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HomeMy WebLinkAboutREACH EMPLOYEE ASSISTANCE-EMPLOYEE GROUP INSURANCE RENEWALS EMPLOYEE ASSISTANCEA-2014-176-01 REACH EMPLOYEE ASSISTANCE PROGRAM SERVICES AGREEMENT This Employee Assistance Program Services Agreement is made and entered into as of January 1, 2015, between REACH Employee Assistance, Inc. (hereinafter referred to as "REACH"), a California corporation, and the City of Santa Ana, a charter city and Municipal Corporation organized and existing under the Constitution and laws of the State of California (hereafter referred to as "City".) Whereas REACH is engaged in the Employee Assistance Program Services business and desires to service City; and Whereas City desires to obtain the Employee Assistance Program Services of REACH. It is therefore agreed as follows: This is a contract for service outlining the duties and responsibilities of REACH Employee Assistance, Inc., to the City of Santa Ana, L Below are listed the Scope of Services provided by the REACH: 1. Assessment/Counseling/Referral for Employees and Dependents. A total assessment will be administered for a well-rounded analysis of the client's problem. Employees and immediate family members are entitled to up to three (3) sessions per incident every six (6) months. REACH provides professional assessment/counseling to the .® point of referring the client to an outside counseling professional oragency. In addition, `LU,uy� �FA REACH provides follow-up consultation. The number of sessions offered, within this limit, will be at the sole discretion of the REACH counseling staff. `amu c' z KT it The City will be assigned a REACH liaison person. REACH provides quality, experienced co o counselors knowledgeable in assessment skills to provide personal counseling to employees and immediate family members. REACH also provides qualified and experienced staff to assist management on all aspects of Employee Assistance Program. Dr Marcus Dayhoff is administratively, operationally and clinically responsible for REACH. A. Confidentialitv and Release of Information As a general rule REACH shall not disclose to the City the identity of City employees or immediate family members of City employees who elect to participate in the REACH Program offered under this Agreement. Exceptions - Notwithstanding the above, REACH shall release to the City in writing the following information on employees who have been referred into the REACH Program as a condition of employment with the City: A) Whether employee has agreed to participate in the Assistance Program. B) List of all appointments of employee kept and missed, together with reason, if any, for missing the appointment. C) Submission of the employee's anticipated treatment plan as a participant in the Program. This plan shall consist of the following: 1) The anticipated number of visits, appointments, or sessions requested of the employee. 2) The type of therapeutic procedures in general terms that the employee is to receive during the employee's participation with the REACH Program or the treatment provider(s). 3) Description of the treatment service provider the employee is referred to by REACH. 4) Any other information not contained in the employee's treatment service provider medical record deemed appropriate by the City to evaluate the employee's participation in the Assistance Program. D) Any conclusion or opinion of REACH or employee's treatment service provider that the employee is limited or restricted in his/her ability to perform the employee's job duties, such limitation may be, but not necessary, limited to physical, psychological, or medical reasons. E) Any conclusion or opinion of REACH or employee's treatment service provider that employee's participation may necessitate employee's absence from the City. F) That employee has failed, refused, or otherwise has discontinued to proceed with the REACH Program or any treatment service provider. G) Report consisting of the following: 1) Diagnosis 2) Summary of treatment or therapeutic procedures 3) Disabilities, limitations, or restrictions of employee 4) Recommendation on further treatment. The above information shall be considered confidential information not subject to disclosure by REACH unless the City employee has on file with REACH and any treatment service provider in the REACH Program an irrevocable authorization(s), RELEASE OF INFORMATION to the City. On receipt of the City's request for the above information, REACH shall notify in writing, the City employee of the City's request. NOTE: The City agrees that in cases where an employee agrees to be referred by management to REACH, the Supervisor will seek written permission from the employee to inform REACH of the circumstances leading up to the referral. The City agrees to in no way ,insist or demand confidential information from the REACH program on specific individuals who do not want their information released to the City. Service Providers: Exceptions will also be made in cases when the employee and/or immediate family members sign a written release authorizing the release of information by REACH to one or more agreed upon service providers. 2. Definitions a. "Client" shall mean an employee or his/her immediate family member participating in the REACH EAP program. b. "Treatment Service Providers" or "Service Providers" shall mean an outside counseling professional or agency, referred by REACH, whose services will be paid by the client. Counselim Hours REACH provides counseling hours from 8:00 a.m. to 8:00 p.m. Monday through Thursday, Friday 8:00 to 5:00 p.m. and will respond appropriately and effectively to employee needs. Every attempt will be made to see management referrals and employees in crisis as early as possible to the time of calland no later than 24 hours (during business hours) of the call being made. All other clients will be seen within 48 hours of the call being made. The City agrees to provide REACH with names and telephone numbers of liaison individual(s) at the City who can be contacted in cases of emergencies and keep REACH appraised of changes in contacts and telephone numbers. 4. 24 -Hour Availability, 7 days a week REACH provides confidential intake and psycho -social assessment and counseling to the point of referral to employees and their immediate family members with a 24 hour telephone service. REACH assures that no calls go unanswered and that all crisis callers receive courteous and prompt service. During non -business hours, all calls answered by the REACH answering service will be connected to the on-call counselor. The REACHline number is 1-800-273-5273. 5. Location Employees and family members will have a choice of counseling either at one of our several conveniently located offices or at one of our service provider's office. 6. Referral Network When necessary, REACH will refer employees and dependents to appropriate, cost effective, geographically convenient and high quality services provided by individuals and agencies which have been screened by our staff. Monitorine/Follow-un REACH will monitor and follow-up as long as appropriate all people referred by the REACH program to outside individuals and community resources to assure the problem is resolved and that the person is satisfied with the quality of referrals. In cases of management referrals, REACH will also follow-up regularly with the City on status of job performance. Service Utilization Reports REACH will provide quarterly confidential reports on service utilization, aggregate client profiles, assessed problems and outcome at case closure. Customer satisfaction reports will be available upon request by the City. 9. Benefits The City agrees to provide REACH with copies of all the City employee benefit plans and appraise REACH of all changes as they occur. 10. Avoiding Conflict of Interest REACH agrees to avoid conflict of interest by providing up to three (3) referrals to clients based on competency, geography and the most cost effective modality to deal with the client's problem(s). No referrals will be made to the private practices of REACH counseling staff members or to any private practitioner and/or agency with whom a REACH counselor has an economic relationship. Only the City can make exceptions to this rule. 11. Alcoholism and Chemical Dependency Intervention Services REACH provides job related alcoholism and chemical dependency intervention services as required. 12. Policy and Procedure The City agrees to consider implementing a policy and procedure statement on employee assistance when appropriate. REACH will provide technical assistance to the City staff in writing a policy and procedure statement on employee assistance. 