOYEES AND PRE-EMPLOYMENT SCREENINGS FOR SWORN FIRE AND POLICE PERSONNEL FOR A TERM OF JULY 1, 2023 THROUGH JUNE 30, 2024, IN AN AMOUNT OF $101,520 ISSUE:
Approve a Professional Consultant Services Agreement with Nancy K. Bohl, Inc., doing business as The Counseling Team International, to provide Employee Assistance Program services to all regular City employees and pre-employment screening services for sworn personnel in the City’s Fire and Police Department, for a term of July 1, 2023 through June 30, 2024, in an amount of $101,520.
RECOMMENDATIONS:
That the City Council:
Approve a Professional Consultant Services Agreement with Nancy K. Bohl, Inc., doing business as The Counseling Team International, to provide Employee Assistance Program services to all regular City employees and pre-employment screening services for sworn personnel in the City’s Fire and Police Department, for a term of July 1, 2023 through June 30, 2024, in an amount of $101,520; and Authorize the City Manager, or designee, to execute the Professional Consultant Services Agreement, including making minor and non-substantive changes.
BACKGROUND:
In March 2018, the Human Resources Department issued Request for Proposal (RFP) No. 1791 for an Employee Assistance Program provider. The process resulted in one proposal being submitted by TCTI. The RFP Evaluation Committee, comprised of Human Resources staff and representatives from labor unions, reviewed the proposal and determined that TCTI should continue to provide these services as they have demonstrated their ability to provide excellent service to City employees during difficult times and provide valuable resources for various personal and family needs.
On June 26, 2018, the City Council approved the Professional Consultant Services Agreement with Nancy K. Bohl, Inc., doing business as The Counseling Team International (TCTI) through July 1, 2018, with the option to extend for two, 2-year terms thereafter upon mutual agreement of both parties for a total contract term of five (5) years. The award and selection were made as part of a formal solicitation and Request for Proposal (RFP) No 1791 to provide employee support services to general and law enforcement personnel in a variety of emotional, personal, financial, family, and work-related issues.
The current plan offers services/benefits that are automatic and fully paid by the City as part of the comprehensive benefits package for all benefited employees which include providing counseling services to all eligible City employees and their eligible family members, crisis counseling and/or group facilitation upon a department’s request, as well as specialized services that specifically assist Fire and Police personnel including critical incident interventions, hostage negotiation assistance, and pre-employment psychological evaluations for sworn personnel. In addition, the plan offers communication materials for employees, assists with health and wellness workshops, and provides employee training as necessary.
DISCUSSION:
Over the past five years, TCTI has proven to deliver a wide range of employee assistance services, such as counseling and referrals, Critical Incident Response and Assistance, Pre-employment psychological testing for Fire and Police, and related matters to City employees at an affordable rate. Additionally, TCTI has provided Wellness Workshops and attended in-person and virtual events to educate employees about the plan.
As the end of the original agreement term approaches, staff recommends that the City approve a one-year Professional Consultant Services Agreement with TCTI with no additional extensions. The agreement reflects an increase in fee structure due to recent increased utilization related to the COVID-19 pandemic and increased need in assisting employees with mental and physical well-being. Additionally, hourly fees charged by Certified Professional Clinicians/Therapists have significantly increased in this field.
The Purchasing Manager concurs that the recommendation to approve the agreement with TCTI complies with Purchasing Resolution No. 23914 Section 702(d) which states that, “Competitive Procurement through the Informal Procurement and Formal Procurement process shall not be required in any of the following circumstances: …(d) When the Procurement can only be obtained timely from a single source and the Manager is satisfied that the best price, terms and conditions for the Procurement thereof have been negotiated”.
STRATEGIC PLAN ALIGNMENT:
This item contributes to Strategic Priority 5 – High Performing Government and Goal 5.1 – Attract, develop, engage, and retain a diverse and highly skilled workforce across the entire City organization.
This item aligns with each of the five Cross-Cutting Threads as follows:
Community Trust – Community was informed of the project through social media, emails, newsletters, etc.; public input was sought through surveys or neighborhood meetings/events; project has been discussed and considered in a public forum at a City Council, Board or Commission meeting.
Equity – Project outcomes will benefit the entire community; project enhances services for an underrepresented neighborhood or population; project generates revenue that will go back into the General Fund to provide citywide benefit.
Fiscal Responsibility – Competitive procurement was used to secure lowest cost for materials/services; project provides a budget savings; grant revenue is being sought and/or utilized; project generates new revenue.
Innovation – Project utilizes latest technologies and/or innovative strategies; partnerships are leveraged with other entities.
Sustainability & Resiliency – Green materials are utilized; project will improve the longevity of our infrastructure/services; project enhances the City’s preparedness for the future.
FISCAL IMPACT:
The total fiscal impact of the action is $101,520 per year. Funds are budgeted and available in the FY 2023/24 budget in the following funds and accounts listed in the table below. Appropriations for future fiscal years will be included in the department’s budget submissions for those fiscal years to be presented to the City Council for approval.
Fund
Program/Account
Account
Amount
Workers Compensation
Human Resources-Benefits
2115100-421000
$65,616
General Fund
Fire-Administration
3500000-421000
$24,288
Police-Administration Services
3105000-421000
$11,616
Total
$101,520
Prepared by: Rene Goldman, Human Resources Director
Certified as to
availability of funds: Kristie Thomas, Assistant Chief Financial Officer/Finance Director Approved by: Edward Enriquez, Assistant City Manager/Chief Financial Officer/City Treasurer
Approved as to form: Phaedra A. Norton, City Attorney
Attachment: Agreement
Employee Assistance Program Agreement Extension ● Page 2