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HomeMy WebLinkAboutContract 54971-A1R1First Amendment and First Renewal to Fort Worth City Secretary Contract No. 54971 Page 1 of 10 FIRST AMENDMENT AND FIRST RENEWAL TO FORT WORTH CITY SECRETARY CONTRACT NO. 54971 This First Amendment to Fort Worth City Secretary Contract No. 54971 (“First Amendment”) is made between the City of Fort Worth (“Fort Worth” or “Customer”) and Aetna Behavioral Health LLC (“Vendor” or “Company”). WHEREAS, Fort Worth and Vendor entered into an Agreement identified as Fort Worth City Secretary Contract No. 54971 for Vendor to administer City’s Employee Assistance Program (the “Agreement”); and WHEREAS, it is the collective desire of both Fort Worth and Vendor to amend the Agreement to increase the compensation authority under the Agreement, as authorized by City of Fort Worth Mayor and Council Communication No. 20-0444 (June 23, 2020); and WHEREAS, it is the collective desire of both Fort Worth and Vendor to renew the Agreement for its first renewal term from January 1, 2024 to December 31, 2025. NOW THEREFORE, known by all these present, Fort Worth and Vendor, acting herein by and through their duly authorized representatives, agree to the following terms, which amend and renew the Agreement as follows: 1.Section 3, Compensation; Service Fees; Renewals. is deleted and replaced in its entirety with the following: Customer shall pay Company an amount up to One Hundred and Sixty-Five Thousand Dollars ($165,000.00) for year 1 of the initial term of the Services Agreement, One Hundred Seventy-Five Thousand Dollars ($175,000.00) for year 2 of the initial term of the Services Agreement, One Hundred Eighty-Six Thousand and Two Hundred and Fifty Dollars ($186,250.00) for year 3 of the initial term of the Services Agreement, One Hundred Ninety-Six Thousand and Two Hundred and Fifty Dollars ($196,250.00) for renewal 1 (optional year 4), and One Hundred Ninety-Six Thousand and Two Hundred and Fifty Dollars ($196,250.00) for renewal 2 (optional year 5). Company shall not perform any additional services for the Customer not specified by this Agreement unless the Customer requests and approves inwriting the additional costs for such services. Customer shall not be liable for any additional expenses to Vendor not specified by this Agreement unless Customer first approves such expenses in writing. Customer agrees to pay all invoices of Vendor within thirty (30) days of receipt of such invoice. The Service Fees payable by Customer to Company for the Services shall be determined in accordance with the Domestic EAP Service and Fee Schedule. No Services other than those identified in the Domestic EAP Service and Fee Schedule are included in the Service Fees. Both the Services to be provided by Company and the Service Fees may be amended by Company by mutual agreement of the parties. First Amendment and First Renewal to Fort Worth City Secretary Contract No. 54971 Page 2 of 10 2. The Agreement is hereby amended by replacing the “DOMESTIC EAP SERVICE AND FEE SCHEDULE”of the Agreement in its entirety with the attached “DOMESTIC EAP SERVICE AND FEE SCHEDULE” for the first renewal term. 3. The Agreement is hereby renewed for its first renewal term, from January 1, 2024 to December 31, 2025. 4. All other terms, provisions, conditions, covenants, and recitals of the Agreement not expressly amended herein shall remain in full force and effect. [Signature Page Follows] First Amendment and First Renewal to Fort Worth City Secretary Contract No. 54971 Page 3 of 10 Executed effective as of the date signed by the Assistant City Manager below. FORT WORTH: City of Fort Worth By: ___________________________ Name: ___________________________ Title: Assistant City Manager Date: ___________________________ Approval Recommended: By: ___________________________ Name: ___________________________ Title: ___________________________ Attest: By: ___________________________ Name: ___________________________ Title: City Secretary Contract Compliance Manager: By signing I acknowledge that I am the person responsible for the monitoring and administration of this contract, including ensuring all performance and reporting requirements. By: ___________________________ Name: ___________________________ Title: ___________________________ Approved as to Form and Legality: By: ___________________________ Name: Jessika Williams Title: Assistant City Attorney Contract Authorization: M&C: 20-0444 (06/23/20) VENDOR: Aetna Behavioral Health LLC By: ___________________________ Name: Brooke Wilson_______________ Title: Head of EAP-Resources for Living Date: December 20, 2023____________ First Amendment and First Renewal to Fort Worth City Secretary Contract No. 54971 Page 4 of 10 DOMESTIC EAP SERVICE AND FEE SCHEDULE Customer hereby elects to receive the Services, within the 50 U.S. states only, including Puerto Rico, U.S. Virgin Islands, and District of Columbia, as designated below. The below Service Fees shall be in effect for two (2) years, beginning upon January 1, 2024, and, thereafter, if the Agreement is extended