HomeMy WebLinkAboutCoherence Associates Inc dba Premier First Responder Psychological Services; 2025-10-17; Page 1 City Attorney Approved Version 5/30/2025
AGREEMENT FOR MENTAL HEALTH COUNSELING SERVICES
COHERENCE ASSOCIATES, INC.
DBA PREMIER FIRST RESPONDER PSYCHOLOGICAL SERVICES
THIS AGREEMENT (“Agreement”) is made and entered into as of the ______________ day of
_________________________, 20___, by and between the City of Carlsbad, California, a municipal
corporation ("City") and Coherence Associates, Inc., a California Professional Individual & Family
Counseling Corporation, a California Corporation, DBA Premier First Responder Psychological Services
("Contractor").
RECITALS
A. City requires the professional services of a consultant that is experienced in Critical
Incident Stress Management, mental health counseling, and training services.
B. Contractor has the necessary experience in providing professional services and advice
related to Critical Incident Stress Management, mental health counseling, and training services.
C. Contractor has submitted a proposal to City and has affirmed its willingness and ability to
perform such work.
NOW, THEREFORE, in consideration of these recitals and the mutual covenants contained in this
Agreement, City and Contractor agree as follows:
1. SCOPE OF WORK
City retains Contractor to perform, and Contractor agrees to render, those services ("Services") that are
defined in attached Exhibit "A," which is incorporated by this reference in accordance with this
Agreement’s terms and conditions.
2. STANDARD OF PERFORMANCE
While performing the Services, Contractor will exercise the reasonable professional care and skill
customarily exercised by reputable members of Contractor's profession practicing in the Metropolitan
Southern California area, and will use reasonable diligence and best judgment while exercising its
professional skill and expertise.
3. TERM
The term of this Agreement will be effective for a period of two (2) years from the date first above written.
The City Manager may amend the Agreement to extend it for two (2) additional two (2) year(s) or parts
of a year. Extensions will be based upon a satisfactory review of Contractor's performance, City needs,
and appropriation of funds by the City Council. The parties will prepare a written amendment indicating
the effective date and length of the extended Agreement.
4. TIME IS OF THE ESSENCE
Time is of the essence for each and every provision of this Agreement.
5. COMPENSATION
The total fee payable for the Services to be performed during the initial Agreement term shall not exceed
twenty-two thousand and five hundred dollars ($22,500.00). No other compensation for the Services will
be allowed except for items covered by subsequent amendments to this Agreement. If City elects to
extend the Agreement, the amount shall not exceed twenty-two thousand and five hundred dollars
Docusign Envelope ID: 6D6D2B9A-26BB-453C-8B0B-36091D6BFAA8
17th
25October
Page 2 City Attorney Approved Version 5/30/2025
($22,500.00) per Agreement year. Payment terms are Net 30 unless otherwise provided in Exhibit “A” or
agreed to in writing by the parties. City reserves the right to withhold a ten percent (10%) retention until
City has accepted the work and/or Services specified in Exhibit "A."
Incremental payments, if applicable, should be made as outlined in attached Exhibit "A."
6. STATUS OF CONTRACTOR
Contractor will perform the Services in Contractor's own way as an independent contractor and in pursuit
of Contractor's independent calling, and not as an employee of City. Contractor will be under the control
of City only as to the result to be accomplished, but will consult with City as necessary. The persons used
by Contractor to provide services under this Agreement will not be considered employees of City for any
purposes.
The payment made to Contractor pursuant to this Agreement will be the full and complete compensation
to which Contractor is entitled. City will not make any federal or state tax withholdings on behalf of
Contractor or its agents, employees or subcontractors. City will not be required to pay any workers'
compensation insurance or unemployment contributions on behalf of Contractor or its employees or
subcontractors. Contractor agrees to indemnify City within thirty (30) days for any tax, retirement
contribution, social security, overtime payment, unemployment payment or workers' compensation
payment which City may be required to make on behalf of Contractor or any agent, employee, or
subcontractor of Contractor for work done under this Agreement. At City’s election, City may deduct the
indemnification amount from any balance owing to Contractor.
