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HomeMy WebLinkAboutFD First Responder Counseling Services; First Amendment0 0 FIRST AMENDMENT TO THE PROFESSIONAL SERVICES AGREEMENT WITH PUBLIC SAFETY FAMILY COUNSELING GROUP, INC. FOR FIRST RESPONDER COUNSELING SERVICES THIS FIRST AMENDMENT to the Professional Services Agreement by and between the CITY OF SAN RAFAEL (hereinafter "CITY"), and PUBLIC SAFETY FAMILY COUNSELING GROUP, INC. (hereinafter "CONSULTANT"), is made and entered into as of the day of , 202'? RECITALS WHEREAS, the CITY and CONSULTANT entered into a Professional Services Agreement dated January 20, 2022 to perform professional services in connection with CITY'S First Responder Counseling Services, for an amount not to exceed $60,000 (the "Agreement"); and WHEREAS, under the terms of the Agreement, the Term of the Agreement was to expire on December 31, 2022; and WHEREAS, CITY requires additional professional services from the CONSULTANT, and the CONSULTANT is willing to provide such services. AMENDMENT TO AGREEMENT NOW, THEREFORE, the parties hereby agree to amend the Agreement as follows: 1. Article V of the Agreement, entitled "TERM OF AGREEMENT" is hereby amended, effective as of December 31, 2022, to extend the Agreement term by one year, through December 31, 2023, 2. Article II of the Agreement, entitled "DUTIES OF CONSULTANT" is hereby amended to include the additional services set forth in CONSULTANT's proposal dated January 1, 2023, attached to this First Amendment as Exhibit A and incorporated herein by reference. 3. Article IV of the Agreement, entitled "COMPENSATION" is hereby amended to include additional compensation payable to CONSULTANT for the full performance of the BASE SERVICES described in Exhibit A to this First Amendment, on a flat fee basis in accordance with the Exhibit A, in an amount of $50,000. Should the CITY authorize any services described as ADDITIONAL SERVICES in Exhibit A, CITY shall compensate CONSULTANT as described 1 in Sections 2 and/or 3 of the "Compensation" section of Exhibit A, provided that in no event shall the total additional compensation under this Amendment exceed $60,000, changing the total not -to -exceed amount under the Agreement to $120,000. 3. Except as specifically amended herein, all of the other provisions, terms and obligations of the Agreement between the parties shall remain valid and shall be in full force. IN WITNESS WHEREOF, the parties have executed this First Amendment on the day, month, and year first above written. CITY OF SAN RAFAEL Cristine Alilovich Cristine Alilovich (Jul 14, 2023 16:58 PDT) CRISTINE ALILOVICH, City Manager ATTEST: 8441-01%� x�elz�, Brenna Nurmi (for) (Jul 14, 20 17:00 PDT) LINDSAY LARA, City Clerk APPROVED AS TO FORM: ROBERT F. EPSTEIN, City Attorney 2 CONSULTANT By: �. Name:4"Zo4e-7-4 rPPxur,;C-- Title: [If Contractor is a corporation, add signature of second c rporate officer] By: Name:�%•� vEa Title: SA'-TA'-Twc—g Public Safety Family Counseling Group, INC. Exhibit A — Scope of Services and Compensation January 1, 2023 SCOPE OF SERVICES The primary purpose of this service contract is the creation and implementation of a first -year peer support ream and Critical Incident Stress Management (CISM) program while providing 24/7/365 program response and support services to the City of San Rafael Police and Fire Departments (City) and their employees. BASE SERVICES 1. 24/7 On-Call/Standby Availability 1.1. Consultant will be available 24 hours a day, 7 days a week for Crisis Response and Stabilization Services for City and City's personnel. 2. Crisis Response and Stabilization services. Such services may include, but are not limited to critical incident stress debriefings, crisis management briefings, on -site response, crisis intervention, and in person consultation as necessary following extraordinary events encountered by City's personnel or impacting the performance of City personnel's duties. 2.1. Crisis Response and Stabilization Services may be rendered at City's offices, in the field, at Consultant's offices, or virtually as approved by Consultant. 2.2. In the event that Consultant is requested to respond to an active scene or incident, City personnel shall accompany Consultant when requested. 