13. Training REACH will provide Management and Supervisory training sessions annually. It is recommended that no more than 25 managers/supervisors attend each session. The purpose of these training sessions is to make managers and supervisors aware of City employee assistance program policy and procedures, of how to identify poor job performance as it relates to personal problems and to familiarize them with the processes of referrals and follow-up. The effectiveness of each training session will be evaluated. 14. Management Guidelines REACH supplies on request Management and Supervisor Employee Assistance Program guidelines for inclusion in City personnel management guidelines. 15. Manager/Supervisor Consultation and Assistance REACH will assist managers and supervisors calling REACHline for consultation on how to deal with specific employee incidents or problems, which may require EAP intervention. The City agrees to encourage managers and supervisors to take advantage of this consultation service. 16. Program Promotion The City agrees to support REACH in developing a yearly EAP program promotion plan. a. EAP orientation classes for employees in groups of up to 50 will be available to the City as a means of introducing City EAP policy and procedures and utilization of REACH services. b. "Munch & Learn" presentations will be conducted periodically upon request by the City, at City locations to maximize utilization of REACH services. C. REACH brochure & REACHline cards will be supplied to the City for distribution to all employees. d. REACH Frontline will be electronically supplied to the City quarterly for distribution to all supervisors. e. REACHIine.com will be available for online use to all employees and family members. Employees will be supplied a password as mentioned on REACH employee brochure for online secure area access. £ REACHline Posters will be supplied from time to time to the City for posting on official staff bulletin boards. g. Originals of promotional materials for inclusion as short articles in internal staff newsletter or as check staffers will be supplied upon request by the City. h. REACH staff will participate at the City's employee benefit fair upon request. i. REACH will assist with drafting of any EAP related materials to announce REACH services to employees. 17. Ouality REACH conducts on-going quality assurance audits on all aspects of the program from inception to end of the contract year. REACH will supply the City with quarterly reports. II. THE CITY OF SANTA ANA REALIZES AND UNDERSTANDS 5 Top management support and commitment is essential to the success of the REACH Employee Assistance Program at the City of Santa Ana. 2. REACH is a totally confidential program. The City will only be aware of employees referred officially by management and information about that employee will not be released without written consent of the employee. REACH will not, in all cases, be able to resolve the employee's or dependent's problem(s) in the set number of counseling sessions. In such cases the employee or family member will be referred to quality, cost effective resources available within the community. 4. Employees and dependents will not be charged for the services provided by REACH. If referrals are necessary, those referrals may result in additional cost to the City's benefit plan and may result in added costs to the employee or family member. 5. The REACH program is made available to all full- and part-time employees and their dependents. The REACH benefit starts on the first day of employment. 6. It is anticipated that the yearly employee utilization rate will be a minimum of 6-8%. The REACH promotional program will aim at achieving at least this utilization rate. III. TERMS AND CONDITIONS The Agreement period will extend from January 1, 2015 to December 31, 2017,. 2. The total cost to the City for the services to be provided to the City and its employees by REACH under this Agreement shall be $1.85 per full time employee/month, and $1.25 per part time employee/month. While the number of persons employed by the City may fluctuate from time to time during the term of this Agreement, the City agrees the amount of compensation payable to REACH during the term of the Agreement shall be based on the number of persons employed by the City at the beginning of the month invoiced for. The beginning employee count will be 970 F/T and 490 P/T. 3. The City will be invoiced on the first of each month for that month's installment. Checks will be made payable to REACH Employee Assistance, Inc. and mailed to 650 N. Rose Drive, 4350, Placentia, CA 92870 - Attn.: Accounts Receivable. 4. The City will make payment within 30 days from the date of the receipt of the invoice from REACH Employee Assistance, Inc. 5. The City or REACH has the right to cancel this contract at any time without cause by giving 60 days written notice to that effect. 6. REACH Employee Assistance, Inc. agrees to indemnify, defend, and hold harmless the City, its officers, employees, agents and representatives, from any and all claims, demands, purported liability, or consequential damages of any kind or nature arising out of or in connection with REACH's acts or omissions in carrying out the terms of this Agreement or exercising the rights herein granted; excepting those claims, demands, purported liability, or consequential damages which arise out of the sole negligence of City. 7. REACH agrees to maintain during the course of this Agreement the following insurance coverage: a) Comprehensive general liability insurance coverage, including personal injury and contractual liability coverage, in an amount equal to One Million Dollars ($1,000,000.00) per occurrence, combined single limit; b) Worker's Compensation insurance as required by State of California statutes; C) Professional liability insurance with a One Million Dollar ($1,000,000.00) limit, per occurrence. REACH agrees to keep such policy in force and effect for at least five (5) years from the date of completion of this Agreement. Also, the City of Santa Ana, its officers, agents and employees will be named as additional insured on the above referred comprehensive general liability coverage and REACH will provide an endorsement to that effect. Such insurance shall (a) name the City, its officers, employees, agents, volunteers and representatives as additional insured(s); (b) be primary and not contributory with respect to insurance or self-insurance programs maintained by the City; and (c) contain standard separation of insured's provisions. Such insurance will be evidenced by certificate and issued by companies licensed to do business in California and acceptable to the City. Before REACH performs any work, it will furnish certificates of insurance and endorsements, as required by City, evidencing the aforementioned general liability, and professional liability insurance coverages on forms acceptable to the City which shall provide that the insurance in force not be canceled or modified without 30 days prior written notice to the City. 8. NO ASSIGNMENT. REACH shall not assign or transfer this Agreement or any rights hereunder without the prior written consent of the City and approval by the City's City Attorney, which may be withheld in the City's solo discretion. Any unauthorized assigned or transfer shall be null and void and shall constitute a material breach by REACH of its obligations under this Agreement. No assignment shall release the original parties or otherwise constitute a notation. 9. COMPLIANCE WITH LAWS. REACH shall comply with all Federal, State, County and City laws, ordinances, rules and regulations, which are, as amended from time to time, incorporated herein and applicable to the performance hereof. 10. ATTORNEY FEES. If any action at law or in equity is brought to enforce or interpret the terms of this Agreement, the prevailing party shall be entitled to reasonable attorney's fees, costs and necessary disbursements in addition to the relief to which such party may be entitled. 