7. SUBCONTRACTING
Contractor will not subcontract any portion of the Services without prior written approval of City. If
Contractor subcontracts any of the Services, Contractor will be fully responsible to City for the acts and
omissions of Contractor's subcontractor and of the persons either directly or indirectly employed by the
subcontractor, as Contractor is for the acts and omissions of persons directly employed by Contractor.
Nothing contained in this Agreement will create any contractual relationship between any subcontractor
of Contractor and City. Contractor will be responsible for payment of subcontractors. Contractor will bind
every subcontractor and every subcontractor of a subcontractor by the terms of this Agreement
applicable to Contractor's work unless specifically noted to the contrary in the subcontract and approved
in writing by City.
8. OTHER CONTRACTORS
City reserves the right to employ other Contractors in connection with the Services.
9. INDEMNIFICATION
Contractor agrees to defend (with counsel approved by City), indemnify, and hold harmless the City and
its officers, elected and appointed officials, employees and volunteers from and against all claims,
damages, losses and expenses including attorneys fees arising out of the performance of the work
described in this Agreement caused by any negligence, recklessness, or willful misconduct of Contractor,
any subcontractor, anyone directly or indirectly employed by any of them or anyone for whose acts any
of them may be liable.
If Contractor’s obligation to defend, indemnify, and/or hold harmless arises out of Contractor’s
performance as a “design professional” (as that term is defined under California Civil Code Section
2782.8), then, and only to the extent required by California Civil Code Section 2782.8, which is fully
Docusign Envelope ID: 6D6D2B9A-26BB-453C-8B0B-36091D6BFAA8
Page 3 City Attorney Approved Version 5/30/2025
incorporated in this Agreement, Contractor’s indemnification obligation shall be limited to claims that
arise out of, pertain to, or relate to the negligence, recklessness, or willful misconduct of Contractor, and,
upon Contractor obtaining a final adjudication by a court of competent jurisdiction. Contractor’s liability
for such claim, including the cost to defend, shall not exceed Contractor’s proportionate percentage of
fault.
The parties expressly agree that any payment, attorneys fee, costs or expense City incurs or makes to or
on behalf of an injured employee under City’s self-administered workers’ compensation program is
included as a loss, expense or cost for the purposes of this section, and that this section will survive the
expiration or early termination of this Agreement.
10. INSURANCE
Contractor will obtain and maintain for the duration of the Agreement and any and all amendments,
insurance against claims for injuries to persons or damage to property which may arise out of or in
connection with performance of the services by Contractor or Contractor’s agents, representatives,
employees or subcontractors. The insurance will be obtained from an insurance carrier admitted and
authorized to do business in the State of California. The insurance carrier is required to have a current
Best's Key Rating of not less than "A-:VII"; OR with a surplus line insurer on the State of California’s List of
Approved Surplus Line Insurers (LASLI) with a rating in the latest Best’s Key Rating Guide of at least “A:X”;
OR an alien non-admitted insurer listed by the National Association of Insurance Commissioners (NAIC)
latest quarterly listings report.
10.1 Coverages and Limits. Contractor will maintain the types of coverages and minimum limits indicated below, unless Risk Manager or City Manager approves a lower amount. These minimum amounts of coverage will not constitute any limitations or cap on Contractor's indemnification obligations
under this Agreement. City, its officers, agents and employees make no representation that the limits of
the insurance specified to be carried by Contractor pursuant to this Agreement are adequate to protect Contractor. If Contractor believes that any required insurance coverage is inadequate, Contractor will obtain such additional insurance coverage, as Contractor deems adequate, at Contractor's sole expense.
The full limits available to the named insured shall also be available and applicable to City as an additional
insured.
10.1.1 Commercial General Liability (CGL) Insurance. Insurance written on an “occurrence” basis,
including personal and advertising injury, with limits no less than $2,000,000 per occurrence. If a general
aggregate limit applies, either the general aggregate limit shall apply separately to this project/location
or the general aggregate limit shall be twice the required occurrence limit.
10.1.2 Automobile Liability. (if the use of an automobile is involved for Contractor's work for
City). $2,000,000 combined single-limit per accident for bodily injury and property damage.
10.1.3 Workers' Compensation and Employer's Liability. Workers' Compensation limits as
required by the California Labor Code. Workers' Compensation will not be required if Contractor has no
employees and provides, to City's satisfaction, a declaration stating this.
