R-2023-319 - 9/28/2023 RESOLUTION NO.R-2023-319
WHEREAS, the City of Round Rock desires to retain professional consulting services related
to the provision of employee assistance program services; and
WHEREAS, Deer Oaks EAP Services, LLC has submitted a Services Agreement to provide
said services; and
WHEREAS, the City Council desires to enter into said Services Agreement with Deer Oaks
EAP Services,LLC, Now Therefore
BE IT RESOLVED BY THE COUNCIL OF THE CITY OF ROUND ROCK,TEXAS,
That the Mayor is hereby authorized and directed to execute on behalf of the City a Services
Agreement for employee assistance program services with Deer Oaks EAP, LLC, a copy of same
being attached hereto as Exhibit"A"and incorporated herein for all purposes.
The City Council hereby finds and declares that written notice of the date, hour, place and
subject of the meeting at which this Resolution was adopted was posted and that such meeting was
open to the public as required by law at all times during which this Resolution and the subject matter
hereof were discussed, considered and formally acted upon, all as required by the Open Meetings Act,
Chapter 551,Texas Government Code, as amended.
RESOLVED this 28th day of September, 2023.
Z 11fl
CRAIG ORGA Mayor
City of ound R k,Texas
ATTEST:
'�44 03 a
MEAGAN S , City Clerk
0112.20212:4892-0585-6896
EXHIBIT
„A»
Deer Oaks EAP Services Agreement
This Employee Assistance Program Services Agreement(the"Agreement")is made and entered into effective
January 1,2024, by and between City of Round Rock, hereinafter referred to as"Employer" and Deer Oaks
EAP Services, a Limited Liability Company, hereinafter referred to as"Company".
WHEREAS,the Employer desires to retain a contractor to provide an Employee Assistance Program("EAP")-,
WHEREAS, Employer solicited requests for proposals for said EAP; and WHEREAS, Company submitted a
proposal which Employer has selected. NOW, THEREFORE, in consideration of the mutual covenants set out
herein, the parties hereto agree as follows:
1.
Scope of Work and Services. In consideration for the "per employee per month" fee described in
Section 2 below, Company agrees to provide to Employer's employees, retirees and their dependents,
and anyone residing in their household (collectively, "participants") all the services described in this
Agreement, and in Company's proposal to Employer, including, but not limited to, the services
described below.
a. Eligibility: All employees, retirees, dependents, and household members with the exception of
minors (this exception will be detailed in Section d.) are eligible to access the EAP starting on
day one of the contract regardless of whether they are or are not covered under other mental
health service plans. Eligibility is based on the attestation of the member.
b. Intake (Telephonic Triage): This service is a 24-hour, 7 days a week call answering. Basic
demographic information will be gathered, risk assessment will be conducted by our clinical staff
and appropriate recommendations will be made.
c. Initial Diagnostic Assessment: Following the intake, a Face-to-Face or Telephonic consultation
appointment is offered. During the assessment the counselor will gather information regarding
the presenting problem in order to create a diagnosis and develop a treatment plan for short-
term counseling. This session counts as one of the EAP visits included in the plan. Telephonic
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or Virtual(iConnect You)Assessments in lieu of face-to-face assessments will only be conducted
at the request of the participant.