11. INTERPRETATION. VA (a) Applicable Law. This Agreement, and the rights and duties of the parties hereunder (both procedural and substantive), shall be governed by and construed according to the laws of the State of California, with venue in Orange County. (b) Entire Agreement. This Agreement, including any exhibits attached hereto, constitutes the entire agreement and understanding between the parties regarding its subject matter and supersedes all prior or contemporaneous negotiations, representations, understandings, correspondence, documentation and agreements (written or oral). To the extent there is any conflict or inconsistency between the terms and provisions of this Agreement and the exhibits attached hereto, the terms and provisions of this Agreement shall govern the rights and obligations the parties hereto. (c) Written Amendment. This Agreement may only be changed by written amendment signed by REACH and the City Manager of the City or other authorized representative of the City, subject to any requisite authorization by the City Council. Any oral representations or modifications concerning this Agreement shall be of no force or effect. (d) Severability. If any provisions of this Agreement is held by any court of competent jurisdiction to be invalid, illegal, void, or unenforceable, such portion shall be deemed severed from this Agreement, and the remaining provisions shall nevertheless continue in full force and effect as fully as though such invalid, illegal, or unenforceable portion had never been part of this Agreement. (e) Order of Precedence. In case of conflict between the terms of this Agreement and the terms contained in any document attached as an exhibit or otherwise incorporated by reference, the terms of this Agreement shall strictly prevail. (I) Choice of Forum. The parties hereby agree that this Agreement is to be executed in accordance with the applicable laws of the State of California, is entered into and is to be performed in the City of Santa Ana and that all claims or controversies arising out of or related to performance under this Agreement shall be submitted to and resolved in a forum within the City of Santa Ana at a place to be determined by the rules of the forum. 12. TIME OF ESSENCE. Time is strictly of the essence of this Agreement and each and every covenant, term and provision hereof. 13. AUTHORITY OF REACH. REACH hereby represents and warrants to the City that REACH has the right, power, legal capacity and authority to enter into and perform its obligations under this Agreement, and its execution of this Agreement has been duly authorized. 14. INSURANCE. REACH shall, at its own expense, procure and maintain policies of insurance of the types and in the amounts set forth in the Agreement to which this Addendum is attached for the duration of the Agreement, including any extensions 'hereto. The policies shall state that they afford primary coverage. Failure to maintain required insurance at all times shall constitute a default and material breach. In such event, REACH shall immediately notify City and cease all 8 performance under this Agreement until further directed by the City. In the absence of satisfactory insurance coverage, City may, at its option: (a) procure insurance with collection rights for premiums, attorney's fees and costs against REACH by way of set-off or recoupment from the sums due REACH, at City's option; (b) immediately terminate this Agreement; or (c) self insure the risk, with all damages and costs incurred, by judgment, settlement or otherwise, including attorney's fees and costs, being collectible from REACH, by way of set-off or recoupment from any sums due REACH. 15. NOTICES. Any notice or demand to be given by one party to the other shall be given in writing and by personal delivery or prepaid first-class, registered or certified mail, addressed as follows. Notice simply to the City of Santa Ana or any other City department is not adequate notice. To City: Clerk of the City Council City of Santa Ana 20 Civic Center Plaza (M-30) P.O. Box 1988 Santa Ana, CA 92702-1988 Fax 714- 647-6956 Copies to: Executive Director of the Personnel Services Agency City of Santa Ana 20 Civic Center Plaza (M-24) P.O. Box 1988 Santa Ana, California 92702 Fax 714- 647-6930 City Attorney City of Santa Ana 20 Civic Center Plaza (M-29) P.O. BOX 1988 Santa Ana, California 92702 Fax 714-647-6515 If to REACH: REACH Employee Assistance, Inc. 101 East Lincoln Avenue, Suite 230 Anaheim, CA 92805 Atm.: Dr. Marcus Dayhoff Any such notice shall be deemed to have been given upon delivery, if personally delivered, or, if mailed, upon receipt or upon expiration of three (3) business days from the date of posting, whichever is earlier. Either party may change the address at which it desires to receive notice upon giving written notice of such request to the other party. 16. TERMINATION FOR CONVENIENCE (Without Cause). The City or REACH may terminate this Agreement in whole or in part at any time, for any cause or without cause, upon sixty (60) calendar days' written notice to the other. If the Agreement is thus terminated by the City for 9 reasons other than REACH's failure to perform its obligations, the City shall pay REACH a prorated amount based on the services satisfactorily completed and accepted prior to the effective date of termination. Such payment shall be REACH's exclusive remedy for termination without cause. 17. DEFAULT. In the event either party materially defaults in its obligations hereunder, the other party may declare a default and terminate this Agreement by written notice to the defaulting party. The notice shall specify the basis for the effective date of termination stated in such notice, which date shall be no sooner than ten (10) days after the date of the notice. Termination for cause shall relieve the terminating party of further liability or responsibility under this Agreement, including the payment of money, except for payment of services satisfactorily and timely performed prior to the service of the notice of termination, and except for reimbursement of (1) any payments made by the City for service not subsequently performed in a timely and satisfactory manner, and (2) costs incurred by the City in obtaining substitute performance. 18. EQUAL EMPLOYMENT OPPORTUNITY. During the performance of this Agreement, REACH agrees as follows: a. REACH shall not discriminate against any employee or applicant for employment because of race, color, religion, sex, national origin or mental or physical disability. REACH will ensure that applicants are employed and that employees are treated during employment, without regard to race, color, religion, sex, national origin or mental or physical disability. Such actions shall include, but not limited to the following: employment, upgrading, demotion or transfer, recruitment or recruitment advertising, layoff or termination, rates of pay or other forms of compensation and selection training, including apprenticeship. REACH agrees to post in conspicuous places, available to all employees and applicants for employment, a notice setting forth provisions of this non- discrimination clause. b. REACH shall, in all solicitations and advertisements for employees placed by, or on behalf of REACH, state that all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, or mental or physical disability. c. REACH shall cause the foregoing paragraphs (a) and (b) to be inserted in all subcontracts for any work covered by this Agreement, provided that the foregoing provisions shall not apply to subcontracts for standard commercial supplies or raw materials. 10 19. CONFLICT. REACH hereby represents, warrants and certifies that no member, officer or employee of REACH is a director, officer or employee of the City, or a member of any of its boards, commissions or committees, except to the extent permitted by law. (Signatures on Following Page) 11 IN WITNESS WHEREOF, the parties hereto have executed this Agreement the date and year first above written. ATTEST: m' , /�% Maria D. Huizar Clerk of the Council APPROVED AS TO FORM: SONIA R. CARVALHO City Attorney By:& c1 Lisa Storck Assistant City Attorney RECOMMENDED FOR APPROVAL: kt6-XRCL1A--- Edward Raya, Executive birector Personnel Services Agency 12 CITY OF SANTA ANA Davi Cavazos City Manager REACH Employee Assistance, Inc. p By: /T Marcus Dayhoff CEO & Clinical Direct r :-� - 2 Olt - ¢►coria � CERTIFICATE OF LIABILITY INSURANCEa7z M 4/80/2014 THIS CERTIFICATE IS ISSUED AS A MATSER 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 BELOW. THIS CERTIFICATE OF INSURANCE DOES. NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSUREIII AUTHORIZED REPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER. IMPORTANT.. If the certificate holder Ism ADDITIONAL INSURED, the policy(les) must be endorsed. If SUEROGAT70N iS WAIVED, subject to the terms and conditions of the pollcy, certain policies may require an endorsement. A statement on this ce111fioate does not confer rights to the cortlticate holder In lieu of such endorsement(s). RRooucERUUM The VanWagner Group, a Division of SterlingRisk 135 Crossways mark Drive, P.O. Box 9017 NA dE: Kenndb Brodsky PHONE MET, a 1:596 4T7- c ree:888-2980 aDDREss: dsklStStt Dgdj ren )MLMc-ra{s}AFr_oR MCOVWACE NAICV oodbury, NY 11797 INSURER .AAce 7 GENERAL LWBLnY I'SURED REACH -3 INSURER a: INSURER C: Reach Employee Assistance, Ina Dr. Marcus Dayhof€ 650 North Rose Drive #350 NSURERo: - -- -- _ INSURERE: Placentia, CA 92870 INSURER F; ......u. -- iF COVERAGES CERTIFICATE NUMBER: 1.265414929 REVISION NUMBER - THIS IS TO CERTIFY THAT THE POLIOI99 OF INSURANCE LOW HAVE EEN ISSUED TO THE INSURED N M A. L. 0D INDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACTOR OTHER DOCUMENT WITH RESPECT TO M.ICH 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 MAY HAVE BEEN REDUCED BY PAID CLAIMS. 