10.1.4 Professional Liability. Errors and omissions liability appropriate to Contractor’s profession
with limits of not less than $1,000,000 per claim. Coverage must be maintained for a period of five years
following the date of completion of the work.
Docusign Envelope ID: 6D6D2B9A-26BB-453C-8B0B-36091D6BFAA8
Page 4 City Attorney Approved Version 5/30/2025
10.2 Additional Provisions. Contractor will ensure that the policies of insurance required under this
Agreement contain, or are endorsed to contain, the following provisions:
10.2.1 City will be named as an additional insured on Commercial General Liability which shall
provide primary coverage to City.
10.2.2 Contractor will obtain occurrence coverage, excluding Professional Liability, which will be
written as claims-made coverage.
10.2.3 If Contractor maintains higher limits than the minimums shown above, City requires and
will be entitled to coverage for the higher limits maintained by Contractor. Any available insurance
proceeds in excess of the specified minimum limits of insurance and coverage will be available to City.
10.2.4 This insurance will be in force during the life of the Agreement and any extensions of it
and will not be canceled without thirty (30) days prior written notice to City sent by certified mail pursuant
to the Notice provisions of this Agreement.
10.3 Providing Certificates of Insurance and Endorsements. Prior to City's execution of this Agreement,
Contractor will furnish certificates of insurance and endorsements to City.
10.4 Failure to Maintain Coverage. If Contractor fails to maintain any of these insurance coverages,
then City will have the option to declare Contractor in breach, or may purchase replacement insurance or
pay the premiums that are due on existing policies in order to maintain the required coverages. Contractor
is responsible for any payments made by City to obtain or maintain insurance and City may collect these
payments from Contractor or deduct the amount paid from any sums due Contractor under this
Agreement.
10.5 Submission of Insurance Policies. City reserves the right to require, at any time, complete and
certified copies of any or all required insurance policies and endorsements.
11. BUSINESS LICENSE
Contractor will obtain and maintain a City of Carlsbad Business License for the term of the Agreement, as
may be amended from time-to-time.
12. ACCOUNTING RECORDS
Contractor will maintain complete and accurate records with respect to costs incurred under this
Agreement. All records will be clearly identifiable. Contractor will allow a representative of City during
normal business hours to examine, audit, and make transcripts or copies of records and any other
documents created pursuant to this Agreement. Contractor will allow inspection of all work, data,
documents, proceedings, and activities related to the Agreement for a period of four (4) years from the
date of final payment under this Agreement.
13. OWNERSHIP OF DOCUMENTS
All work product produced by Contractor or its agents, employees, and subcontractors pursuant to this
Agreement is the property of City. In the event this Agreement is terminated, all work product produced
by Contractor or its agents, employees and subcontractors pursuant to this Agreement will be delivered
at once to City. Contractor will have the right to make one (1) copy of the work product for Contractor’s
records.
Docusign Envelope ID: 6D6D2B9A-26BB-453C-8B0B-36091D6BFAA8
Page 5 City Attorney Approved Version 5/30/2025
14. COPYRIGHTS
Contractor agrees that all copyrights that arise from the services will be vested in City and Contractor
relinquishes all claims to the copyrights in favor of City.
15. NOTICES
The name of the persons who are authorized to give written notice or to receive written notice on behalf
of City and on behalf of Contractor under this Agreement are:
For City: For Contractor:
Name Caitlyn Smith Name Heather Williams
Title Communications Manager Title Chief Executive Officer
Dept Police Address 21520 Yorba Linda Blvd. Suite G
CITY OF CARLSBAD #1001
YORBA LINDA, CA 92287
Address 2560 Orion Way Phone 714-485-3236
Carlsbad, CA 92010 Email heather@premier1stresponder.com
Phone 442-339-2139
Each party will notify the other immediately of any changes of address that would require any notice or
delivery to be directed to another address.
16. CONFLICT OF INTEREST
Contractor shall file a Conflict of Interest Statement with the City Clerk in accordance with the
requirements of the City of Carlsbad Conflict of Interest Code. Contractor shall report investments or
interests as required in the City of Carlsbad Conflict of Interest Code.
