STATEMENT OF ISSUE
The Police Department provides stress management counseling for employees working in high stress and safety-sensitive positions. In December 2005, the City entered into its first three-year contract with C. Vincent Dix, Ph.D. Due to the employee satisfaction with and quality of service provided by Dr. Dix and his assistant, Linda Enfinger, MSW, LMFT, RN, the Police Department requests approval to enter into a new three-year contract with Dr. Dix. Consistent with City Procurement administrative procedures, health services involving examination, diagnosis, treatment, prevention, medical consultation, or administration are not subject to competitive solicitation requirements.

RECOMMENDED ACTION
Approve Option 1. Authorize the Police Department to enter into a new three-year contract with C. Vincent Dix, Ph.D., LLC, to provide stress management and psychological services to eligible Police Department employees.

FISCAL IMPACT
The cost for standard services defined in the contract is $43,200 annually. Dr. Dix has agreed to maintain existing rates for these services through the end of the new contractual period. Funding is provided in the department’s operating budget to support this expense. The Office of Budget and Policy and the Procurement Office have reviewed this item, and it meets City guidelines.

Dennis M. Jones, Police Chief

Anita Favors Thompson, City Manager

For information, please contact: Greg Frost, 891-4411

SUPPLEMENTAL MATERIAL/ISSUE ANALYSIS
HISTORY/FACTS & ISSUES
The Tallahassee Police Department provides access to professional counseling services for its members to help them deal with circumstances on and off the job which may have a negative impact on job performance. These services include voluntary participation in individual, marriage, and family counseling; mandatory assessment of new officers and communication operators; mandatory annual evaluations of members in department identified high stress and safety-sensitive job assignments; and recommended or required referrals. The provider also offers management consultation and emergency response to critical incidents on an as-needed basis.

The department is seeking to continue to utilize Dr. Dix and his assistant, Linda Enfinger, MSW, LMFT, RN, because of their years of experience and expertise in dealing with law enforcement personnel, their willingness to meet scheduled appointments and emergency needs, and the high level of employee satisfaction they have provided at a reasonable cost. Consistent with City Procurement administrative procedures, health services involving examination, diagnosis, treatment, prevention, medical consultation, or administration are not subject to competitive-solicitation requirements.

Although the contract is for a set amount, it is not for a set amount of hours. The actual number of hours of counseling fluctuates depending upon the number of new hires, voluntary and required referrals, and number of high stress/disaster events. Dr. Dix keeps a record of actual hours of counseling provided under this contract, and in the last two years has provided an average of 817 hours of counseling services annually, which equates to a cost of $53/hour.

Non-sworn members of the agency that are not employed in department identified high stress and safety sensitive positions do not participate in the department’s stress management program. If any of these members are in need of counseling services, they are referred to the City’s Employee Assistance Program administered by the Human Resources Department.

CHARITABLE CONTRIBUTIONS
This award is not based on charitable contribution preference.

OPTIONS

1. Authorize the Police Department to enter into a new three-year contractual agreement with C. Vincent Dix, Ph.D.., LLC, to provide stress management and psychological services to eligible Police Department employees.

Pros:
• Allows the department to continue to utilize professionals that have provided excellent customer service at a reasonable cost.
• Continues uninterrupted services for employees currently receiving counseling.

Cons:
• Does not allow other providers the opportunity to bid on these services.

2. Direct the Police Department to initiate bid process for the required service.

Pros:
• Allows other providers the opportunity to bid on the services.

Cons:
• Selection based on a pricing component may result in lower quality services and employee dissatisfaction.
• Historical relationship and trust established by existing provider would be lost.
• Counseling currently in progress would be interrupted.

ATTACHMENTS/REFERENCES
None.