6dSR TYPEOFINSURANCE WL sUsRPOLICY I POLICY EFF NJMBER POLICY (MMIDO:.. UI GENERAL LWBLnY Y N . M 149446 W 172094 1702015. EACH OCCURRENCE $1,00. 000 COMMERCIAL GENERAL UABILTTY CLAIMS -MADE KOCCUR iF .5 PREMISES. eananoe o _ 5100,000 MEDEXP{Myoreperron)4 PERSONAL& ADV iN.URY $9000000. GENERAL AGGREGATE. ._ $3,0001000 GEN'L AGGREGATE UNIT APPLIES PER: PRODUCTS-COMP/OP AGG $9,009000 "' 'a $ POLICYY. PRO- LOC & rJ el *�`�-�.T $I'J AUTOMOBIIa LIABILITYIs amident BODILY INJURY (Per Penson) $ ANY AUTO ALL OWNED SCHEDULED pyo $,$ �' J'"+ BODILY IN,URY(Pereccident) WIRED AUTOS NONTOS -OANED AUTOS P Y AMAGE Perecadent $ UMBRELLA LIAR" OCCUR EACH OCCURRENCE $ AGGREGATE $ EXCES$UA9 CLAIMS AMIE DED I I RETeNTlON$ $ WORKERS COMP84SATION7Y AND EMPLOYERS' LIABILITY YIN ANY FROPRIETORIPARTNEROEWTIVE� IAS9R Q R E.L. EACH ACCIDENT $ OFFICERIMEMSER EXCLUDED'! NIA (Mandatory in NPO E,L. DISEASE-EAEMPLOYEE $ If s, describe under DESCRIPTION OF OPERATIONS below E.L. DISEASE -POLICY LIMIT $ PrOrerdonal Liability Y N WM 149440 172014 U1712016 Each Incident $1,0001000 Aggregate $3,000,000 DESCRIPTION OF OPERATIONS f LOCATIONS I VEHICLES (Attach ACORO 901, Additional Remarks Schodulo, it more space is squired) City cf Santa Ana is included as additional insured wfh respects to vvork performed by, or on behalf of the Named Insured. rPR"mrATP wni nPR CANCELLATION e 1988-2010 ACORD CORPORATION. All rights reserved. ACORD 25 (2014105) The ACORD name and logo are registered marks of ACORD SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN City of Santa Ana Employee Benefits M-34 / Attn: Kathy Crook ACCORDANCE W" 741E POLICY PROVISIONS. P.O. BOX 1986 Santa Ana, CA 92702-1988] AUTHORIZED REPRESENTATIVE e 1988-2010 ACORD CORPORATION. All rights reserved. ACORD 25 (2014105) The ACORD name and logo are registered marks of ACORD A-2-01)- )�_--� THIS ENDORSEMENT CHANGES THE POLICY. PLEASE READ IT CAREFULLY. Named Insured Endorsement Number Reach Employee Assistance, Inc. 15 I Policy Symbol Policy Number Policy Period Effective Date of Endorsement AHM 14940.6 2/17/2014 to 2/17/2015 2/17/2014 Issued By (Name of Insurance Company) ACE American Insurance Company Additional insured(s) Endorsement It is agreed that the natural person(s) or organization(s) listed by name as additional "insured(s)" in the Schedule below shall be considered additional "insured(s)" under the Who Is An Insured section(s) of the applicable Coverage Part(s) indicated in the Schedule below, but solely with respect to such additional "Insured's" liability arising solely out of: 1. if Professional Liability coverage is indicated for such additional "insured", "healthcare professional services" performed by you or on your behalf for such additional "insured'; or 2. if General Liability coverage is indicated for such additional "insured", "bodily injury", "property damage" or "personal or advertising injury" caused by an "occurrence" or offense that was caused solely by: a. you or your "employees" acting on your behalf; and b. within the scope of your duties to and performed on behalf of such additional "insured". Where no coverage or defense shall apply herein for the Named Insured, no coverage or defense shall be afforded to such additional "insured(s)". This coverage shall not apply to any liability arising out of the sole negligence of such additional "insured(s)". Schedule Additional Insured: Address: Additional Applicable Coverage Part: Premium: City of Santa Ana Attn: Kathy Crook Included GENERAL LIABILITY Employment Benefits M-34 P.O. Box 1988 COVERAGE PART Santa Ana, CA 92702-1988 0 PROFESSIONAL LIABILITY COVERAGE PART This endorsement only applies to and amends coverage under this policy, including under any other Additional Insured(s) Endorsements thereto, for those additional "insured(s)" listed in the Schedule above. If this policy contains any other Additional Insured(s) Endorsements, then those endorsements remain in effect and are only amended by the terms of this endorsement with respect to those additional "insured(s)" listed in the Schedule above. Coverage for any additional "insured(s)" not listed in the Schedule above remains unchanged. All other terms, conditions and exclusions of this policy remain unchanged. Authorized Representative PF -12934e (08/11) ©ACE Limited, 2005, 2006, 2007, 2011 Page 1 of 1 Allied, FAC & LTC Primary C17P I ;OLDER ('OPY 5P PO. BOX 8192, P'ASANTOr,1, {CA 94588 CwE-ligir1A7E OF WotIKERS, CONI T-Ets1SATiON INS€1RANC� ISSUE CtA."'Er lX4-dZ"2�J Y[d CRY CUP SWA 09A IF SENEFITS L.Er "RIMEN7 20 CrIfI v C"cNYER PLZ SANQ 56 Citi 52765-4005 GROUP f'ZR-!MCA i C Ci a2 WEPi1G1C,ATE EWE& o2.os-24,45 This is to certify ?hat we have issued a valid `Arorlters' insurance pojtr in a 0, , nopr6ae"S try tra CA,Hornis inc:;.a re - amn:+ ni:r.^v to the v:, ,,oyttr rismet :wntcv; for iho poity, _ero,; fncirued. This policy is not subieet to cencelbvon by the Rind except unn, 20 dips a&ane2 wrl-Unnry t o to the a ployer. We wh aLc eive You 20rW adevrn :aN* should ;his PYWY be car,<+ONd p0wr 0 its normal expiratiiom . ...e is mt an c;:svrxrs potty �d don no'. .r^snd, ex:ar: Or al.er "-^ OO yp xff;,C_ctl This certiftsa:e of ,nsr.rar^ ... by the Poi my iisle.d hwo,.n. NnY krian. an Y#pta;hement, torn or onukioo 01 any cdrtra t or usei docu—,t wt!, wM, r_suUcc to wllrce U?s ..e .r"VC. ie n" rr vowng may be issued or in "Nth A my pwu so mwanv affcrdid t:y ter ,rr'uv canto per", a s*Wct :o all the tarm cxdusicn�sr. (zrd tonditio a, Of wjctl policy. c A!Yh^naed Rz�r,.^,e^'.!t!vve F'; r.sid.,nt :rd CFC' EMPLOY€T'S LIA$;1,.7"Y LIM!T INCLUDING DEFENSE COSTS: $1,000,000 PER OCCURRENCE, ENDORSEMENT RISOO - MARCUS 0 GAYNOR PRES105NT CC? - EY.CLC3s'Fi:. ENDORSEMENT #1600 - LFTICTA A nAYRO Y SECRETARY TREASURER - EXCLUDED. ENDORSE94INT 52065 ENTITLED CERTIFICATE HOLDERS' NOTICE EFFECTIVE. 03_01.. 7.000 TS TTtC&D TO hllr FOR90 A VART Pr WIS POLICY. FvpLc✓7 REACT? WRLOYN "�;TS715xrp 71h,^, D AWAH�fte '1A iwK `'8 ME, 140121 1 ANY= , .02-C2-21395 A� H CERTIFICATE OF LIABILITY INSURANCE 0 CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, 211712015 THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED REPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER. IMPORTANT. If the certificate holder Is an ADDITIONAL INSURED, the it llcy(fes) must be endorsed. If SUBROGATION IS WAIVED, subject to the terms and conditions of the policy, certain policies may require an endorsement. A statement on this certificate does not confer rights to the certificate holder in lieu of such endorsement(s). PRODUCER COM'gCT Patt1 Kenn^ FAA' The VanWagner Group, PHONE 516-719.8760 888-290-0302 a Division of Sterlin Risk. . NoI: g IAIC 135 Crossways Park Drive, P.O. Box 9017 E'MaIL . pkenny@sferlingriskcom_ Woodbury NY 11797 INSURER(S)AFFORDING COVERAGE NAICit �w INeuRERA,ACEAMERICAN INSURANCE 22667 _COMPANY INSURED ^REACEMP-01 INSURERS: v e 172015 17f20i6 Reach Employee Assistance, Inc. INSURER C:�� 101 E Lincoln Ave#230-- TXCOMMEIRCIAL CLAIMS -MADE DX 0 Clip Anaheim CA 92805 INSURERO: - INSURERE: `v INSURERF: COVERAGES CERTIFICATE NUMBER: 1420459200 REVISION NUMBER: THIS I$ TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR 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 MAYHAVE BEEN REDUCED BY PAID CLAIMS. INSR TYPEOFINSURANCE--_-_-- IND M47TOME PbLICY NUMBER MMIOOIWYY )Doi In LIMITS A GENERAL LIABILITY Y N AHM149440 172015 17f20i6 EACH OCCURRENCE $1,000,000riltiv TXCOMMEIRCIAL CLAIMS -MADE DX 0 Clip - _ PREMISE5EA Cccunen,J $100,000 �— An aZejperronl—') $N) $N/A ^,a _ PERSONAL6ADVIINJURY$1,001 0,000 AP GEHLAGGREGAITPLIES PER. I GENERAL AGGREGATE $3,000,000 L-J�TTELIM % POLICY .P.ERCT LIOCPPODUCTS�COMP/OPAa0 $1,000,000 OTHER'. AUTOMOBILE LIABILnY NO pPLNIYpAyU�T NJTOS EU NON-DULED � �% ! ni� jf'p�`r' �/- MNME Xq18 LIMIT L'e acpldon BODILY Ml IIJRI' IVBrpu4Pn) § BODILY IN IUFY (Peraxltlont! $ HIREDAUTOS ON-O`ANED LTOS 1' drt.p UMBRELLA LIAO OCCIJP 1 EAGH OCCURRENCE $ AGGREGATE $ EXCESS UAB _ CLAINISrdADE +/' DEI) RETHNTIVPI $—_--_-- WORKERS COMPENSATION AND EMPLOYERS'LIABILITY YIN ANY PROPRIETORIPARTNERIEXECOTIVENIA OFFICERIMEMSER EXCLUDED? ^TAI U'Ii j___ GRH - E.L. FAC^I ACCIDENT $ E.L. DISEASE - EA EMPLO YE $ (Mandatory in NH) IfyyB8s, descrar, ender OMAIPTION OF OPERATIONS Oelow ZLD15E23E-ROLICYuMIT a A Professional Liability Y i N AHM14WO U172015 1172016 Each Incident $110001000 Aggregate $3,004000 DESCRIPTION OF OPERATONS I LOCATIONS I VEHICLES (ACORD 1D1, Addi lone) Remarks Schedule, may bo oNached If more apace Is required) City of Santa Ana is included as additional insured with respects to work performed, or on behalf of the Named Insured. CPRTIPICATP 14f)1 nPR CANCELLATION O 1880-2014 ACORD CORPORATION. All rights reserved. ACORD 25 (2014101) The ACORD name and logo are registered marks of ACORD SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN City Of Santa Ana ACCORDANCE. WITH THE POLICY PROVISIONS. 