d. Short-Term Therapeutic Counseling_ Company will offer up to six(6)visits for short-term EAP
counseling benefit per participant, per issue, per 12-month period (this 12 month period is based
on a calendar year) (including the initial appointment). Counseling may be provided in-person,
telephonically, or video based on the member's preferences and clinical suitability. The
Company will be fully responsible for the clinical care provided to participants. The specific
number of sessions and treatment plans will be determined by the Company's counselor and will
be based on clinical presentation, need, and suitability for a short-term counseling model of
treatment. A Company counselor who is also in the participant's medical plan will be assigned if
available. Minor coverage:A minor may contact the EAP directly or a parent/guardian may do so
on their behalf. Deer Oaks cannot assess a minor telephonically and cannot refer to EAP services
without parental or legal guardian involvement and written consent. Minors accessing the service
directly,without parental involvement, will be checked for safety, offered in-the-moment support
and, where appropriate, referred to other Agencies. Upon receiving parental consent, children
ages 5-7 are eligible for family counseling; children ages 8-17 are eligible for individual
counseling; and children age 4 and under must be referred out of the EAP.Telephonic counseling
can be made available in lieu of face-to-face counseling only at the request of the participant. In
addition, a confidential "Face time" session via "iConnect You" can also be available in lieu of
face to face at the request of the participant. Other alternative modes of counseling to discuss
may include the following: AWARE Mindfulness-Based Stress Reduction Program, Telephonic
Virtual Group Counseling and Telephonic Life Coaching. If a participant possesses clinical
symptomatology that requires longer-term and/or a different psychotherapeutic approach to
treatment, the Company will work with the Employer's medical benefit plan(s) to either make a
referral to another provider and/or provide these services under the umbrella of the employee's
medical benefit.
e. Range of Counseling Types'. Counseling may include individual, family, and/or marital
interventions for issues suitable for a short-term counseling approach. Common presenting
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problems include, but not limited to stress, family problems, marital problems, sadness/grief,
worrying, parent/child problems,work-related difficulties, interpersonal problems with co-workers
and supervisors, anger management problems, drug or alcohol use, workplace violence, single
parenting problems, legal and financial difficulties, coping with medical problems, and crisis
counseling.
f. Case Management & Follow-Up: Company shall attempt to follow-up with all participants
accessing services to ensure their satisfaction. Additionally, Company shall conduct
comprehensive case management and follow-up for any participants referred to the EAP on a
mandatory basis due to a job performance concern, work-place violence, sexual harassment, or
suspicion of substance abuse or other employer group policy violation or concern.
g. Referrals: For cases requiring medical or longer term/more intensive behavioral health
intervention, referrals will be made by the Company to the Employer's Medical Plan(s) when
indicated, or to another qualified professional that is within the financial means of the participant
if the participant is not covered by the major medical plan. Low cost and free community referrals
are also available to EAP participants.
h. Referrals for Psychological TestinglFitness-For-Duty Evaluations (FFDs) and DOTISAP
Evaluations: Deer Oaks provides expert telephonic consultation dealing with decisions
regarding the need for a Fitness-for-Duty (FFD) Evaluation and can assist in recommending a
FFD facilitator and coordinating a referral to the provider. However, the Employer is solely
responsible to decide whether to refer an employee for a Fitness-for-Duty Evaluation. The
employer is responsible for working directly with the FFD provider, as well as paying for the
Fitness-for-Duty Evaluation directly. With regard to DOT and NON/SAP evaluations, the
Company will coordinate, and case manage DOT and NONISAP Evaluations at a fee for
service.
i. First Responders Program: The Company will offer services dedicated specifically to First
Responders and others considered in a First Responders role. Services such as a dedicated toll
free number (1-833-253-1129), a network of providers that have extensive experience working
with those employees in a First Responders role, dedicated website that will have content for
First Responders, specialized trainings with content that is specific to a First Responder as well
as promotional material to assist with promoting the First Responder Program. In addition, any
onsite support that is requested for the First Responders group/department will fall under Critical
Incident Stress Debriefing (CISD) services (further detailed in Section l.)
j. Education & Prevention: The Company offers Supervisor and Employee Wellness Training via
webinars and in person. An extensive array of education and prevention seminars are available
to employees and supervisors dealing with a wide variety of topics including wellness, stress
management, coping with change, motivating employees, recognizing substance abuse, other
personal or work-related concerns. Electronic Newsletters for employees and supervisors are
designed by the Company for distribution by the employer to provide additional educational and
preventative tips and activities. Additionally, many training seminars are available to download
via the Company's website. PEPM includes an annual bank of four(4)hours of onsite Seminars
from our Seminar catalog, and twenty-four (24) hours of Webinars from our Webinar Catalog.