by the parties for any additional successive term, such Service Fees shall be reasonably negotiated by the parties for such successive term. Notwithstanding the immediately preceding sentence, the below Service Fees shall be amended by Company, from time to time in accordance with the terms of this Service and Fee Schedule. Services Service Fees EAP Session Model Unlimited Telephonic Access with Up to 6 counseling sessions with an EAP Network Provider or televideo provider, delivered via face-to-face, telephonically, or televideo per problem per contract year $1.88 PE/PM Worklife Services, including Caregiving Services, Personal Services Legal and Financial Services Identity Theft Services Core Member Website Included in the EAP Session Model PE/PM. Intake Model Standard Model Included in the EAP Session Model PE/PM. Critical Incident Support/Critical Incident Stress De-Briefing (CISD) Services—Standard Services (On-site attendance response time in greater than 3 hours) Unlimited Standard CISD Services: Unlimited Standard CISD sessions are included in the EAP Session Model PE/PM Rate. CISD Services are limited to 10 hours per incident. Immediate CISD’s are subject to the fees described below. Issues concerning downsizing, mergers, acquisition activities (i.e. Reductions in Force or First Amendment and First Renewal to Fort Worth City Secretary Contract No. 54971 Page 5 of 10 Services Service Fees RIF’s)or services beyond the 10 hour cap, are subject to the hourly rate of $285.00 per hour plus travel and preparation expenses reimbursed at a flat rate of $180.00 per counselor. CISD hours used, whether fee for service and/or within the bank of standard hours, are calculated based upon the combined total number of hours all clinicians are on-site. Critical Incident Support/Critical Incident Stress De-Briefing (CISD) Services— Immediate Services (On-site attendance response time in 3 hours or less) Fee for Service Immediate CISD Pricing: $385.00 per hour plus travel and preparation expenses reimbursed at a flat rate of $180.00 per counselor. CISD hours used, whether fee for service and/or within the bank of standard hours, are calculated based upon the combined total number of hours all clinicians are on-site. Critical Incident Support/Critical Incident Stress De-Briefing (CISD) Cancellation Fee Whenever possible, Customer agrees to provide Company with 48 hours advance notice of cancellation of any requested Workplace Crisis Response Services. Failure to provide Company with 48 hours’ notice of cancellation of any services: Unlimited Standard CISD Services Cancellation Fee:Services which are excluded from the unlimited provision listed above, i.e. above the 10 hours per incident cap, immediate CISD services, downsizings, mergers, acquisition activities (i.e. Reductions in Force or RIF’s) which are subject to the hourly rate, will result in a charge of $440.00 per incident. Reduction in Force Fee for Service Reduction in Force Pricing: $285.00 per hour plus travel and preparation expenses reimbursed at a flat rate of $180.00 per counselor. First Amendment and First Renewal to Fort Worth City Secretary Contract No. 54971 Page 6 of 10 Services Service Fees Reduction in Force Cancellation Fee Reduction in Force Cancellation Fee:$440.00 per incident charge for failure to provide Company with 48 hour notice of cancellation of Reduction in Force service. Training and Education Bank of Training Hours: 11 hours of Training and Education are included in the EAP Session Model PE/PM Rate. Training and Education services may be on-site, or for web-based seminars up to 50 participants. For webinars with more than 50 participants, an additional charge of $25.00 applies for each additional 25 participants up to a maximum of 200 participants. Additional Training and Education sessions are $250.00 per hour for the total amount of time that the educator is on site, plus a $150.00 per hour charge for travel and preparation time. If training is not scheduled consecutively or multiple topics are scheduled, additional travel and preparation costs may apply or additional hours may be deducted from the bank. These capitated hours will be used for the total amount of time that the educator is on site. Sessions less than one (1) hour in duration will count as one (1) hour of Training and Education. If Customer requests a specific educator, or an educator with specific qualities, including but not limited to specialized certifications, experiences or language, Customer will be billed any additional incurred fees beyond the hourly fee above or have hours deducted from bank. In addition, if Customer cannot accommodate the schedule/availability of a local Company contracted educator, requiring that the services of an educator 50 miles away or greater from the Customer location is necessary, then Customer will be billed any additional incurred fees beyond the hourly fee above or have hours deducted from bank. First Amendment and First Renewal to Fort Worth City Secretary Contract No. 54971 Page 7 of 10 Services Service Fees Training and Education Cancellation Fee Failure