20 Civic Center Plaza Santa Ana CA 92701 AUTHORIZED REPRESENTATIVE O 1880-2014 ACORD CORPORATION. All rights reserved. ACORD 25 (2014101) The ACORD name and logo are registered marks of ACORD Ar 2®i q` 1/ — 0 I CERTHOLDER COPY P.O. 80X 8192, PLEASANTON, CA 94588 CERTIFICATE OF WORKERS' COMPENSATION INSURANCE ISSUE DATE: 03-01-2015 GROUP: POLICY NUMBER: 1555105-2015 CERTIFICATE 10: 22 CERTIFICATE EXPIRES: 03-01-2016 03-01-2015/03-01-2016 CITY OF SANTA ANA SP BENEFITS DEPARTMENT 20 CIVIC CENTER PLZ SANTA ANA CA 82701-4058 This is to certify that we have issued a valid Workers' Compensation insurance policy in a form approved by the California Insurance Commissioner to the employer named below for the policy period indicated. This policy is not subject to cancellation by the Fund except upon 30 days advance written notice to the employer. We will also give you 30 days advance notice should this policy be cancelled prior to its normal expiration. This certificate of insurance is not an insurance policy and does not amend, extend or alter the coverage afforded by the policy listed herein. Notwithstanding any requirement, term or condition of any contract or other document with respect to which this certificate of insurance may be issued or to which it may pertain, the insurance afforded by the policy described herein is subject to all the terms, exclusions, and conditions, of such policy. �Vct, �jfQ YLq" V4, Authorized Authorized Representative President and CEO EMPLOYER'S LIABILITY LIMIT INCLUDING DEFENSE COSTS: $1,000,000 PER OCCURRENCE. ENDORSEMENT #1600 - MARCUS D DAYHOFF, PRESIDENT CEO - EXCLUDED. ENDORSEMENT #1600 - LETICIA A DAYHOFF, ',SECRETARY TREASURER - EXCLUDED. ENDORSEMENT #2066 ENTITLED CERTIFICATE ':HOLDERS' NOTICE EFFECTIVE 03-01-2000 IS ATTACHED TO AND FORMS A PART OF THIS POLICY. EMPLOYER REACH EMPLOYEE ASSISTANCE INC 850 N ROSE OR PLACENTIA CA 82870 SP M0408 PRINTED : 02-17-2015 (REV.7-2014) SP A-;olq- I-�6-of Ac Ro® CERTIFICATE OF LIABILITY INSURANCE F -BATE 2/16/2016Dm ) 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 BELOW. THIS CERTIFICATE OF INSURANCHIE OT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED f� REPRESENTATIVE OR PRgYgy1QFF0„A'D';TH,°E'jTl ICATE HOLDER. IMPORTANT: If the certificate holder is an ADDITIONAL INSURED, the policy(les) must be endorsed. If SUBROGATION IS WAIVED, subject to the terms and conditions yo^f tFlef pp,licy,.�certaln policlas Binary require an endorsement. A statement on this certificate does not confer rights to the certificate holder in lieu of eOcfN' ehhdorsemeri s : -` PRODUCER ?' The Van Wagner Group a Division of SterlingRisk 135 Crossways Park Drive, P.O. Box 9017 NAME: Patti Kenn PHONE PxU.516-719-8760 FAX .888-290-0302 EMAIL ,.pkenny@sterlingrisk.com INSURERS AFFORDING COVERAGE NAIC# Woodbury NY 11797 INSURERA:GREAT AMER ASSURCO 26344 Y INSURED REACEM P-01 INSURER 8: INSURER C: Reach Employee Assistance, Inc 101 E Lincoln Ave, #230 Anaheim CA 92805 INSURERD: CLAIMS -MADE 71OCCURDAMAGE INSURER E: INSURER F: COVERAGES CERTIFICATE NUMBER. 617246317 REVISION NUMBER - THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR 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 MAY HAVE BEEN REDUCED BY PAID CLAIMS. INSLICY RR TYPE OF INSURANCE INSD WVD POLICYNUMSER EFF MMIDDDLSUBR IDYmYY EXP MMIDDNYYV LIMITS A X COMMERCIAL GENERAL LIABILITY Y Y GLP 4788802 2/17/2016 2/17/2017 EACH OCCURRENCE $1,000,000 CLAIMS -MADE 71OCCURDAMAGE TO RENTED PREMISES Ea occurrence $100,000 MED EXP(Anyone person) $5,000 PERSONAL&ADV INJURY $1,000,000 GEN'L AGGREGATE LIMIT APPLIES PER: GENERALAGGREGATE $3,000,000 X pDLIDY� PRO- LOU ECT PRODUCTS-COMP/OP AGO $3,000,000 $ OTHER: AUTOMOBILE LIABILITY Ea accident E IMIT $ BODILY INJURY (Per person) $ ANY AUTO ALL OWNED SCHEDULED AUTOS AUTOS( BODILY I NRPer accident V JU ) $ HIRED AUTOS NON -OWNED AUTOS PROPERTY DAMAGE $ Per accident UMBRELLA LIAB OCCUR EACH OCCURRENCE $ AGGREGATE $ EXCESS LIAB CLAIMS MADE ` DED RETENTION$ $ \ WORKERS COMPENSATION AND EMPLOYERS'LIABILITY YINANY PER TRH - STATUTE E E.L. EACH ACCIDENT $ OFFICERIMEMBER EXCLUDEp?PROPRIETOR]PARTHENEXECUTIVE ❑NIA E.L. DISEASE - EA EMPLOYE $ (Mandatory In NH) If yes, describe under ns, DE OF OPERATIONS below E.L. DISEASE - POLICY LIMIT $ A Professional Liability Y Y GLP 4786802 2/17/2016 2/17/2017 Each Incident $1,000,000 Aggregate $3,000,000 DESCRIPTION OF OPERATIONS I LOCATIONS I VEHICLES (ACORD 101, Additional Remarks Schedule, may be attached If more space is required) City of Santa Ana is included as an additional insured as required by written contract but only as respects to the operations performed by the named insured. CERTIFICATE HOLDER CANCELLATION ACORD 25 (2014/01) @ 1988.2014 ACORD CORPORATION. All rights reserved. The ACORD name and logo are registered marks of ACORD SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN City of Santa Ana ACCORDANCE WITH THE POLICY PROVISIONS. 20 Civic Center Plaza Santa Ana CA 92701 AUTHORIZED REPRESENTATIVE _Q�� ACORD 25 (2014/01) @ 1988.2014 ACORD CORPORATION. All rights reserved. The ACORD name and logo are registered marks of ACORD go] A154000411104".11111 wo SP ISSUE DATE: 03-01-2016 CITY OF SANTA ANA BENEFITS DEPARTMENT 20 CIVIC CENTER PLZ SANTA ANA CA 92701-4058 P.O. BOX 8192, PLEASANTON, CA 94588 CERTIFICATE OF WORKERS' COMPENSATION ` INSURAN69 p4 C7 ` f1 P k C ` �N15 1555105-2016 CERTIFICATE ID: 22 CERTIFICATE EXPIRES: 03-01-2017 03-01-2015/03-01-2017 SP This Is to certify that we have Issued a valid Workers' Compensation insurance policy in a form approved by the California Insurance Commissioner to the employer named below for the policy period indicated. This policy is not subject to cancellation by the Fund except upon 30 days advance written notice to the employer. We will also give you 30 days advance notice should this policy be cancelled prior to its normal expiration. This certificate of insurance is not an insurance policy and does not amend, extend or alter the coverage afforded by the policy listed herein. Notwithstanding any requirement, term or condition of any contract or other document with respect to which this certificate of insurance may be issued or to which it may pertain, the insurance afforded by the policy described herein is subject to all the terms, exclusions, and conditions, of such policy. Authorized Representative President and CEO EMPLOYER'S LIABILITY LIMIT INCLUDING DEFENSE COSTS: $1,000,000 PER OCCURRENCE. ENDORSEMENT #1600 - MARCUS D DAYHOFF, PRESIDENT CEO - EXCLUDED. ENDORSEMENT #1600 - LETICIA A DAYHOFF, SECRETARY TREASURER - EXCLUDED. �r ENDORSEMENT #2065 ENTITLED CERTIFICATE HOLDERS' NOTICE EFFECTIVE 03-01-2000 IS ATTACHED TO AND FORMS A PART OF THIS POLICY. EMPLOYER REACH EMPLOYEE ASSISTANCE INC 650 N ROSE DR PLACENTIA CA 92870 SP [P19,SP] (REV.7-2014) PRINTED : 03-01-2016 ..(- 1 C) i tC✓S/IV CERTIFICATE OF LIABILITY INSURANCE DATE (MMIODNYYY) 2/1/2017 THIS CERTIFICATE IS ISSUED AS A MATTER OF IN'FORMATI'ON 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 BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED REPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER. IMPORTANT. If the certificate holder is an ADDITIONAL INSURED, the policy(ies) must be endorsed, If SUBROGATIION IS WAIVED, subject to the terms and conditions of the policy, certain policies may require an endorsement. A statement on this certificate does not confer rights to the PRODUCER The Van Wagner Group i. V IM 1 n NAME: PHONE a Division of Sterli'ngRisk INSR LTR 135 Crossways Park Drive, P.O. Box 9017I 'DD'L INSD WVoodbulry NY 11'797 P01-ICYNUMBER INSURED Reach Employee Assistance, Inc 101 E Lincoln Ave, #230 Anaheim CA 92805 516-719-8760 Great American Assurance f`.r N/I=PArI-Q rPPTIFIr:.ATG MI'If....0 R.i=m.,, 1247479F4 P=%1IRInKI mi likA'..rt GI?• 888-290-0302 THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR 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 MAY HAVE BEEN REDUCED BY PAID CLAIMS, INSR LTR TYPE. OF INSURANCE 'DD'L INSD WVD P01-ICYNUMBER POLICY EFF '., MM/DDNYYY POLICY EXP' M NVDDfYYyYI LIMITS A X COMMERCIAL GENERAL LIABILITY Y I Y GL.P 478.88.02-01 2/17/2017 2!3712018 EACH OCCURRENCE $1,000,000 . CLAIMS -MADE EX OCCUR .., �rra�fa�1�Ci-PEN7ED -_ �.. ._.. _ PREMISES Ea occurrence $100,000 MED FXP (Any one person) $5,000 PERSONAL aADV INJURY $1,000,000 AGGREGATE LIMIT APPLIES PER. PRO- POLICY 7 JECTPRC- F7LOC GENT X GENERAL AGGREGATE: $3,000,000 PRODUCTS. COMPIOP AGG $3,000,000 _ $ OTHER: AUTOMOBILE, LIABILITY COMBINED S IN LE LIMIT $ ANY AUTO BODRLY INJURY (Per person) $ 4.UTOS OWNED SCHEDULED BODILY INJURY (Per accident) $ ._._ ._"."i NON -OWNED HIRED AUTOS AUTOS PROPERTY �idan$ ...