____________________________________________________________________________________
FOR CITY CLERK ONLY
Council Meeting:
Disposition:
Agenda Item No: 5.c
Meeting Date: November 4, 2024
SAN RAFAEL CITY COUNCIL AGENDA REPORT
Department: Human Resources
Prepared by: Marissa Sanchez, Human
Resources Director
City Manager Approval: ______________
TOPIC: FIRST RESPONDER COUNSELING PROFESSIONAL SERVICES AGREEMENT FOR FISCAL YEARS 2024-2028
SUBJECT: AUTHORIZE THE CITY MANAGER TO ENTER INTO A PROFESSIONAL SERVICES AGREEMENT WITH PUBLIC SAFETY FAMILY COUNSELING GROUP, INC., FROM FISCAL YEARS 2024-2028, IN THE AMOUNT NOT TO EXCEED $220,000.
RECOMMENDATION:
1. Authorize the City Manager to enter into a Professional Services Agreement with Public Safety Family Counseling Group, Inc. for first responder counseling services from fiscal years 2024-2028 in an amount not to exceed $220,000.
2. Authorize a budget appropriation from the Employee Benefits Fund (Fund 604).
BACKGROUND:
In 2022, the City entered into a Professional Services Agreement (PSA) with the Public Safety Family Counseling Group, Inc., to provide specialized professional wellness resources and to perform services for San Rafael Police and Fire Department first responders to aid in managing job-related stressors and to support them in successful performing their jobs.
On July 14, 2023, a First Amendment was made to the PSA, extending the agreement term by one additional year for an amount not to exceed $60,000 and increasing the total not to exceed under the agreement to $120,000.
On May 6, 2024, the City Council approved a Second Amendment to the PSA, extending the agreement term for an additional six months, terminating on June 30, 2024, for an amount not to exceed $30,000 and increasing the total not to exceed under the agreement to $150,000.
Based on a review of the services and positive employee feedback, the City has negotiated a new fouryear agreement from July 1, 2024, to June 30, 2028, for a not-to-exceed amount of $220,000. The City will continue evaluating the services provided, employee usage, and feedback when considering any future agreements.
SAN RAFAEL CITY COUNCIL AGENDA REPORT / Page: 2
ANALYSIS:
The City desires to provide first responders with the emotional, mental, and wellness support they need to successfully conduct their demanding and often dangerous jobs. The specialized resources provided by Public Safety Family Counseling Group, Inc., are integral to fulfilling this need. Public Safety Family Counseling Group, Inc. is a local service provider with the requisite experience in public safety counseling and wellness. The services provided under this agreement complement the Employee Assistance Program (EAP) services available to all City of San Rafael employees.
The agreement offers a full range of services, including crisis response and stabilization services for groups and individuals; individual crisis intervention and counseling services; in-house training services for policy development and review; and a variety of additional relevant support for line, supervisory, and management first responders. The City’s first responders have utilized these specialized services on various occasions. Specific examples include comprehensive onboarding wellness training for new employees and their families, confidential counseling for first responders and their families, regular and ongoing training for new and existing peer support members, all line-level staff, supervisors, and command staff, and elevated crisis response and counseling to manage close calls and line-of-duty death situations.
FISCAL IMPACT:
Approval of the staff recommendation would authorize expenditures not-to-exceed $220,000 over the four-year term of the contract. Funding to support the annual costs of this agreement is provided in the approved fiscal year (FY) 2024-25 budget, within the Employee Benefits Fund (Fund 604). Appropriations covering costs beyond the current fiscal year will be incorporated within the baseline budget through the annual budget process.
OPTIONS:
The City Council has the following options to consider on this matter:
1. Authorize the City Manager to enter into a Professional Services Agreement with Public Safety Family Counseling Group, Inc. for first responder counseling services from fiscal years 2024-2028 in an amount not to exceed $220,000.
2. Do not authorize the City Manager to enter into the Professional Services Agreement and provide further direction to staff.
RECOMMENDED ACTION:
1. Authorize the City Manager to enter into a Professional Services Agreement with Public Safety Family Counseling Group, Inc. for first responder counseling services from fiscal years 2024-2028 in an amount not to exceed $220,000.
2. Authorize a budget appropriation from the Employee Benefits Fund (Fund 604).
ATTACHMENTS:
1. PSFCG Professional Services Agreement for Counseling Services 2024-2028