to provide Company six (6) business days’ notice of cancellation of a previously scheduled training program may result in a charge of: Bank of Training Hours Training Cancellation Fee: Services which are included in the bank of capitated hours described above, will result in the deduction of a number of hours from the bank, equal to the number of cancelled hours. When the bank of hours has been exhausted, fee for service training cancellation fee of $375.00 per hour applies. Mental Health First Aid Training Please contact your Account Executive for Mental Health First Aid pricing should you require these services. Corporate Level 6-Hour Course In-Person (30 participant maximum) - This option provides six (6) hours of standard Mental Health First Aid curriculum. Fee includes all instructor fees, travel, and customization for delivery locations within continental United States. Additional travel and expenses may apply for delivery locations in Alaska and Hawaii. 4-Hour Course In-Person (30 participant maximum) - This option provides four (4) hours of standard Mental Health First Aid curriculum. Fee includes all instructor fees, travel, and customization for delivery locations within continental United States. Additional travel and expenses First Amendment and First Renewal to Fort Worth City Secretary Contract No. 54971 Page 8 of 10 Services Service Fees may apply for delivery locations in Alaska and Hawaii. 6-Hour Course –two hours self directed preparation + four hours instructor led training Virtual (15 participant minimum and maximum) -This option provides six (6) hours (2 hours self-directed pre-work + 4 hours of instructor led training) of standard Mental Health First Aid curriculum. Fee includes all instructor fees and customization. 4-Hour Course Virtual (Minimum of 15 participants and Maximum of 25 participants) - This option provides four (4) hours of standard Mental Health First Aid curriculum. Fee includes all instructor fees and customization. Mental Health First Aid Cancellation Fee Schedule If the Customer cancels for any reason within 30 days from the training date, the Customer will be responsible for cancellation fees as follows: 50% of the total fee 15-30 days prior to the scheduled date of training. 100% of the total fee 0-14 days prior to the scheduled date of training. Rescheduling Fee: 25% of the total fee 0-30 days prior to the scheduled date of the training. Here4U Events Fee for Service Here4U Event: $700 per event per hour. Here4U event has a maximum capitation of 25 participants (Participant is defined as one individual logging into web-based platform). Rates are viable for 1 contract year Failure to provide Company six (6) business days’ notice of cancellation of a previously scheduled First Amendment and First Renewal to Fort Worth City Secretary Contract No. 54971 Page 9 of 10 Services Service Fees Fee for Service Here4U event will result in a charge of: Fee for Service Here4U Cancellation Fee: $550.00 per hour for services which are provided on a fee for service basis and which are subject to the hourly rate. Requests made to reschedule an event will be treated the same as a cancellation if not providing the sufficient six business days’ notice. Please speak with your Account Executive if you have any questions regarding cancellation fees. Drug Free Workplace Services Substance Abuse Case Management by a Substance Abuse Professional (SAP) and/or for Department of Transportation regulation compliance and DOT training to meet Drug-Free Workplace regulations regarding drug and alcohol awareness $750.00 per case and DOT Alcohol and Drug-Free Workplace for Supervisors Training to meet Drug-Free Workplace regulations regarding drug and alcohol use. Additional fees may be added on to the base rate for DOT training. These fees will be assessed on a case-by-case basis and are dependent upon travel expenses and for classes that exceed 50 participants. • DOT Supervisor Training - 2 hours at $800 DOT Alcohol and Drug-Free Workplace for Employees Awareness Training (Note: this training does not meet Drug-Free Workplace regulations regarding drug and alcohol use.) Additional fees may be added on to the base rate for DOT training. These fees will be assessed on a case-by-case basis and are dependent upon travel expenses and for classes that exceed 50 participants. First Amendment and First Renewal to Fort Worth City Secretary Contract No. 54971 Page 10 of 10 Services Service Fees • DOT Employee Training - 1 hour at $400 Company also may adjust Service Fees effective as of the date on which any of the following occurs. (1) If, for any Service, there is a 20% change in the number of Employees from the number of Employees assumed in Company’s quotation as of the Effective Date of this Services Agreement. (2) Change in Services—A material change in Services is requested or initiated by the Customer or by legislative action. (3) Premium Taxes or Assessments—If legislative or regulatory action results in the assessment of premium taxes or other like charges as it concerns those Services provided under the terms of this Agreement.