__ PeaDAMAGE $ UMBRELLA LIAB OCCUR EACH OCCURRENCE $ AGGREGATE._m...._..� $ .._._.. EXCESS LIAB CLAIMS -MADE DED RETENTION $ $ _.. WORKERS COMPENSATION li AND EMPLOYERS' LIABILITY YJN $7ATUTE ®TH- -R ........., E.L. EACH ACCIDENT $ ANY PROPRIETORIPARTNER/EXECUTIVE OFFICERIMEMBER EXCLUDED? NIA A -..--_ E.L. DISEASE - EA. EMPLOYE $ (Mandatory In NH) 'Ifyes,describeunder ""''-" DESCRIPTION OF OPERATIONS below I E.L. DISEASE - POLICY LIMIT' $ A Professional Liability Y Y GLP 478-88-02-01 2/17/2017 2/17/2018 Each Incident $1,000,000 Aggregate $9,000,000 DESCRIPTION OF OPERATIONS) LOCATIONS /VEHICLES (ACORD 101, Additional Remarks Schedule, maybe attached If more space Is required) City of Santa Ana is included as an additional insured as required by written contract but only as respects to the operations performed by the named insured, SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE City of Santa Ana THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED' IN 20 Civic Center Plaza ACCORDANCE WITH THE POLICY PROVISIONS. Santa Ana CA 92701 AUTHORIZED REPRESENTATIVE nc 15IRS-21714 ACORD, rORPORATICIIN All ran+rtc -.—H ACORD 25 (2014101) ,I The ACORD name and logo are registered marks of ACORD REACH EMPLOYEE ASSISTANCE PROGRAM, SERVICES AGREEMENT This Employee Assistance Program Services Agreenient is made and entered into as of January 1, 2015, between REACH Employee Assistance, Inc, (hereinafter referred to as "REACH"), a California corporation, and the City of Santa Ana, a charter city and Municipal Corporation organized and existing under the Constitution and laws of the State of California (hereafter referred to as "City".) Whereas REACH is engaged in the Employee Assistance Program Services business and desires to service City; and Whereas City desires to obtain the Employee Assistance Program Services of REACH. It is therefore agreed as follows: This is a contract for service outlining the duties and responsibilities of REACH Employee Assistance, Inc,, to the City of Santa Ana. I. Below are listed the Scope of Sci-vices provided by the REACH: I Assess men t/Co unscling./Referra I for Erriployces and Del,2endents. A total assessment will be administered for a well-rounded analysis of the client's problem. Eitiployees and immediate family members are entitled to up to three (3) sessions per g incident every six (6) months. REACH provides professional assessment/counselinto the point of refeiring the client to an outside counseling professional or agency. In addition, REACH provides follow -Lip consultation. The number of sessions offered. within this limit, will be at the sole discretion of the REACH counseling staff. fro ;3 11T3 713 - y The City will be assigned a REACH liaison person. REACH provides quality, experienced U> r counselors knowledgeable in assessment skills to provide personal counseling to employees and immediate family members. REACH also provides qualified and experienced staff to assist rnanagement on all aspects of Employee Assistance Program. Dr Marcus Dayhoff is administratively, operationally and clinically responsible for REACH, A. Confidentiality and Release of Information As a general rule REACH shall not disclose to the City the identity of City employees or immediate family members of City employees who elect to participate in the: REACH Program offered tinder this Agreement. EjUnt�ions - Notwithstanding the above, REACH shall release to the City in writing the following inforination on employees who have been referred into the REACH Program as a condition of employment with the City: A) Whether eniployee has agreed to participate in. the Assistance Program, B) List of all appointments of employee kept and missed, together with reason, if any, for missing the appointment. C) Submission of the employee's anticipated treatment plan as a participant in the Program. This plan shall consist of the following: 1) The anticipated number of visits, appointments, or sessions requested of the, employee. 2) 'Yhe type of therapeutic procedures in general terms that the employee is to receive during the employee"s participation with the REACH Program or the treatment provider(s). 3) Description of the treatment service provider the employee is referred to by REACH. 4) Any other information not contained in the, employee's treatment service provider medical record deemed appropriate by the City to evaluate the employee's participation in the Assistance Program. D) Any conclusion or opinion of REACH or employee's treatment set -vice provider that the employee is limited or restricted in his/her ability to perform the employee's job duties, such limitation may be, but not necessary, limited to physical, psychological, or medical reasons. E) Any conclusion or opinion of REACH or employee's treatment service provider that employee's participation may necessitate employee's absence from the City. F) That employee has failed, refused, or otherwise has discontinued to proceed with the kE,AC1--1 Program or any treatment service provider, G) Report consisting of the following: 1) Diagnosis 2) Surnmaiy of treatment or therapeutic procedures 3) Disabilities, limitations, or restrictions of employee 4) Recommendation on further treatment. The above inforniation shall be considered confidential information not subject to disclosure by REACI-1 unless the City employee has on file with REACH and any treatment service provider in the REACH Program an irrevocable authorization(s), RELEASE OF INFORMATION to the City. On receipt of the City's request for the above information, REACI-1 shall notify in writing, the City employee of the City's request. NOTE: The City agrees that in cases where an employee agrees to be referred by management to REACH, the Supervisor will seek written permission from the employee to inform REACH of the circumstances leading, up to the referral, The City agrees to in no way insist or demand confidential information from the "REACH program on specific individuals who do not want their information released to the City. Service Providers: Exceptions will also be made in cases when the employee and/or immediate farnily members sign a written release authorizing the release of information by REACH to one or more agreed upon service providers. I Definitions al "Client" shall mean an employee or his/her immediate faruily member participating in the REACH EAP program. b. "Treatment Service Providers" or "Service Providers" shall meart an outside counseling professional or agency, referred by REACH, whose services will be paid by the client. 3. 'Counseling Hours REACH provides counseling hours from 8:00 am. to 8:00 p.iri. Monday through Thursday, Friday 5:00 to 5:00 p,m, and will respond appropriately and effectively to employee needs. Every attempt will be made to see management referrals and employees in crisis as early as possible to the time of calland no later than 24 hours (during business hours) of the: call being made. All other clients will be seen within 48 hours of the call being made. The City agrees to provide R -EACH with names and telephone numbers of liaison individual(s) at the City who can be contacted in cases of emergencies and keep REACH appraised of changes in contacts and telephone numbers, 4. 24 -Hour Availabilitv, 7 da s a week REACH provides confidential intake and psycho -social assessment and counseling to the point of referral to employees and their immediate family members with a 24 hour telephone service. REACH assures that no calls go unanswered and that all crisis callers receive courteous and prompt service. During non -business hours, all calls answered by the REACH answering service will be connected to the on-call counselor. The REACHline number is 1-800-273-5273. Location Employees and family members will have a choice of counseling either at one of our several conveniently located offices or at one of our service provider's office. C. Referral Network When necessary, REACH will refer employees and dependents to appropriate, cost effective, geographically convenient and high quality services provided by individuals and agencies which have been screened by our staff. 