Any additional onsite requests for train inglorientation, employee orientations, wellness /brown
bag seminars, and health fairiopen enrollment meetings beyond the annual allowance will be
available at a fee for service rate.
Please note that due to the ongoing C,'OVJD-19 pandemic, Deer Oaks reserves the right to offer virtual
only orientations, Training Catalog seminars, and critical incident support sessions when necessary; in
order to maintain the safety of our presenters and your employees.
k. WorklLife Services: Company will assist participants with balancing personal and work life
concerns, coping with maternity/paternity and return to work, time management,
childcare/eldercare services, and other work/life issues such as assistance with referrals for
adoptions, relocations, college planning, and adjusting to retirement. Company will provide
participants with LD Recovery which offers a thirty (34) minute consultation with an Identity
Recover Professional that will aid in the recovery process by assessing the situation, creating
and implementing an action plan. Company will provide participants credit score monitoring
through Credit Karma which will provide secure credit scores, reports and monitoring and
financial tools. Company will provide Telephonic Life Coaching to assist participant with obtaining
personal goals.
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I. Employer Group Services: Company will provide additional group assistance to the Employer
as needed. These group services include immediate Critical Incident Stress Debriefing
(CISD) response to any employees coping with a trauma or critical incident in the workplace
within 24 hours of the request of the Employer or at a time and place of Employer's choosing.
Unlimited 2-Hour CISD Events are included for on-site debriefing sessions. Contract also
includes unlimited Account Management services and telephonic management consultations by
assigned Company Account Manager.
m. Online Services: Company will maintain comprehensive online services at
www.deeroakseap.com, available 2417 to employees, retirees, and their family members seeking
tools, tips, articles, videos, and resources to help cope with improving overall wellbeing,
balancing personal and work-related issues. Health and Wellness topics, on-line Library and over
one hundred (100) legal forms are available through the website.Trainings regarding Orientation
to the EAP benefit as well as access to the work-life services and legal/financial services are
available online as well.
n. Legal and Financial Services: Company shall offer legal and financial counseling and
resources to employees, retirees, and their family members, a free (up to 30 minute) initial
assessment and a 25% reduction on legal counseling rates with an in person attorney following
any retainer. Free unlimited telephonic financial counseling and education. Online legal and
financial resources will also be available. In addition, Company shall offer a legally-binding simple
state-specific will at no cost through a step by step online "interview process." This service
(NOLO) may be accessed through www.doeroakseap.com.
o. Confidentiality: Issues of confidentiality will be handled with the utmost sensitivity and protection
for the employee's rights to privacy. The Company is fully HIPAA compliant. Where appropriate,
consent forms will be obtained to provide written authorization to exchange information with any
Employer benefits director or supervisor.
p. Utilization Reports: The Company will provide confidential Utilization Review Reports to the
Employer on a quarterly basis. The reports may include:the number of EAP participants seeking
assistance,the reasons for accessing the EAP, basic demographics for the EAP participants, in-
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services, participant survey results and community referrals. These reports will be provided
quarterly to the Employer.
q. Implementation and Program Promotion: The Company will provide Initial Promotional
Materials including an electronic introductory letter to the employees on the new EAP provider.
The City of Round Rock may request promotional information to hand out to employees during
implementation. The Employer will be responsible for reproduction and distribution of direct
mailing and other promotional materials requested beyond the Initial Promotional Materials.
Company will provide ongoing electronic promotional materials (e.g. flyers, e-mail articles,
newsletters) as needed throughout the duration of the contract term as well as a thumb drive
containing additional flyers and posters that may be used as needed by the Employer Group.
The Employer will assume responsibility for the reproduction and distribution of these
promotional articles/notices to participants (with the exception of the initial promotional materials
listed above, which shall be reproduced by the Company, at the Company's expense and
distributed by the Employer). Company will complete a Comprehensive Needs Assessment to
ensure Program is customized and tailored to meet Employer's expectations.