3. Individual Crisis Stabilization and Counseling Services 3.1. Consultant will provide Individual Crisis Stabilization and Counseling Services as requested for City personnel, including 24/7 availability as needed. 3.2. Consultant will provide first responder specialized support and short-term individual crisis intervention and. as necessary, appropriate professional referrals to City's employee assistance program or other suitable venue when indicated. 3.2.1. Short-term individual crisis intervention is defined as up to five (5) one-on-one crisis intervention sessions per quarter without the need for referral or authorization from City. Such sessions may be provided either in -person at Consultant's offices or virtually. 3.2.2. In the event that an employee requires more than five (5) hours of service per quarter, the City employee seeking service shall obtain written authorization in advance from City or authorize Consultant to contact City on behalf of the affected employee. The authorization process shall not require Consultant to disclose of the affected employee's crisis or other HIPAA information without the employee's consent. 3.2.3. Referrals to third party services such as employee assistance programs, outside wellness training, or recovery/treatment retreats are not covered under this Agreement and are subject to other agreements between City and the third -party provider. 4. Telephone, email, and virtual Consultations 4.1. Expert collaboration with City Personnel regarding issues related to Critical Incident Stress, crisis intervention, education needs, organizational matters, and other psychological services as requested. 4.2. Provide on -going consultation to the City's Peer Support Team on topics including, but not limited to, program development, team selection, and team operations. 4.3. Consult with City Personnel regarding critical incident stress management support education services for line, supervisory, and management staff as requested. 4.4. Unlimited telephone, email, and virtual consultations are provided as "Base Services" under this agreement. 5. Peer Support Team Member Services 5.1. Consultant will provide two, one-on-one check -in appointments per year for each peer support team member, coordinator, and liaisons for the purpose of fostering professional wellness in their assigned role and to support positive wellness habits. 6. Training Services 6.1. Command Presentation and Training 6.1.1. Upon request, Consultant will conduct one presentation and training for Command Staff in order to familiarize them with CISM and peer support team program goals and operations. 6.2. Supervisory Presentation and Training 6.2.1. Upon request, Consultant will conduct three presentations for supervisory staff in order to familiarize them with CISM and peer support team program goals and operations. These presentations may be up to 2 hours each. 6.3. Line Personnel Training 6.3.1. Upon request, Consultant will provide up to six, four-hour training blocks covering CISM, wellness, and resiliency for line level personnel. 6.3.2. Training will be presented at City facilities and may be open to outside agencies upon City's request with Consultant approval. 6.3.2.1. Outside training under this clause must occur within the one-year contract term and is subject to availability. 6.4. Regional Peer Support Continuing Education Training 6.4.1. Participation in Regional Peer Support Continuing Education Training for all City designated liaisons, coordinators, and peers is included as a Base Service. 6.4.2. Participating agencies share a rotating responsibility for hosting Regional Peer Support and Coordinator Meetings. Responsibility for hosting said trainings and meetings is split among participating agencies on a rotating basis. 6.4.3. Regional training may be offered in person or via a virtual electronic platform. 6.5. Peer Led Briefing Trainings 6.5.1. Consultant shall design and supply one 15-minute training program designed to be presented by peer support team members during briefing or other short format gatherings. These training programs shall be designed to enhance resiliency, increase mental wellness, and/or address specific problems within the agency or industry as a whole (i.e., healthy alcohol consumption, dealing with personal crisis, available CISM resources). 