DATE: June 24, 2025
TO: Board of Supervisors
SUBMITTED BY: John Zanoni, Sheriff-Coroner-Public Administrator
SUBJECT: Agreement with VMS Family Counseling Services, Professional Corporation
RECOMMENDED ACTION(S):
TITLE
1. Under Administrative Policy No. 34 for competitive bids or requests for proposals (AP 34), determine that an exception to the competitive bidding requirement under AP 34 is satisfied and a Suspension of Competition is warranted, and that the best interests of the County would be served by entering into an agreement with VMS Family Counseling Services, Professional Corporation for 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 for Sheriff’s Office employees and their families, effective July 1, 2025, not to exceed five consecutive years, which includes a three-year base contract and two optional one-year extensions, total not to exceed $785,000.
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. VMS has provided counseling services to the Sheriff’s Office since July 2015, and VMS understands the unique stressors associated with law enforcement. 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 Sheriff’s Office’s request for a determination that an exception to the competitive bidding process is satisfied is consistent with AP 34, as the Sheriff’s Office wants to maintain the continuity of care from VMS to keep care consistent with current patients. 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. The Sheriff’s Office 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, which expires June 30, 2025, was approved by your Board on June 23, 2020. The General Services Department - Purchasing concurs with this request.
FISCAL IMPACT:
There is no increase in Net County Cost associated with the recommended actions. Services performed under the entire term of the recommended agreement shall not exceed $785,000, with an annual maximum starting at $144,000 for the first year, and gradually increasing to $183,000 in the fifth year. Sufficient appropriations will be included in the Sheriff-Coroner-Public Administrator’s FY 2025-26 Org 3111 Recommended Budget request and future recommended budgets.
DISCUSSION:
VMS provides psychological services for Sheriff’s Office employees and their families. The Fresno County Sheriff’s Office employs over 1,200 employees in both law enforcement and non-sworn civilian positions. All visits for counseling services are confidential in nature, and no reports or files are provided to the Sheriff’s Office or the County.
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. This Purchasing Agreement was converted to a Board Agreement due to an increase of psychological services and approved by your Board on June 5, 2018.
On June 23, 2020, your Board approved Agreement No. 20-232 with VMS for continuation of services to Sheriff’s Office personnel over a five-year period for psychological services, with a Suspension of Competition contract, which the then-Internal Services Department - Purchasing Division concurred with the request to wave the competitive bidding process. For the term of this contract, your Board approved the First Amendment on June 8, 2021, with VMS to increase the maximum total due to the increased demand for counseling services. Also, on August 23, 2022, your Board approved the Second Amendment with VMS to increase rates due and duration of counseling sessions, and change the no-show policy to reduce costs to the County.
The demand for counseling services continues due to past and current incidents that have affected the Sheriff’s Office personnel. Approval of the recommended actions will allow the Sheriff’s Office to continue to offer psychological services to its personnel and their families for the new term of the recommended agreement.
REFERENCE MATERIAL:
BAI #24, August 23, 2022
BAI #22, June 8, 2021
BAI #28, June 23, 2020
ATTACHMENTS INCLUDED AND/OR ON FILE:
Suspension of Competition Acquisition Request Form
On file with Clerk - Agreement with VMS Family Counseling Services, Professional Corporation
CAO ANALYST:
Fine Nai