2. Fees. In consideration of all of the services provided hereunder by the Company to the Employer,
the Employer (City of Round Rock) shall pay to Company (Deer Oaks EAP Services) an amount per
month equal to the Per Employee Per Month (PEPM) rate of reimbursement multiplied by the number
of Employer's eligible Employees and retirees for such month. For the term of this Agreement, that is,
from January 1, 2024 through December 31, 2028. The monthly rate of reimbursement shall be
$1.85 per employee per month throughout the term of this agreement. Payment of such fees shall be
due monthly in advance on or before the first day of the first month in which services are rendered,
commencing.Any fees for other optional add-on services will be applied per the terms of Company's
proposal to Employer, if and when Employer elects to add these services to the contract. An interest
charge of 1.5% per month will be assessed on past due balances.
Please note: This pricing was established based on providing coverage for a total of 1100 employees from the
City of Round Rock. If the employee count drops by more than 10%during any contract year, the pricing will
be renegotiated.for the,following contract year.
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Employee Assistance Program, Work/Life,& Health &Wellness Preventions Services
Full Service up to six(6) visits per incident:
Contract Term: $1.85 PE PM for January 1, 2024 through Decernber 31, 2028
Services included in the contract(rate are as follows:
Standard Clinical Services......................................................................Included
-24-hour live answer of the helpline by master's level clinicians
-All calls answered live-no voice messaging system, phone tree, or general customer service
-Program access via Helpline or iConnectYou Mobile App-engage with a counselor via phone, video,
or instant messaging
-RMS Instant Messaging with a Work-life Consultant
-Telephonic translation service (200 languages)
-Nationwide network of 58,000+affiliate counselors, including multilingual and multicultural clinicians
-Telephonic clinical assessments during the initial call(do not count toward the visit model)
-Referrals to EAP providers and to other resources for in-person services
-Short-term telephonic, in-person, and video counseling available
-Unlimited formal management referral coordination and follow-up
-Unlimited two-party off-site conflict resolution through the management referral process
-Fitness for Duty Referral coordination to third-party vendor
Match to Insurance Service................................................................ ............Included
Coverage Post Employment...............................................................Extended 6 months
AWARE Mindfulness-Based Stress Reduction Program (6 sessions)................. .Included
Telephonic/Video Life Coaching(6 sessions)..................................................Included
In My Hands-Computerized Cognitive Behavioral Therapy(cCBT)......................Included
Compass Asynchronous Texting via the iConnectYou App..........................•• Included
Enhanced Work/Life Program.........................................................................Included
- Legal Assist
- Financial Assist
- Daily Living Assist
- ID Theft Prevention and Recovery Assistance
- Free Online Simple Will Preparation
- Take the High Road Program
- Confirmed Match WorklLife Referral Packets
First Responder/Public Safety Helpline.................................................................................Included
20-hour Annual Training Bank.......................................................................................included
that may be used at the City's discretion in the following increments:
- 4 hours annually that may be used for onsite orientation,Training Catalog seminars, First
Responder Training Series
-12 hours annually that may be used for orientation webinars,fully customizable
Webinar Catalog training, and Virtual Group Coaching Sessions
-4 hours annually for participation in our quarterly 2023 Supervisor Excellence Webinar Series
Critical Incident Support Sessions(2-hour minimum)....................................... Unlimited
Health fair/event attendance..............................................................................Unlimited
Travel Expenses.................. .........---............----..........----..
.........................................Included
Online On-Demand Training.........................................................................Unlimited access
Pandemic Support Webinar Series Recordings.......................................................Included
2023 Supervisor Excellence Webinar Series (quarter! .....................Included
Telephonic Management Consultation................. ...............................................Unlimited
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Program Promotion hard copy and electronic ........................................Unlimited
Employee& Supervisor E-Newsletters..............................................................................Monthly
Branded Engagement Engine Work-life Website................................................Unlimited Access
AccountManagement........................................................................................................Included
- Designated Program Manager
- Hands-on implementation
- Quarterly utilization reports
- Quarterly utilization review meetings
- Program evaluation
- Performance tracking
Optional Add-On Services.