7. Meetings 7.1. Consultant will help facilitate and attend peer support team meetings exclusively for City's peer support team members. Said meetings shall be set up by a Peer Support Team Coordinator or Liaison and should occur once per quarter. These meetings may be held/aftended in -person or virtually. 7.2. Consultant will help facilitate and attend a monthly peer support team coordinator and liaison meeting. Said meetings shall be set up by a peer support team coordinator or liaison. These meetings may be held/attended in -person or virtually. 7.3. Consultant shall attend Command Staff meetings as requested for the purpose of discussing and making recommendations as to CISM and peer support program needs and goals. 8. Policy Development and Review 8.1. Consultant will supply City with a Sample Peer Support Policy and assist City personnel with review and recommendations for creating a comprehensive Peer Support Team and CISM Policy upon request. 8.2. City shall have their own City Attorney and/or risk manager review any recommended policy prior to implementation. City is responsible for ensuring that any proposed policy is compliant with city, state, and federal law. 9. When City requests services to be rendered onsite, City shall make suitable space available to Consultant. When suitable space is not available, City shall make other location arrangements appropriate for the services to be rendered. 10. When Consultant is unavailable or unable to render services as indicated above. Consultant shall make necessary arrangements for referral to appropriate mental health professionals for coverage and make contact information available to City personnel. 11. Consultant shall not be responsible for computer, video, audio, or other technological needs for City or City's personnel to attend training or access services. ADDITIONAL SERVICES 1. Additional Individual Crisis Stabilization and Counselling Services 1.1. The City may elect to authorize additional Individual Crisis Stabilization and Counselling Services for impacted employees (beyond the 5 session per quarter afforded under section 2) on a case -by -case basis. 2. Additional Training and Meeting Services 2.1. Consultant may provide Critical Incident Stress Management or other training services within Consultant's scope of practice for line, supervisory, and management staff as requested by City. 2.1.1. Training requests must be submitted at least 90 days in advance. 2.2. Consultant may provide or attend additional meetings or other gatherings beyond those outlined above as requested by City. COMPENSATION 1. City shall compensate Consultant a flat base fee of $50,000.00 for one year for all "Base Services" outlined under Scope of Services Sections 1 through 8, subject to the following provisions. 1.1. Services may be rendered in -person, via telephone, email. or virtual platform based on the specific circumstances. nature, and needs of the service, City, and Consultant. Response services shall be provided in -person except under extraordinary circumstances. 1.2. Regional Peer Support Continuing Education Training may be provided in person or virtually and may be rescheduled, postponed, or cancelled for extraordinary events. 3. When Consultant is unavailable or unable to 24/7 standby/on-call availability, Consultant shall make necessary arrangements for referral to appropriate mental health professionals for coverage and any expense incurred by Consultant in doing so shall be the sole responsibility of Consultant. 2. Individual Crisis Stabilization and Counseling Services authorized beyond the 5 sessions per quarter outlined under "Base Services' section 2 and provided in Consultant's offices shall be compensated at a rate of $200.00 per hour on an "as -utilized" basis. CONTRACT ROUTING FORM INSTRUCTIONS: Use this cover sheet to circulate all contracts for review and approval in the order shown below. TO BE COMPLETED BY INITIATING DEPARTMENT PROJECT MANAGER: Contracting Department: Fire Project Manager: Thomas Wong Extension: x5360 Contractor Name: Public Safety Family Counseling Group Contractor's Contact: Scott Dansie Contact's Email: scottdansie@psychservicesgroup.com ❑ FPPC: Check if Contractor/Consultant must file Form 700 Step RESPONSIBLE DESCRIPTION COMPLETED REVIEWER DEPARTMENT DATE Check/Initial 1 Project Manager a. Email