Yes ☐ No ☒
If yes, list the contact information below for all individuals required to file:
Name Email Phone Number
17. GENERAL COMPLIANCE WITH LAWS
Contractor will keep fully informed of federal, state and local laws and ordinances and regulations which
in any manner affect those employed by Contractor, or in any way affect the performance of the Services
by Contractor. Contractor will at all times observe and comply with these laws, ordinances, and
regulations and will be responsible for the compliance of Contractor's services with all applicable laws,
ordinances and regulations.
Docusign Envelope ID: 6D6D2B9A-26BB-453C-8B0B-36091D6BFAA8
City Attorney Approved Version 5/30/2025
Page 6
Contractor will be aware of the requirements of the Immigration Reform and Control Act of 1986 and will
comply with those requirements, including, but not limited to, verifying the eligibility for employment of
all agents, employees, subcontractors and consultants whose services are required by this Agreement.
18. CALIFORNIA AIR RESOURCES BOARD (CARB) ADVANCED CLEAN FLEETS REGULATIONS
Contractor’s vehicles with a gross vehicle weight rating greater than 8,500 lbs. and light-duty package
delivery vehicles operated in California may be subject to the California Air Resources Board (CARB)
Advanced Clean Fleets regulations. Such vehicles may therefore be subject to requirements to reduce
emissions of air pollutants. For more information, please visit the CARB Advanced Clean Fleets webpage
at https://ww2.arb.ca.gov/our-work/programs/advanced-clean-fleets.
19. DISCRIMINATION, HARASSMENT, AND RETALIATIONPROHIBITED
Contractor will comply with all applicable local, state and federal laws and regulations prohibiting
discrimination, harassment, and retaliation.
20. DISPUTE RESOLUTION
If a dispute should arise regarding the performance of the Services the following procedure will be used
to resolve any questions of fact or interpretation not otherwise settled by agreement between the parties.
Representatives of Contractor or City will reduce such questions, and their respective views, to writing. A
copy of such documented dispute will be forwarded to both parties involved along with recommended
methods of resolution, which would be of benefit to both parties. The representative receiving the letter
will reply to the letter along with a recommended method of resolution within ten (10) business days. If
the resolution thus obtained is unsatisfactory to the aggrieved party, a letter outlining the disputes will
be forwarded to the City Manager. The City Manager will consider the facts and solutions recommended
by each party and may then opt to direct a solution to the problem. In such cases, the action of the City
Manager will be binding upon the parties involved, although nothing in this procedure will prohibit the
parties from seeking remedies available to them at law.
21. TERMINATION
In the event of Contractor's failure to prosecute, deliver, or perform the Services, City may terminate this
Agreement for nonperformance by notifying Contractor by certified mail of the termination. If City decides
to abandon or indefinitely postpone the work or services contemplated by this Agreement, City may
terminate this Agreement upon written notice to Contractor. Upon notification of termination, Contractor
has five (5) business days to deliver any documents owned by City and all work in progress to City address
contained in this Agreement. City will make a determination of fact based upon the work product
delivered to City and of the percentage of work that Contractor has performed which is usable and of
worth to City in having the Agreement completed. Based upon that finding City will determine the final
payment of the Agreement.
City may terminate this Agreement by tendering thirty (30) days written notice to Contractor. Contractor
may terminate this Agreement by tendering thirty (30) days written notice to City. In the event of
termination of this Agreement by either party and upon request of City, Contractor will assemble the work
product and put it in order for proper filing and closing and deliver it to City. Contractor will be paid for
work performed to the termination date; however, the total will not exceed the lump sum fee payable
under this Agreement. City will make the final determination as to the portions of tasks completed and
the compensation to be made.
Docusign Envelope ID: 6D6D2B9A-26BB-453C-8B0B-36091D6BFAA8
City Attorney Approved Version 5/30/2025
Page 7
22. COVENANTS AGAINST CONTINGENT FEES
Contractor warrants that Contractor has not employed or retained any company or person, other than a
bona fide employee working for Contractor, to solicit or secure this Agreement, and that Contractor has
not paid or agreed to pay any company or person, other than a bona fide employee, any fee, commission,
percentage, brokerage fee, gift, or any other consideration contingent upon, or resulting from, the award
or making of this Agreement. For breach or violation of this warranty, City will have the right to annul this
Agreement without liability, or, in its discretion, to deduct from the Agreement price or consideration, or
otherwise recover, the full amount of the fee, commission, percentage, brokerage fees, gift, or contingent
fee.
