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HomeMy WebLinkAboutCOD-010-09~ai'1iC1~0Ii Lamtpg µo way REPORT CORPORATE SERVICES DEPARTMENT Meeting: General Purpose and Administration Committee Date: February 2, 2009 Report #: COD-010-09 File SUBJECT: EMPLOYEE ASSISTANCE PROGRAM Resolution #:~ ~-' ~} `"~ By-law Recommendations: It is respectfully recommended that the General Purpose and Administration Committee recommend to Council the following: THAT Report COD-010-09 be received; 2. THAT the Manager of Purchasing be authorized to enter into negotiations with the Regional Municipality of Durham, Family Services for the provision of an Employee Assistance Program for a three year term with an option to extend the agreement for additional terms provided the level of service is satisfactory and the service costs are acceptable; That the Director of Corporate Services be authorized to sign any related operating agreement that may be required for the services and any extensions; and 4. THAT, should negotiations fail to result in an acceptable agreement, the Manager of Purchasing undertake a Request for Proposal process to secure the required Submitted by: GW~-~ Reviewed by. ~`"~~~--~~ u Marie Marano, H. .S ., C.M.O. Franklin Wu, ~ Director of Corpora Services Chief Administrative Officer MM/JB/km CORRPORATION OF THE MUNICIPALITY OF CLARINGTON 40 TEMPERANCE STREET, BOWMANVILLE, ONTARIO L1C 3A6 T(905)623-3379 F (905)623-4169 REPORT NO.: COD-010-09 PAGE2 1. BACKGROUND AND COMMENT 1.1. The current Employee Assistance Program expired on March 31, 2008 and the service provider, Shepell FGI, undertook to continue the service on a month to month basis while the staff dealt with the renewal of the Employee Benefits program and undertook a review of the Employee Assistance Program with a view to developing a new Request for Proposal in order to establish a new Employee Benefits Program. 1.2. During the ensuing. months staff received an unsolicited proposal from the Regional Municipality of Durham, Family Services Branch on the provision of an Employee Assistance Program. Corporate Services staff have been reviewing the material and speaking to other municipalities in the area, Whitby and Ajax, that have been using the services and the comments have been very favourable. In the case of Ajax, they have just renewed the agreement for a further five year term. 1.3. Staff covered by the Employee Assistance Program included all Municipal staff including Emergency Services and the Library on a charge back basis. On the introduction of a new program the Clarington Museum can also be invited to participate on a charge back basis. 2. ANALYSIS 2.1. As specified in the Purchasing by-law certain services are excluded or not covered by the Purchasing By-law nor do they require a purchase order unless specifically requested by a Department Head or the vendor or the supplier of the products or services. This is provided in Appendix A, Section 5 b. In addition, Section 6.4 of Appendix A provides as follows: "6.4 Regional Municipality of Durham or other municipalities located within the Regional Municipality of Durham Goods and Services." An excerpt from the Purchasing By-law is attached as Schedule "A". 2.2. Staff has reviewed the proposal from Family. Services and made a comparison of services offered by our current service provider and concluded that Family Services can provide all services required. REPORT NO.: COD-010-09 PAGE 3 2.3. Using figures provided in the Family Services proposal and the number of staff currently covered by the FJ~P, approximately 300, it is estimated that the annual cost of the Family Services agreement would be in the area of $23,400.00 per year over a three year agreement. This is slightly higher than our current service provider rate of approximately $21,000 per year, established in 2005. However, it is expected that the private sector rate would increase by an undetermined amount due to inflation if we issued a new request for proposal. 2.4. The Family Services proposal also provides for additional services on an as required basis such as Trauma Response and Critical Incident Stress Management. These extra services can be discussed during our agreement review and if necessary rates can be established. 2.5. The purpose of this report is to inform Council of the opportunity to utilize services offered through the Regional Municipality of Durham and in order to take advantage of this opportunity we would be moving away from the past practice of soliciting competitive bids from the private sector. Z.6. It is recommended that the proposed agreement be established for a three year term with an option to renew for further terms provided the level of service is satisfactory and the rates remain acceptable. By maintaining a long term agreement, employees who are experiencing difficult circumstances, will have continuity of service and relationships. In the past it has been evident that staff are reluctant to move from dne provider to another and have expressed their concern with any intention to change carriers. On the other hand, staff input can provide the confirmation that the service provider is meeting the requirements of the agreement and providing satisfactory service. 2.7. As with any long term agreement staff can and will undertake periodic reviews to determine if the service provider is still competitive in their pricing plan and that the service is satisfactory. 2.8. In addition to the foregoing, a change of this nature reinforces and provides support for Regional government services. REPORT NO.: COD-010-09 3. FINANCIAL IMPLICATIONS PAGE4 3.1. As noted, the costs provided by Family Services are felt to be comparable to the rates we would expect to receive in the event of a full RFP process; that is, an amount in the area of $23,400.00 per year. This amount is of course subject to discussion with Family Services. 3.2. By utilizing the Regional services as suggested the cost in staff time is minimized and the introduction of a new program can be achieved in one third the time needed if we solicited private sector proposals. 4. CONCLUSION 4.1. After reviewing the proposal from Family Services it is expected that costs will be comparable to that provided by the private sector. The time required to complete the negotiations and establish a new agreement for the provision of the Employee Assistance Program will be reduced significantly as will staff time. Based on feedback from other municipalities the level of service is very good and Clarington staff can be serviced from the area. 4.2. Under the circumstances it is staff's. recommendation that negotiations with Family Services be undertaken with a view to establishing a new three year agreement with an option to extend the agreement provided the level of service is satisfactory and the pricing is acceptable. Should the resulting negotiations fail to provide an agreement satisfactory to staff then a request for proposal can be issued to solicit proposals from the private sector. Attachments: Attachment 1 -Schedule "A", Appendix A, Purchasing By-law APPENDIX "A" To By-Law # 2006-127 The Purchasing By-law and a Purchase Order are not required unless specifically requested by a Department Head or the vendor or supplier of the Goods and/or Services in question does not apply to the items listed below. 1. Petty Cash Items 2. Traini ng and Education a. Conferences b. Courses c. Conventions d. Magazines e. Memberships f. Periodicels g. Seminars h. Staff Development i. Staff Workshops j. Staff Reports k. Subscriptions 3. Refundable Employee Expenses a. Advances b. Meal Allowances c. Miscellaneous-Non-Travel d. Travel Expenses e. Entertainment Expenses 4. Employers General Expenses a. Payroll Deduction Remittances b. Medicels c. Licenses (Vehicles, Communiptions, etc.) d. Debenture Payments e. Insurance f. Grants and Agencies g. Damage Claims h. Petty Cash Replenishment i. Lantl 6 Building Lease Payments j. Tax Remittances k. Sinking Fund Payments I. Newspaper Advertising and Public Notices m. Day Camp or other similar Admission Fees Certain Professional and other Services a. Committee Fees b. Counselling Services c. Laboratory Services d. Nursing Services e. Physician Fees f. Temporary Help g. Banking and Underwrtting Services, where covered by Agreements h. Legal Services i. Engineering and Consulting Services provided for in a contract between the Corporation and Totten Sims Hubicki Associates (1991) Limtted dated September 1, 1993 j. Newspaper, radio, TV advertising k. Policing I. Red Cross Supplies 6.1 Utilities a. Postage b. Water c. Hydro d. Gas e. Telephones-excluding cellular f. Cable television 62 Canadian National and Canadian Paafic Railways 6.3 Provincial and/or Federal Government Agencies or Crown Corporations 6.4 Regional Municipality of Durham or other municipaltties located within the Regional Municipality of Durham goods or services