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CC - (1) Waiver of Formal Competitive Bidding Procedures; and (2) Approval of an Amendment to an Existing Professional Services Agreement with Cedars-Sinai Medical Center, Work ‘n Life Matters, to Continue Providing an Employee Assistance Program to Culver City Employees Effective December 1, 2016 through June 30, 2019
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Meeting Date: November 28, 2016
Contact Person/Dept: Amy Webber/Human Resources
Phone Number: 310-253-5640
Fiscal Impact: Yes [] No [X] General Fund: Yes [X] No []
Public Hearing: [] Action Item: [X] Attachments: [X]
Commission Action Required: Yes [] No [X]
Public Notification: (E-Mail) Meetings and Agendas - City Council (11/22/16); Culver City Employee Groups (11/22/16)
Department Approval: Serena Wright-Black, Director of Administrative Services (11/15/16)
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RECOMMENDATION
Staff recommends that the City Council (1) waive formal competitive bidding procedures; and (2) approve an amendment to an existing professional services agreement with Cedars-Sinai Medical Center Work ‘n Life Matters to continue providing an Employee Assistance Program to Culver City employees effective December 1, 2016 through June 30, 2019.
BACKGROUND/DISCUSSION
The professional relationship with Cedar Sinai Medical Center Work ‘n Life Matters (“Work ‘n Life Matters”) began on November 12, 2001 when the City Council approved a professional services agreement to provide an Employee Assistance Program (EAP) to all Culver City employees and their immediate family members. In light of EAP being a specialized service, the trusted partnerships that have been established and the positive employee feedback received from the services provided, staff is recommending that the City waive the formal bidding process and continue utilizing Work ‘n Life Matters for this important service to employees. As outlined below, Work ‘n Life Matters provides a variety of services to employees, their family members and City management.
Services Provided
Work ‘n Life Matters provides support, resources and education in a variety of areas including, but not limited to:
Personal Issues Aging Parents Stress
> Family Relationships > Housing Concerns > Time Management
> Work Relationships > Caregiver Burnout > Health Resources
> Substance Abuse > Long Distance Caregiving > Child Care
> Addictions (gambling/computer) > Transportation Services Referrals
> Legal & Financial Problems > Education & Support > Parenting Problems
> Grief Counseling > Eldercare Resources > Life Goals
> Relocation Assistance
In addition, Work ‘n Life Matters provides services to the City ranging from Staff/Management Development to one-on-one Critical Incident Management/Trauma Response. Work ‘n Life has collaborated with City Management in response to specific organizational needs with the goal of improving departmental communication and public service. Items addressed include:
• Management leadership;
• Assistance to various staff in order to strengthen and enhance working relationships;
• Development of collaborative approaches to problem solving; and
• Customized professional training programs.
On-Site Assistance
In March 2010, as an added convenience for employees, Human Resources implemented monthly on-site one-on-one EAP appointments at various City work sites. To ensure employee confidentiality, interested employees contact Work ‘n Life Matters directly to schedule appointments and meeting location. Work ‘n Life Matters staff has reported that monthly on-site appointments fill-up quickly indicating that on-site appointments have been well received by employees.
New in 2017
Work ‘n Life Matters is moving into a larger facility in December 2016. This new space has the capability to host virtual appointments, allowing employees to have a confidential conversation with a counselor without having to travel. Work ‘n Life Matters is in the planning stages to launch additional services. These will be included within the scope of services the City is already contracted to receive. These new services include a Mindfulness web platform, smart phone app, and a virtual reality stress reduction experience. These new and innovated services are an added value for Culver City employees.
Utilization
The Annual Report prepared by Work ‘n Life Matters, covering the period from January 1, 2015 through December 31, 2015, reflects that utilization has increased 2.4% as compared to the same 12-month period in the prior year. This is likely attributed to the increased demand for services due to the availability of convenient, on-site services for our employees. The Annual Report provides statistical data only, and does not include any employee identification.
Proposed Fee Structure
Currently Work ‘n Life Matters charges a rate of $1.49 per employee per month. This rate has been in effect since December 2009 and was agreed upon in response to the slow economic recovery. Work ‘n Life Matters has agreed to continue this reduced fee schedule for the next contract year from December 1, 2016 through November 30, 2017.
Going forward, Work ‘n Life Matters has proposed increases of 5.4% for the second year, December 1, 2017 through November 30, 2018, and 5.1% for the third year, December 1, 2018 through June 30, 2019.
Culver City Municipal Code (CCMC) § 3.07.085 exempts professional services from the formal competitive bid process. However, pursuant to CCMC Section 3.07.050, where the same consultant has been utilized for a period of five years, the formal bidding procedures shall apply unless waived by the City Council. In this case, based on the fact that Work n’ Life Matters has established relationships with city employees covering a variety of sensitive and confidential matters, staff recommends that the City Council waive this requirement, in accordance with CCMC § 3.07.075.E.3.
FISCAL ANALYSIS
The proposed contract is not-to exceed $16,000 annually. Sufficient funds are available in the adopted Human Resources budget (10122100) for FY 2016-2017. Funds will be requested for FY 2017-2018 and FY 2018-2019 to satisfy the remainder of the contract that occurs during those fiscal years. This will be addressed during the annual budget process.
ATTACHMENTS
None
MOTION
That the City Council:
1. Pursuant to CCMC Section 3.07.075.E.3, waive the formal competitive bidding procedures;
2. Approve an amendment to the existing professional services agreement with Cedars-Sinai Medical Center, Work ‘n Life Matters, to continue providing an Employee Assistance Program to Culver City Employees effective December 1, 2016 through June 30, 2019; and
3. Authorize the City Attorney to review/prepare the necessary documents; and,
4. Authorize the City Manager to execute such documents on behalf of the City.