Onsite Orientation* $300.00 per hour
Training Catalog Seminars* $300.00 per hour
Additional Authorized CISD hours (beyond the initial 2-hour event)** $300.00 per additional hour
Health Fair/Event Attendance* $150.00 per hour
Webinar Catalog Seminars*** $150.00 per hour
DOT/SAP Evaluation $600.00 per case
Full-Service Mediation $300.00 per hour
LiveWelt Telephonic Wellness Coaching + Online Portal $0.46 PFPM
One-on-One Telephonic Executive Coaching $500.00 per hour
* Beyond the designated 4-hour annual bank
*Beyond the initial 2-hour event
***Beyond the twelve (12) hours annually
Program Exclusions&Limitations
Counseling services beyond the allotted sessions covered in the plan
Counseling for long-term issues that fall outside of the EAP's short-term intervention model
Counseling for minors aged four and younger. Because of the complexity of the needs of children 4
and younger, a short-term counseling model is not appropriate, although we support the family in
finding appropriate resources
Court ordered treatment or therapy, or any treatment or therapy ordered as a condition of parole,
probation, custody, or visitation evaluations, or paid for by Workers' Compensation
Fitness for duty evaluations/determinations which are used to evaluate whether an employee is
safely able to perform his or her duties, such as psychological testing and a written report, although
a referral may be provided
Formal psychological evaluations which normally involve psychological testing and result in a written
report, although a referral may be provided
Inpatient treatment of any kind, or outpatient treatment for any medically treated illness
Investment advice (nor sloes plan loan money or pay bills)
Legal representation in court, preparation of legal documents, or advice in the areas of taxes,
patents, or immigration
Prescription drugs and psychiatrist services, although a referral may be provided
Services by counselors who are not participating providers
Authorization for leaves of absence or time off
3. Definitions.
a. The term "participant'for purposes of this Agreement shall mean (i)the spouse or any child (natural or
adopted) of an Employee or retiree, regardless of where such spouse or child resides; and (ii) any child for
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whom an Employee (or his or her spouse) is a court-appointed guardian; and (iii) any person residing in the
household of an Employee.
b. The term "counselor" shall mean a Company employee or contractor with a master's or doctoral degree
in an appropriate mental health care related field.
c. The number of sessions shall include appointments made and kept as well as appointments made and
late cancelled (less than 24 hours' notice by participant) or no shows.
4. Term. The term of this Agreement shall be for a five (5) year period beginning .January 1, 2024
through December 31,2028, This Agreement may be terminated earlier(i)by Company, if Employer fails to
pay the monthly fee owing hereunderto Company and such failure shall continue for thirty days after Employer
receives written notice to cure for such failure from Company; (ii)by Company, if Employer shall have received
three delinquency notices under Section 4 (i),immediately above, in any year; (iii) by Employer, if Company
fails to perform any of its obligations hereunder or if Company is in breach of any of its covenants hereunder,
and such failure or breach continues for thirty days after Company receives written notice to cure for such
failure or breach from Employer; and (iv) by Employer, with or without cause, by providing Company with
ninety days written notice of termination. This Agreement shall also be cancelable by Employer(i) at the end
of any fiscal year of Employer in the event that sufficient funds have not been budgeted for the following fiscal
year for the purposes of this Agreement; and (ii) in the event that Employer is required by law to competitively
bid or submit requests for proposals in connection with the subject matter of this Agreement during its term.
5. Access. Employees and participants may contact the EAP via the toll-free access number (1-888-
993-7650) to Employer's employees, retirees, and their dependents 24 hours a day, seven days a week,
throughout the term of this Agreement. Routine appointments are offered generally within three (3) business
days, urgent appointments within 48 hours, and emergency appointments are arranged for the same day.
Company offers a nationwide network of affiliate providers in multiple locations shall make every effort to
participant's specific request for an appointment time or location. Bilingual counseling services are also
available.
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6. Service Locations. Company shall provide counseling services at the Affiliates' office locations. On-
site consultations at the workplace will also be provided at the request of the Employer according to the terms
contained herein.