23. CLAIMS AND LAWSUITS
By signing this Agreement, Contractor agrees that any Agreement claim submitted to City must be
asserted as part of the Agreement process as set forth in this Agreement and not in anticipation of
litigation or in conjunction with litigation. Contractor acknowledges that if a false claim is submitted to
City, it may be considered fraud and Contractor may be subject to criminal prosecution. Contractor
acknowledges that California Government Code Sections 12650 et seq., the False Claims Act applies to
this Agreement and, provides for civil penalties where a person knowingly submits a false claim to a public
entity. These provisions include false claims made with deliberate ignorance of the false information or in
reckless disregard of the truth or falsity of information. If City seeks to recover penalties pursuant to the
False Claims Act, it is entitled to recover its litigation costs, including attorneys fees. Contractor
acknowledges that the filing of a false claim may subject Contractor to an administrative debarment
proceeding as the result of which Contractor may be prevented to act as a Contractor on any public work
or improvement for a period of up to five (5) years. Contractor acknowledges debarment by another
jurisdiction is grounds for City to terminate this Agreement.
24. JURISDICTION AND VENUE
This Agreement shall be interpreted in accordance with the laws of the State of California without regard
to, or application of, choice of law rules or principles. Any action at law or in equity brought by either of
the parties for the purpose of enforcing a right or rights provided for by this Agreement will be tried in a
court of competent jurisdiction in the County of San Diego, State of California, and the parties waive all
provisions of law providing for a change of venue in these proceedings to any other county.
25. SUCCESSORS AND ASSIGNS
It is mutually understood and agreed that this Agreement will be binding upon City and Contractor and
their respective successors. Neither this Agreement nor any part of it nor any monies due or to become
due under it may be assigned by Contractor without the prior consent of City, which shall not be
unreasonably withheld.
26. THIRD PARTY RIGHTS
Nothing in this Agreement should be construed to give any rights or benefits to any party other than City
and Contractor.
27. ENTIRE AGREEMENT
This Agreement, together with any other written document referred to or contemplated by it, along
with the purchase order for this Agreement and its provisions, embody the entire Agreement and
understanding between the parties relating to the subject matter of it. In case of conflict, the terms of
the Agreement supersede the purchase order. Neither this Agreement nor any of its provisions may be
amended, modified, waived or discharged except in a writing signed by both parties. This Agreement
may be executed in counterparts.
Docusign Envelope ID: 6D6D2B9A-26BB-453C-8B0B-36091D6BFAA8
City Attorney Approved Version 5/30/2025
Page 8
28. AUTHORITY
The individuals executing this Agreement and the instruments referenced in it on behalf of Contractor
each represent and warrant that they have the legal power, right and actual authority to bind Contractor
to the terms and conditions of this Agreement.
Executed by Contractor this___________ day of _______________________, 20____.
CONTRACTOR CITY OF CARLSBAD, a municipal corporation of
the State of California Coherence Associates Inc., a California
Corporation
By: By:
(sign here) Police Chief
Heather Williams / Chief Executive Officer
(print name/title)
ATTEST:
By: SHERRY FREISINGER, City Clerk
(sign here) By:
Jerry Millhollon / Chief Financial Officer,
Secretary
Morgen Fry, Assistant City Clerk
(print name/title)
If required by City, proper notarial acknowledgment of execution by contractor must be attached. If a
corporation, Agreement must be signed by one corporate officer from each of the following two groups.
Group A Group B
Chairman, Secretary,
President, or Assistant Secretary,
Vice-President CFO or Assistant Treasurer
Otherwise, the corporation must attach a resolution certified by the secretary or assistant secretary under corporate seal empowering the officer(s) signing to bind the corporation.
APPROVED AS TO FORM:
CINDIE K. McMAHON, City Attorney
BY: _____________________________ Senior Assistant City Attorney
Docusign Envelope ID: 6D6D2B9A-26BB-453C-8B0B-36091D6BFAA8
25October16th
City Attorney Approved Version 5/30/2025
Page 9
EXHIBIT A
SCOPE OF SERVICES AND FEE
Coherence Associates, Inc. will provide Critical Incident Stress Management, psychological counseling,
and training services to the sworn and non-sworn members of the Carlsbad Police Department.