7,_gMonitorin LF w fojlo-u . REACH will monitor and follow -Lip as long as appropriate all people referred by the REACH prograrn to outside individuals and community resources to assure the problem is resolved and 3 that the person is satisfied with the quality of referrals. In cases of management referrals, rn R1,ACI-I will also follow-up regularly with the City on status of job performance. Service Utifiza!jon e orts REACH will Provide quarterly confidential reports on service utilization, aggregate client profiles, assessed problems and outcome at case closure. Customer satisfaction reports will be available upon request by the City. 9, Benefits The City agrees to provide REACH with copies of all the City erriployee benefit plans and appraise REACH of all changes as they occur, 10. Avoiding Conflict of Interest AY90-1-19 REACH agrees to avoid conflict of interest by providing up to three (3) referrals to clients based on competency, geography and the most cost effective modality to deal with the client's problem(s). No referrals will be made to the private practices of REACH eounseling staff members or to any private practitioner and/or agency with whom a REACH counselor has an economic relationship. Only the City can make exceptions to this rule. 11. Alcoholism and Chemical Dependency Intervention Services REACH provides job related alcoholism and chemical dependency intervention services as required. 11 Policy and Procedure The City agrees to consider implementing a policy and procedure staternent on employee assistance when appropriate. REACH will provide technical assistance to the City staff in writing a policy and procedure statement on employee assistance, 13. Trainin REACH will provide Management and Supervisory training sessions annually. It is recommended that no more than 25 managers/supervisors attend each session, The purpose of these training sessions is to make managers and supervisors aware of City employee assistance program policy and procedures, of how to identify poor job performance as it relates to personal problems and to flarniliarize ffiern with the processes of referrals and follow-up. The effiectiveness of each training session will be evaluated. lzk Manaeernent Guidelines REACH supplies on request Management and Supervisor Employee Assistance Program guidelines for inclusion in City personnel management guidelines, 15, Mani r,,cr/,Sui)ervisor Consultation and Assistance REACTI will assist managers and supervisors calling REACI-Iline for consultation on how to deal with specific employee incidents or problems, which may require EAP intervention, The City agrees to encourage managers and supervisors to take advantage of this consultation service, 16. Pro rani Promotion The City agrees to Support REACH in developing a yearly EAP program promotion plan, a. EAP orientation classes for employees in groups of up to 50 will be available to the City as a means of introducing City EAP policy and procedures and utilization of REACH services. 1). "Munch & Learn" presentations will be conducted periodically upon request by the City, at City locations to maximize utilization of REACH services. C. REACH brochure & REACH11ine cards will be supplied to the City for distribution to all employees, d. REACH Frontline will be electronically supplied to the City quarterly for distribution to all supervisors. e. RE, ACHline.com will be available for online use to all employees and family members. Employees will be supplied a password as mentioned on REACH employee brochure for online secure area access. f. RE ACHline Posters will be supplied from time to time to the City for posting on official staff bulletin boards. 9. Originals of promotional materials for inclusion as short articles in internal staff newsletter or as check stuffers will be supplied upon request by the City. h. REACH staff will participate at the City's employee benefit fair upon request, j. REACH will assist with drafting of any EAP related materials to announce REACH services to employees, 17. Qutility REACH conducts on-going quality assurance audits on all aspects of the program from inception to end of the contract year. REACH will Supply the City with. quarterly reports, IT. THE CITY OF SANTA ANA REALIZES AND UNDERSTANDS 9 Top managernerit support and commitment is essential to the success of the REACH Frilployce Assistance Program at the City of Santa Ana. 2. REACH is a totally confidential program. The City will only be aware of employees ref -erred officially by management and information about that employee will not be released without written consent of the employee, 3. REACH will not, in all cases, be able to resolve the employee's or dependent's problem(s) ill the set number of counseling sessions. In such cases the employee or family member will be referred to quality, cost effective resources available within the community. 4. Employees and dependents will not be charged for the services provided by REACH. If referrals are necessary, those referrals may result in additional cost to the City's benefit plan and may result in added costs to the employee or family member. The REACH program is made available to all full- and part-time employees and their dependents. The REACH benefit starts on the first day of employment, 6. It is anticipated that the yearly employee utilization rate will be a rninirnum of 6-8%, The REACI1 promotional program will airn at achieving at least this utilization rate, Ill. `]'ELMS AND CONDITIONS The Agreement period will extend from January 1, 2015 to December 31, 2017. C� 1 The total cost to the City for the services to be provided to the City and its employees by REACH under this Agreement shall be $1.85 per full time employee/month, and $1.25 per part time employee/month. While the number of persons employed by the City may fluctuate from time to time during the term of this Agreement, the City agrees the amount of compensation payable to REACH during the term of the Agreement shall be based on the number of persons employed by the City at the beginning of the month invoiced for. Tile beginning employee count will be 970 FIT and 490 P/T, The City will be invoiced on the first of each month for that month's installment. Checks will be made payable to REACH Employee Assistance, Inc. and mailed to 650 N. Rose Drive, 9350, Placentia, CA 92870 - Attn.: Accounts Receivable. 4, The City will make payment within 30 days from the date of the receipt of the invoice from REACH Employee Assistance, Inc. 5. The City or TtEACH has the right to cancel this contract at any time without cause by giving 60 M days written notice to that effect. 6, REACH Employee A,"istanec, Inc. agrees to indemnify, defend, and hold harmless the City, its officers, employees, agents and representatives,, from any and all claims, demands, purported liability, or consequential damages of any kind or nature arising out of or in connection with REACI-I's acts or omissions in carrying Out the terms of this Agreement or exercising the rights herein granted; excepting those claims, demands, purported liability, or consequential damages which arise out of the sole: negligence of City. 7. REACH agrees to maintain during the course of this Agreement the following insurance coverage: a) Comprehensive general liability insurance coverage, including personal injury and contractual liability coverage, in an amount equal to One Million Dollars ($1,000,000.00) per occurrence, combined single limit; b) Worker's Compensation insurance as required by State of California statutes; C) Professional liability insurance with a One Million Dollar ($1,000,000.00) limit, per occurrence. REACH agrees to keep such policy in force and effect for at least five (5) years from the date of completion of this Agreement. Also, the City of Santa Ana, its officers, agents and employees will be named as additional insured on the above referred comprehensive general liability coverage and R -EACH will provide an endorsement to that effect. Such insurance shall (a) name the City, its officers, employees,, agents, volunteers and representatives as additional insured(s); (b) be primary and not contributory with respect to insurance or self-insurance programs mabitained by the City; and (c) contain standard separation of insured's provisions. Such insurance will be evidenced by certificate and issued by companies licensed to do business in California and acceptable to the City, Before REACH performs any work, it will furnish certificates of insurance and endorsements, as required by City, evidencing the aforementioned general liability, and professional liability insurance coverages on forms acceptable to the City which shall provide that the insurance in force not be canceled or modified without 30 days prior written, notice to the City. 8. NO ASSIGNMENT. REACH shall not assign or transfer this Agreement or any rights hereunder without the prior written consent of the City and approval by the City's City Attorney, which may be withheld in the City's solo discretion, Any unauthorized assigned or transfer shall be null and void and shall constitute a material breach by REACH of its obligations under this Agreement. No assignment shall release the original parties or otherwise constitute a notation. 9. COMPLIANCE WITH LAWS. REACH shall comply with all Federal, State, County and City laws, ordinances, rules and regulations, which are, as amended from time to time, incorporated herein and applicable to the performance hereof. 