7. Eligibility Determination. Company will provide services to all participants without requiring a
specific verification process of each employee's current employment status. COBRA participants as well as
employees whom need support during their transition following their termination of employment with
Employer will also be eligible for short-term EAP counseling services. Employer will verify the numbers of
employees eligible for the EAP benefit by the 10th day of each month, and adjust the reimbursement to
Company accordingly. Company will contact Employer if there appears to be significant access of the EAP
benefit by anyone who is not eligible.
8. Company Representative. The Company will assign a primary representative at the discretion of
Company. Alicia Barrera, the Company's Executive Director of Deer Oaks EAP Services, LLC., shall be the
primary representative of Company for the purposes of this Agreement(the"Company Representative"), Mrs.
Barrera's address,telephone number and email are as follows: 126 East Main Plaza Suite 8 San Antonio, TX
78205, telephone number (214) 788-2449, abarrera@deeroaks.com. The Company may also assign
additional Account Management Specialists to the team handling the account at the Company's discretion or
as needed. Employer may contact the Company Representative(or designated assistant) directly regarding
any questions, problems, or concerns Employer may have which are related to this Agreement. Company may
change the person designated as the Company Representative by prior notice to the Employer; provided,
however, that Company shall appoint a replacement Company Representative at any time within thirty days
after the receipt of a request from the Employer. The Employer shall assign an Employer Representative to
include the Director of Human Resources and designated authorized points of contact for the City. In the event
the Company needs to contact the Employer Representative, the general number to use is (512) 218-5490.
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9. Relationship of Parties. It is understood by the parties that the Company is an independent
Contractor, and not an employee of the Employer. Employer will not provide fringe benefits, including health
insurance benefits, paid vacation, or any other employee benefit, for the benefit of the Company.
10. Entire Agreement:This agreement supersedes any and all other agreements,either oral or in writing,
between the parties hereto with respect to the subject matter hereof, and no other agreement, statement, or
promise relating to the subject matter of this Agreement is binding unless in writing signed and duly executed
by both parties. This agreement will include all requirements as specified in the City of Round Rock RFP No.
23-013.
11. Communications with Employees. No promotional or informational materials shall be disseminated
to Employer's employees without the prior written approval of Employer's Representative. The Company
Representative in connection with Employer's Representative shall prepare an initial, explanatory packet for
distribution by Employer to all Employees no later than two weeks prior to the commencement date of this
contract.
12. Extended Services. Referrals to the health plan for extended service will be made based on symptom
severity and the City of Round Rock's best interests. Company will be able to continue counseling services
under Employer's current health plans if Company is a participating provider and if such services are covered
under such plans. If the participant requires additional counseling, but such counseling is not covered under
an applicable health plan,then Company shall refer such participant to appropriate community health services,
or if the participant prefers, the participant may continue to use the services of the Company on a private pay
basis.
13. Standard of Care. Company shall perform its duties and obligations under this Agreement as a
fiduciary of Employer's Employees and their respective dependents; and Company shall use the care, skill,
prudence, and diligence in the performance of its duties and obligations under this Agreement as required by
all applicable professional standards and laws.
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14. Equal Employment OpportunitV. Company shall not discriminate against any employee or applicant
for employment because of race, color, religion, sex, national origin or handicap and shall otherwise comply
with all applicable requirements set out in Executive Order 11246, entitled "Equal Employment Opportunity",
as amended by Executive Order 11375, and as supplemented in Department of Labor Regulations 41 CFR
Part 60.
15. Notices. Notices provided hereunder must be in writing to be effective, and shall be deemed received
upon the earlier to occur of (i) actual receipt; or (ii) three days after the same are mailed by U.S. certified or
registered mail, postage prepaid and return receipt requested, to the following address, or to such other
address as shall have been provided by notice:
If to Employer Group: Human Resources Department
Attn: Benefits Manager
City of Round Rock
231 E. Main St., Suite 100
Round Rock, TX 78664
If to Company: Alicia Barrera
Executive Director
Deer Oaks EAP Services, LLC
126 E. Main Plaza, Suite 8
San Antonio, Texas 78205
((210) 788-2449 (work cell)
abarrera(@deeroaks.com
16. Assignment. This Agreement may not be assigned by either party without the prior written consent
of the other party.