Critical Incident Response – available 24 hours a day, 365 days a year at $250/hr
• Dr. Williams aims to respond in person within 2 hours of a request.
• If unavailable (e.g., traveling or teaching), a designated culturally competent provider will
respond at the Carlsbad Police Department’s request.
Definition of a Critical Incident
Any event faced by public safety personnel that provokes strong emotional or physiological reactions
and may impair functioning—immediately or long after the incident. Without intervention, these
experiences may accumulate and contribute to Post-Traumatic Stress Injury.
Examples of Critical Incidents
• Officer-involved shooting
• Traffic fatality, child death, homicide, suicide, active shooter
• Line-of-duty death
• Witnessing death or knowing the victim(s)
• Physical/sexual assault
• Major injury to personnel (on or off duty)
• Employee suicide or suicide of a family member
• Accidental/sudden/medical death of an employee
• SWAT or CNT incident with major injury/death
• Large-scale incidents (e.g., active shooter)
Services following a critical incident include, but are not limited to:
1. One on one debriefing with personnel directly involved
2. Group Diffusing – a short, immediate group session once the scene is secure.
o Conducted in partnership with the Peers Support Team
o Address normal stress reactions and provides education before personnel go home
o Lays groundwork for peer support outreach, family communication, mental health
resources, and future debriefings
3. Assessment of community resources – given the type of incident, an assessment will be
conducted to see if the department would like to access other crisis resources for victims,
witnesses, or the community.
Group Critical Incident Debriefing - $250/hr
• Conducted for major incidents producing critical stress reactions.
• Ideally scheduled 3–7 days after the incident (not sooner, to allow for initial processing).
• Facilitated by Dr. Williams in collaboration with peer support, chaplains, and trauma dogs (if
approved).
• Dr. Williams integrates CISD, NOVA, and her own two-step model developed for public safety.
Docusign Envelope ID: 6D6D2B9A-26BB-453C-8B0B-36091D6BFAA8
City Attorney Approved Version 5/30/2025
Page 10
• Outcomes include: normalization and validation of reactions to the incident, reduced second-
guessing, improved camaraderie, healing, and closure.
• On average, a critical incident debriefing will take between 1-2 hours, however the length of the
debriefing is influenced by the number of personnel involved and type of incident
• Multiple critical incident debriefings may be required give the scale of the event and number of
personnel impacted
Post Critical Incident Counseling - $150/session
There may be incidents when the Chief or designated person at the Police Department requests and
authorizes their personnel to check-in with a mental health professional. This is NOT a fitness for duty
evaluation, but an opportunity for a confidential therapist-client interaction to talk about the impact of
the incident.
• Dr. Williams will work with department personnel to ensure that each person has an
opportunity to check-in in a timely manner following a critical incident such as an officer
involved shooting and/or other incidents
• The check-in includes, but is not limited to: education and assessment on normal
reactions following a critical incident, assessment and development of healthy coping
strategies, assertive communication skills with family and loved ones, and discussion to
make sense of thoughts and reactions to the incident and its connection to other
incidents that can become triggered
Follow-Up Counseling - $150/session
• For personnel needing additional sessions beyond the initial post-incident check-in.
• May include EMDR therapy, a scientifically validated approach to reprocess traumatic
experiences.
In Person/Telehealth Counseling: Individual/Couples/EMDR - $150/session
• Coherence Associates, Inc. will be available to receive direct referrals for routine counseling
services for members of the Carlsbad Police Department
• Appointments will be offered within three (3) working days, or at the discretion of the employee
• A maximum of six (6) sessions is authorized per issue, each calendar year
• Coherence Associates, Inc. may, at its discretion, provide an additional one to three more
sessions if deemed necessary to successfully conclude the services
• Alternatively, if the employee requests additional sessions, Coherence Associates, Inc. will
attempt to access the employee’s health insurance for reimbursement or negotiate a self-pay
arrangement that will not exceed the departmental rate. The co-pay is the responsibility of the
employee.