10. ATTORNEY FEES. If any action at law or in equity is brought to enforce or interpret the terms of this Agreement, the prevailing party shall be entitled to reasonable attorney's fees, costs and necessary disbursements in addition to the relief to which such party may be entitled. 11. INTERPIZETATION. N (a) Applicable Law, This Agreement, and the rights and duties of the parties hereunder (both. procedural and substantive), shall be governed by and construed according, to the laws of the State of California, with venue in Orange County, (b) Entire Agreement. This Agreement, including any exhibits attached hereto, constitutes the entire agreement and understanding between the parties regarding its subject matter and supersedes all prior or contemporaneous negotiations, representations, understandings, correspondence, documentation and agreements (written or oral). To the extent there is ally conflict or inconsistency between the terms and provisions of this Agreement and the exhibits attached hereto, the terms and provisions of this Agreement shall govern the rights and obligations the parties hereto, (c) Written Amendment. This Agreement may only be changed by written amendment signed by REACH and the City Manager of the City or other authorized representative of the City, subject to any requisite authorization by the City Council, Any oral representations or modifications concerning this Agreement shall be of no force or effect. (d) Severability. If any provisions of this Agreement is held by any court of competent jurisdiction to be invalid, illegal, void, or unenforceable, such portion shall be deemed severed from this Agreement, and the remaining provisions shall nevertheless continue in full force and effect as fully as though such invalid, illegal, or unenforceable portion had never been part of this Agreement. (c) Order of Precedence. In case of conflict between the terms of this Agreement and the terms contained in any document attached as an exhibit or otherwise incorporated by reference, the terms of this Agreement shall strictly prevail, (f) Choice of Forum. The parties hereby agree that this Agreement is to be executed in accordance with the applicable laws of the State of California, is entered into and is to be performed in the City of Santa Ana and that all claims or controversies arising out of or related to performance under this Agreement shall be submitted to and resolved in a -forum within the City of Santa Ana at a place to be determined by the rules of the forum. 12. TIME OF ESSENCE, Time is strictly of the essence of this Agreement and each and every covenant, term and provision hereof, 13. AUTHORITY OF REACH. REACH hereby represents and warrants to the City that REACII has the right, power, legal capacity and authority to enter into and perform its obligations under this Agreement, and its execution of this Agreement has been duly authorized. 14, INSLJRANCE. REACH shall, at its own expense, procure and maintain policies of insurance of the types and in the amOLHAS Set forth in the Agreement to which this Addendum is attached for the duration of the Agreement, including any extensions hereto. The policies shall state that they C> afford primary coverage. Failure to maintain required insurance at all times shall constitute a dCf,.ILllt Z:� and material breach. In such event, REACH shall immediately notify City and cease all 8 performance under this Agreement until further directed by the City. In the absence of satisfactory insurance coverage, City may, at its option: (a) procure insurance with collection rights for premiums, attorney's fees and costs against REACII by way of set-off or recoupment from the sums due REACH, at City's option; (b) immediately terminate this Agreement; or (c) self insure the risk, with all damages ai-id costs incurred, by judgment, settlement or otherwise, including attorney's fees and costs, being, collectible from REACH, by way of set-off or recoupment from any sums due REACIJ. 15, NOTICES. Any notice or demand to be given by one party to the other shall be given in writing and by personal delivery or prepaid first-class, registered or certified mail, addressed as follows. Notice simply to the City of Santa Ana or any other City department is not adequate notice, 'I I o City: Clerk of the City Council City of Santa Ana 20 Civic Center Plaza (M-30) P.O. Box 1988 Santa Ana, C.A. 92702-1988 Fax 714- 647-6956 Copies to: Executive Director of the Personnel Services Agency City of Santa Ana 20 Civic Center Plaza (M-24) P.O. Box 1988 Santa Ana, California 92702 Fax 714- 647-6930 City Attorney City of Santa Ana 20 Civic Center Plaza (M-29) P.O. Box 1988 Santa Ana, California 92702 Fax 714- 647-6515 If to REACH: REACH Employee Assistance, Inc. 101 East Lincoln Avenue, Suite 230 Anaheim, CA 92805 Attn.: Dr. Marcus Dayhoff Any such notice shall be deemed to have been given upon delivery, if personally delivered, or, if' mailed, upon receipt or upon expiration of three (3) business days from the date of posting, whichever is earlier. Eitlier party may change the address at which it desires to receive notice upon giving written notice of such request to the other party, 16, TERMINATION FOR CONVENIENCE (Without Cause). The City or REACH may terminate this Agreement in whole or in part at any time, for any cause or without cause, upon sixty (60) calendar days' written notice to the other. If the Agreement is thus terminated by the City for 9 reasons other than REACH failure to Perform its obligations, the City shall pay REACH a prorated amount based on. the services satisfactorily completed and accepted prior to the effective date of termination, Such payment shall be REACH's exclusive remedy 'for termination without cause, 17. DEFAULT, In the event either party materially defaults in its obligations hcreunder, the other party may declare a default and terminate this Agreement by written notice to the defaulting party. The notice shall specify the basis for the effective date of teri-nination stated in such notice, which date shall be no sooner than ten (10) days after the date of the notice, I I , ermination for cause shall relieve the terminating party of further liability or responsibility under this Agreement, including the payment of money, except for payment of services satisfactorily and timely per armed prior to the service of the notice of termination, and except for reimbursement of (1) any payments made by the City for service not subsequently performed in a timely and satisfactory manner, and (2) costs incurred by the City in obtaining substitute performance. 18. EQUAL EMPLOYMENT OPPORTUNITY. During the performance of this Agreement, REACH agrees as follows: a. REACH shall not discriminate against any employee or -applicant for employment because of race, color, religion, sex, national origin or mental or physical disability. REACH will ensure that applicants are employed and that employees are treated during employment, without regard to race, color, religion, sex, national origin or mental or physical disability. Such actions shall include, but not limited to the following: employment, -upgrading, demotion or transfer, recruitment or recruitment advertising, layoff or termination, rates of pay or, other forms of compensation and selection training, including apprenticeship, REACH agrees to post in conspicuous places, available to all employees and applicants for employment, a notice setting forth provisions of this non- discrimination clause. b. REACH shall, in all solicitations and advertisements for employees placed by, or on behalf of REACH, state that all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, or mental or physical disability. c. REACH shall cause the foregoing paragraphs (a) and (b) to be inserted in all subcontracts for any work covered by this Agreement, provided that the foregoing provisions shall not apply to subcontracts for standard commercial supplies or raw materials. we 19. CONFLICT REACH hereby represents, warrants and certifies that no member, officer or employee of REACH is a director, officer or employee of the City, or a member of any of its boards, commissions or committees, except to [fie extent permitted by law. (SiMmatures on 17ollowing- Page) 11 IN WITNESS WHEREOF, the pirties hereto have executed this Agreement the date and year first above written. ATTEST: KF'ir-r� D. Huizar Clerk of the Council APPROVED AS TO FORM: SOMA R. CARVALHO City Attorney By: Lisa Storck Assistant City Attorney RECOMME NDED FOR APPROVAL: Edward Maya, I-,xec'tjtire F-)irector Personnel Services Agency CITY OF SANTA ANA David Cavazos City Manager REACH Employee Assistance, Inc. By: Marcus dayhoff CEO & Clinical Director- SIVA irector