REPORT TO THE CITY COUNCIL
FROM: TJ MILLER, Interim Director
Personnel Services Department
BY: PHILLIP CARBAJAL, Benefits Manager
Personnel Services Department
SUBJECT
Title
Approve a Second Amendment Agreement to extend from September 1, 2023 through August 31, 2026, for Employee Assistance Program Services between the City of Fresno and Halcyon Behavioral Employee Assistance with an expected 2024 Fiscal Year expense of $77,836, an expected 2025 Fiscal Year expense of $82,215, and an expected 2026 Fiscal Year expense of $86,593, for a total contract amount of $246,644 and authorized by the Personnel Services Director
Body
RECOMMENDATION
It is recommended the City Council approve the Second Amendment Agreement between the City of Fresno and Halcyon Behavioral Employee Assistance from September 1, 2023, through August 31, 2026, and authorize the Personnel Services Director to execute the Amended Agreement on behalf of the City.
EXECUTIVE SUMMARY
In the Spring of 2020, Personnel Services staff distributed a Request for Proposal (RFP) to multiple Employee Assistance Program (EAP) firms. In response to the RFP, four vendors submitted proposals. Halcyon was selected as the firm that provided the best value to the City of Fresno and is a locally owned business.
In August of 2020, the City Council approved the Agreement between the City of Fresno and Halcyon Behavioral Employee Assistance from September 1, 2020, through August 31, 2021 . In August of 2021, the City Council approved an extension of the agreement from September 1, 2021 through August 31, 2023. The City Council stated the need to assess the City’s financial standing after the first extension and revisit the possible additional extension of Halcyon’s services.
BACKGROUND
Halcyon provides three counseling sessions, per issue, every six months for each member of the household. The model of service delivery includes a thorough assessment conducted by a licensed behavioral health clinician with every call to implement the appropriate intervention on a 24/7 basis. The Halcyon network is multilingual and provides clinical follow up to gauge satisfaction and to assist, as needed, if referral to the medical plan is necessary. In addition to the usual employee assistance services, Halcyon provides unlimited access to web-based modules and wellness coaching. Finally, Halcyon is a locally owned business with excellent references.
Halcyon’s contract was extended in August 2021 and as of March 2023, a total of 1,437 employees/family members have accessed EAP services. In addition to the individual services that Halcyon provides, they have responded to several emergent needs due to crises. During COVID Halcyon provided our employee population with resources to cope with COVID related issues. Halcyon provides a variety of methods to reach our employee population in a broad manner, including text, virtual appointments, and email. Their rich interactive website with videos, webinars, self-help tips, and monthly topics has kept our employees engaged and informed. Halcyon was also awarded the contract for our Mental Health Services provider in January of 2021 which is important for continuity of care
ENVIRONMENTAL FINDINGS
This authorization to approve a contract execution is not a “project” as defined by the California Environmental Quality Act, pursuant to CEQA Guidelines section 15378.
LOCAL PREFERENCE
Local preference was not implemented because this action is an amendment of an existing agreement.
FISCAL IMPACT
The Second Amendment Agreement with Halcyon will result in increased expenses of $12,155 in FY24 and $16,533 in FY 25, and $25,290 in FY 26. Estimated three-year cost is $246,644.
Attachments:
Halcyon Behavioral Agreement
First Amendment to Halcyon Behavioral Agreement
Halcyon EAP Renewal Letter
Second Amendment to Halcyon Behavioral Agreement