• Counseling participation may include family members as it relates to the employee’s particular
needs at the time
• All collateral referrals for support, such as family therapy, child therapy or any other specialized
care) will be made by Coherence Associates, Inc. to ensure a smooth transition for the employee
Docusign Envelope ID: 6D6D2B9A-26BB-453C-8B0B-36091D6BFAA8
City Attorney Approved Version 5/30/2025
Page 11
Peer Support Development & Consultation
• In-person peer support consultation, peer support interviews and meetings - $250/hr
• Basic Peer Support Training (2 days) – provided through Embassy Consulting Services
Topics include:
1. Creating a program and addressing stigma within the city or department
2. Proactive vs. reactive peer support
3. Roles, expectations and purpose
4. Stress, burnout, anger
5. Depression, anxiety, post-traumatic stress injury
6. Suicide prevention and intervention
7. Relationship health and infidelity
8. Organizational stress and difficult personalities in the workplace
9. Line of duty death and/or traumatic/sudden death of a peer of family member
10. Building resiliency/self-care of peer supporters
Personalized Training & Presentations - $250
Annual Wellness Check-In - $150/per person
The goal of the Annual Wellness Check-In is to provide an opportunity to process events and gain the
tools to effectively cope with stressors and traumas of the job. The objective is to create awareness and
provide the tools needed to build resiliency. It is not that something is wrong, but an opportunity to
introduce and normalize the concept of checking in with a culturally competent mental health
professional at least once a year.
The Annual Wellness Check-In includes:
• Discussion of mental, physical, organizational and relationship stressors
• Processing trauma
• Discussion of coping strategies to increase resilience
• Resources and referrals based on the presenting challenges
The Annual Wellness Check-In sends a message:
• The department cares
• Nobody is being singled out
• Mental wellness is a priority from leadership down
In return, this service can positively affect:
• Job satisfaction and morale
• Job performance
• Decision making
• Customer service and community engagement
• Physical, mental and relationship health
• Reduce liability
Docusign Envelope ID: 6D6D2B9A-26BB-453C-8B0B-36091D6BFAA8
City Attorney Approved Version 5/30/2025
Page 12
Pricing Summary
1. Critical Incident Response (24/7) – $250/hr
2. Critical Incident Debriefing and peer support collaboration – $250/hr
3. Post Incident Counseling – $150/session
4. Follow up Counseling – $150/session
5. Peer Support, Supervisory or Command Consultation (by phone or email) – Dr. Williams will be
able to assist and advise supervisors and command with difficult personnel issues or concerns –
NO COST up to 30 minutes
6. In person Peer Support, Consultation, Meetings/Briefings – $250/hr
7. Training for personnel – $250/hr
8. Annual Wellness Check-in -– $150/session
9. In person/Telehealth therapy – $150/1 hour session
10. Individual/Couples/EMDR Therapy (In-person or Telehealth) – $150/session
11. The City of Carlsbad does not pay for missed or late cancelled appointments. For any
appointments that are missed by the employee without 24-hour notice of cancellation, the
employee may be invoiced for the cost of the session ($150.00). This does not apply to work-
related emergency callouts.
No Cost Services
• Resource and referrals
• Peer Support development/guidance/consultation via phone or email
• Supervisor/Command consultation via phone or email
Confidentiality and Exceptions to Confidentiality
1. Contractor is required by law to abide by standard HIPAA regulations in the State of California.
2. All records will be maintained at the office, and all issues of client confidentiality will be
protected. Records will not be released without signed employee authorization or legal
proceedings that compel records such as a subpoena.
3. No notes will be taken or kept.
4. The Carlsbad Police Department will not be advised of names of employees who utilize the
service, unless the employee gives a release of information.
5. Every attempt will be made to prevent overlap of employee appointments.
6. All issues of suicide, homicide, child abuse, elder abuse, and dependent adult abuse will be
made according to standard procedure to protect the client if a danger to self or others is
assessed. This includes reports to the appropriate agency as required, including CPS, APS and
911.