PINS Introductory Notice to Contractor Click here to ❑ en[er a date b. Email contract (in Word) and attachments to City 4/20/2023 Attorney c/o Laraine.Gittens@cityofsanrafael.org ❑x 2 City Attorney a. Review, revise, and comment on draft agreement 6/22/2023 and return to Project Manager 6/22/2023 © NT b. Confirm insurance requirements, create Job on PINS, send PINS insurance notice to contractor ® NT 3 Department Director Approval of final agreement form to send to 6/22/2023 contractor Forward three (3) originals of final agreement to 6/23/2022 4 Project Manager contractor for their signature 5 Project Manager When necessary, contractor -signed agreement ❑ N/A agendized for City Council approval * *City Council approval required for Professional Services 5]C Agreements and purchases of goods and services that exceed Or $75,000; and for Public Works Contracts that exceed $17S,000 7/5/2023 Date of City Council approval PRINT CONTINUE ROUTING PROCESS WITH HARD COPY 6 Project Manager Forward signed original agreements to City Attorney with printed copy of this routing form 7 City Attorney Review and approve hard copy of signed agreement 8 City Attorney Review and approve insurance in PINS , and bonds (for Public Works Contracts) Agreement executed by City Council authorized 9 City Manager / Mayor official Attest signatures, retains original agreement and 10 City Clerk forwards copies to Project Manager 1st Amendment - Public Safety Family Counseling Group (signed) Final Audit Report 2023-07-15 Created: 2023-07-06 By: Thomas Wong (Thomas.Wong@cityofsanrafael.org) Status: Signed Transaction ID: CBJCHBCAABAA8Ye202Lgj-sMwjlLSeRbOMxXCWkUFJ5Q "1st Amendment - Public Safety Family Counseling Group (signe d)" History Document created by Thomas Wong (Thomas.Wong@cityofsanrafael.org) 2023-07-06 - 6:42:55 PM GMT- IP address: 199.88.89.34 C'. Document emailed to Laraine Gittens (laraine.gittens@cityofsanrafael.org) for approval 2023-07-06 - 6:44:15 PM GMT Email viewed by Laraine Gittens (laraine.gittens@cityofsanrafael.org) 2023-07-11 - 11:14:16 PM GMT- IP address: 104.47.65.254 6� Document approved by Laraine Gittens (laraine.gittens@cityofsanrafael.org) Approval Date: 2023-07-11-11:19:48 PM GMT - Time Source: server- IP address: 199.88.113.8 E`'-. Document emailed to Genevieve Coyle (genevieve.coyle@cityofsanrafael.org) for signature 2023-07-11 - 11:19:51 PM GMT Email viewed by Genevieve Coyle (genevieve.coyle@cityofsanrafael.org) 2023-07-12 - 11:36:05 PM GMT- IP address: 104.47.65.254 b© Document e-signed by Genevieve Coyle (genevieve.coyle@cityofsanrafael.org) Signature Date: 2023-07-12 - 11:36:44 PM GMT - Time Source: server- IP address: 199.88.113.8 E'4' Document emailed to city.clerk@cityofsanrafael.org for approval 2023-07-12 - 11:36:46 PM GMT Email viewed by city.clerk@cityofsanrafael.org 2023-07-12 - 11:42:02 PM GMT- IP address: 104.47.65.254 6© Signer city.clerk@cityofsanrafael.org entered name at signing as Brenna Nurmi 2023-07-12 - 11:42:11 PM GMT- IP address: 199.88.113.8 Adobe Acrobat Sign 60 Document approved by Brenna Nurmi(city.clerk@cityofsanrafael.org) Approval Date: 2023-07-12 - 11:42:13 PM GMT - Time Source: server- IP address: 199.88.113.8 fly Document emailed to cristine.alilovich@cityofsanrafael.org for signature 2023-07-12 - 11:42:16 PM GMT �i Email viewed by cristine.alilovich@cityofsanrafael.org 2023-07-14-11:57:54 PM GMT- IP address: 104.47.65.254 6© Signer cristine.alilovich@cityofsanrafael.org entered name at signing as Cristine Alilovich 2023-07-14 - 11:58:16 PM GMT- IP address: 73.170.251.162 &G Document e-signed by Cristine Alilovich (cristine.alilovich@cityofsanrafael.org) Signature Date: 2023-07-14 - 11:58:18 PM GMT - Time Source: server- IP address: 73.170.251.162 Ely Document emailed to city.clerk@cityofsanrafael.org for signature 2023-07-14 - 11:58:21 PM GMT Email viewed by city.clerk@cityofsanrafael.org 2023-07-14 - 11:59:37 PM GMT- IP address: 104.47.64.254 &e Signer city.clerk@cityofsanrafael.org entered name at signing as Brenna Nurmi (for) 2023-07-15 - 0:00:21 AM GMT- IP address: 199.88.113.8 b© Document e-signed by Brenna Nurmi (for)(city.clerk@cityofsanrafael.org) Signature Date: 2023-07-15 - 0:00:23 AM GMT -Time Source: server- IP address: 199.88.113.8 Agreement completed. 2023-07-15 - 0:00:23 AM GMT Q Adobe Acrobat Sign