DATE: June 23, 2020
TO: Board of Supervisors
SUBMITTED BY: Margaret Mims, Sheriff-Coroner-Public Administrator
SUBJECT: Agreement with VMS Family Counseling Services, Professional Corporation
RECOMMENDED ACTION(S):
TITLE
1. Make a finding that it is in the best interest of the County to suspend the competitive bid process consistent with Administrative Policy No. 34 for unusual or extraordinary circumstances as VMS Family Counseling Services, Professional Corporation is an established vendor that understands the unique stressors associated with the law enforcement community; and
2. Approve and authorize the Chairman to execute an Agreement with VMS Family Counseling Services, Professional Corporation for psychological services, effective July 2, 2020, not to exceed five consecutive years, which includes a three-year base contract and two optional one-year extensions, total not to exceed $270,000.
REPORT
Approval of the recommended actions will allow VMS Family Counseling Services, Professional Corporation (VMS), to continue to provide psychological services to the Sheriff’s Office personnel and their families. The Sheriff’s Office is requesting a suspension of competition to allow VMS to keep the care with current patients consistent, as VMS understands the unique stressors associated with law enforcement, which VMS has provided counseling services since July 2015. This item is countywide.
ALTERNATIVE ACTION(S):
If the recommended actions are not approved, these professional services will not be provided to Sheriff’s Office personnel and their families.
SUSPENSION OF COMPETITION/SOLE SOURCE CONTRACT:
The Department’s request to waive the competitive bidding process is consistent with Administrative Policy No. 34, as the Sheriff’s Office wants the continuity of care with current patients from VMS to keep care consistent. VMS understands the unique stressors associated with law enforcement, which is why it is crucial that the Sheriff’s Office have continuity of care with current patients from VMS. Based on this, a letter of interest was not issued. There are no changes to the costs and fees under this agreement. The Sheriff’s Office currently has an established relationship with VMS since July 2015 after a Purchasing Agreement was executed through a Request for Quotation (RFQ) to provide professional services to Sheriff’s Office personnel and their families. The current agreement was a Purchasing Agreement that was converted to a Board Agreement due to an increase of psychological services and approved by your Board on June 5, 2018. The Internal Services Department - Purchasing concurs with the request to waive the competitive bidding process.
FISCAL IMPACT:
There is no increase in Net County Cost associated with the recommended action. Services performed under the entire term of this agreement shall not to exceed $270,000, with an annual maximum of $54,000. Sufficient appropriations will be included in the Sheriff-Coroner-Public Administrator’s FY 2020-21 Org 3111 Recommended Budget request. Sufficient appropriations and estimated revenues for the remaining term of the agreement will be included in subsequent budget requests.
DISCUSSION:
The Fresno County Sheriff’s Office employs over 1,000 employees in both law enforcement and non-sworn civilian positions. Employees in the law enforcement profession are often placed in the most stressful incidents known to both the public and private sector. These particular incidents have been known to impact an employee’s mental and physical health. Approval of the recommended actions will allow the Sheriff’s Office to continue to provide its employees with effective mental health resources from VMS.
The Sheriff’s Office currently has an established relationship with VMS since July 2015 after a Purchasing Agreement was executed through a RFQ to provide professional psychological services to Sheriff’s Office personnel and their families. The proposed agreement will permit VMS to continue to provide psychological services to the Sheriff’s Office employees and their families, thereby allowing them to continue to have access to current psychological services. All visits for counseling services are confidential in nature, and no reports or files are provided to the Sheriff’s Office or the County.
REFERENCE MATERIAL:
BAI #34, June 5, 2018
BAI #91, June 20, 2017
ATTACHMENTS INCLUDED AND/OR ON FILE:
Suspension of Competition Acquisition Request
On file with Clerk - Agreement with VMS Family Counseling Services, Professional Corporation
CAO ANALYST:
Yussel Zalapa