The department agrees that:
• Employees will obtain a number for invoicing
• Personnel will be allowed to attend the appointment while on duty or at the discretion of the
department
• To track attendance – Coherence Associates, Inc. will notify point of contact (Peer Support
Coordinator or assigned personnel that employee attended the AWC only)
Docusign Envelope ID: 6D6D2B9A-26BB-453C-8B0B-36091D6BFAA8
Insurer: Philadelphia Indemnity Insurance Company
One Bala Plaza, Suite 100, Bala Cynwyd, PA 19004
NAIC #: 18058
Contact: CPH Insurance, 800-875-1911, info@cphins.com
Named Insured:
Coherence and Associates
Heather Williams
21520 Yorba Linda Blvd. Suite G #1001,
Yorba Linda, CA 92887
Policy #: AR270372
Policy Term: 05/01/2025 - 05/01/2026
Covered Locations
Professional Liability: Portable Coverage, not location specific
Commercial General Liability: 2121 Palomar Airport Rd. Suite 170, Carlsbad, CA 92011
8880 Rio San Diego Dr. Office #11, San Diego, CA 92108
Coverage Type
(Occurrence Form)
Limits of Liability
(Per Claim/Total Per Year)
Professional Liability $1,000,000/$3,000,000
Supplemental Liability $1,000,000/$3,000,000
Licensing Board Defense $35,000
Commercial General Liability $1,000,000 / $3,000,000
Fire/Water Legal Liability $250,000
Business Personal Property N/A
Sexual Abuse/Molestation Defense Unlimited Defense Coverage (for false allegations)
Cyber Liability (Claims Made Retroactive Date: 05/01/2023) $15,000
Authorized Representative
Disclaimer: This certificate is issued as a matter of information only and confers no rights upon the certificate holder. The Certificate of Insurance does not constitute
a contract between the issuing insurer, authorized representative or producer, and the certificate holder, nor does it affirmatively or negatively amend, extend, or
alter the coverage afforded by the policies listed thereon.
Certificate of Liability Insurance
Date issued: 04/26/2025
Docusign Envelope ID: 6D6D2B9A-26BB-453C-8B0B-36091D6BFAA8
PI-PHCP-05 (03/01)
THIS ENDORSEMENT CHANGED THE POLICY. PLEASE READ IT CAREFULLY.
Additional Insured Endorsement
This endorsement modifies insurance provided under the following:
ALLIED HEALTHCARE PROVIDERS PROFESSIONAL
AND SUPPLEMENTAL LIABILITY INSURANCE POLICY
In consideration of the premium paid, this policy is amended as follows:
City of Carlsbad is hereby added as an Additional Insured, solely for Damages arising out of a
Professional Incident covered under this policy. The Professional Incident must arise out of services
provided by the Insured, under contract with City of Carlsbad.
Additional Insured Name and Mailing Address:
City of Carlsbad
1635 Faraday Avenue
Carlsbad, CA , 92008
All other terms and conditions of this policy remain unchanged.
Policy #: AR270372
Effective on or after: 05/01/2025
Issued to: Coherence and Associates
Expiration date: 05/01/2026
Docusign Envelope ID: 6D6D2B9A-26BB-453C-8B0B-36091D6BFAA8
WAIVER REQUEST FORM
FACTORS IN SUPPORT OF REQUEST TO MODIFY INSURANCE REQUIREMENT(S)
Generally, a modification to the coverage requirement will be accepting a lower limit of coverage or waiving the
requirement(s).
Requested by:
(Name and Department) (Date)
Proposed modification(s) to the __________________ requirement(s) for
(Type of insurance) (Name of contract)
Reduce coverage to the amount of: $ .
Waive coverage
Other:
FACTOR(S) IN SUPPORT OF MODIFICATION(S)
(check those that apply)
Significance of Contractor: Contractor has previous experience with the City that is important to the
efficiency of completing the scope of work and the quality of the work-product. [explain]
Significance of Contractor: Contractor has unique skills and there are few if any alternatives. [explain:
include number of candidates RFP sent to and number responded if applicable]
Contract Amount/Term of Contract: $ . Work will be completed over a period of .
Professional Liability coverage is not available to this contractor or would increase the cost of the contract by
$ [explain].
Other (e.g. explain why exposures are minimal, how exposures are covered in another policy, exposure
control mechanisms, and any other information pertinent to your request):
Approved by Risk Manager for this contract only:
(Signature) (Date)
Amanda Simpson, Police Department 10/9/2025
Auto/Work Comp mental health counseling services
■
■
Counseling services pose minimal
liability. Counselors do not travel between city facilities.
Docusign Envelope ID: 6D6D2B9A-26BB-453C-8B0B-36091D6BFAA8
10/14/2025
□
□ □
□
□