17. Indemnification. To the extent permitted by Texas law and in the compliance with the Constitution
of the State of Texas, Company hereby assumes all risk of loss and responsibility for and hereby agrees to
indemnify and hold Employer, its trustees and Employees (collectively, the "Indemnities") harmless from and
against any and all claims, causes of actions, demands, suits, liabilities, recoveries, judgments, costs and
expenses (including reasonable attorneys'fees) which are asserted by a party other than Company against
or incurred by any of the Indemnities, to the extent caused or related to the performance or failure to perform
of Company under this Agreement, except to the extent caused by the negligence of any of the Indemnities.
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18. Compliance with All Laws. In the performance of its duties and obligations hereunder, Company
shall ensure that it is in compliance with all applicable federal, state, and local laws, rules, and regulations,
including, but not limited to, all applicable rights and regulations of the appropriate licensure board(s), and all
laws, rights, and regulations applicable to patient confidentiality. It shall be the duty of Company, and not
Employer, to ensure that no information shall be provided by Company to Employer that would constitute a
violation of the privacy rights of a participant, even if such information is requested by Employer, both parties
acknowledging that Company, and not Employer shall have the obligation under this Agreement to be aware
of the most current version of such confidentiality laws, rules, and regulations. Affiliate providers nationwide
will uphold their professional and ethical responsibilities according to their particular state rules and
regulations.
19. Governing Law. This Agreement shall be governed by, construed and interpreted in accordance
with the laws of the State of Texas. The Venue and Jurisdiction shall be exclusively in the State of Texas.
20. Mediation. The parties can always agree to resolve disputes via mediation but should not be forced
to do so.
IN WITNESS WHERE OF, the undersigned have executed this Agreement as of the day and year
first above written.
City of Round Rock Deer Oaks EAP Services, LLC
By: By { `r
Signature
Alicia Barrera
Type Name
Executive Director of EAP Services
Title
Date Date
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ROUND ROCK T,
PURCKA51NG DIVISION
Award Recommendation
To: Marilyn Jackson
Contract Management
From: Valerie Francois
Director, Human Resources
Date: August 17, 2023
Re: Employee Assistance Program provided by Deer Oaks EAP Services, LLC
This award recommendation is for the City of Round Rock– Human Resources Department to establish a
contract with Deer Oaks EAP Services, LLC, for an employee assistance program needed to support City
operations.
The RFP solicitation was advertised in the Round Rock Leader newspaper and posted to the City of
Round Rock solicitation website. It has been determined that Deer Oaks EAP Services, LLC offers the
best value to the City. Therefore,the Human Resources Department recommends that the contract be
awarded to Deer Oaks EAP Services, LLC, for an employee assistance program required to support City
operations.
An evaluation team with expertise in this area evaluated the offers and score Deer Oaks EAP Services,
LLC as the best to provide these services based on the respondent's proposed approach plan
comprehensiveness of services, company work experience, and personnel and cost.
Respondents and point distribution are listed below based on a 100-point scale:
Awarded Vendor: Total Points
Deer Oaks EAP Services, LLC: 91 points
Awarded Vendor:
Deer Oaks EAP Services, LLC
126 E. Main Plaza Ste. 1
San Antonio Texas 78205
Contract Term: 5 Years
Contract Amount: $25,420 per year for a total not to exceed amount of$127,100
Approvals:
4^9*4 08/17/2023
Valerie F anwm s(AuP 17.202311:18 CDT)
Signed Name Date:
Printed Name: Valerie Francois
Director, Human Resources
Purchasing Review
08/17/2023
David Carter(Au 17—,2023 11:29 CDT)
Signed Name Date:
Printed Name: David Carter
Purchasing Manager, Finance
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