To: County of Sonoma Board of Supervisors
Department or Agency Name(s): Department of Health Services
Staff Name and Phone Number: Nolan Sullivan 707-565-4774
Vote Requirement: Majority
Supervisorial District(s): Countywide
Title:
Title
Fee Study Consulting Services Award
End
Recommended Action:
Recommended action
A) Authorize the Director of the Department of Health Services, or designee, to execute two Master Agreements with (1) Wohlford Consulting and (2) Matrix Consulting Group, Ltd, for fee study consulting services on an as needed, Task Order basis, for an initial three-year term, starting October 6, 2026 through October 5, 2029, with authority to exercise two additional one-year options extending each agreement through October 5, 2031, for an amount not to exceed $600,000 per agreement over the full term, including any extensions.
B) Authorize the Director of the Department of Health Services, or designee, to execute Task Orders and amendments to Task Orders under the Master Agreements, provided that each Task Order is within the scope of the applicable Master Agreement, sufficient appropriations are available, and aggregate payments do not exceed $600,000 under either Master Agreement.
C) Authorize the Director of Health Services, or designee, to execute modifications to the Master Agreements which do not significantly change the scopes of service to address increased service needs or rate adjustments if needed, subject to available funding as well as review and approval by County Counsel.
end
Executive Summary:
This item requests authorization for the Director of the Department of Health Services (hereinafter, “DHS” or “the Department”), or designee, to execute two Master Agreements with (1) Wohlford Consulting and (2) Matrix Consulting Group, Ltd, for fee study consulting services, for a three-year term starting October 6, 2026 through October 5, 2029, with the option of two single-year extensions, for a maximum contract performance period not-to-exceed five years, and for an amount not to exceed $600,000 per agreement over the full term, including any extensions. Task Orders will be issued only when sufficient appropriations are available. Any additional appropriations will be requested through the applicable County budget process. Having these prequalified consultant agreements in place will allow the Department to obtain critical and often time-sensitive fee study consulting services on a Task Order basis. The agreements and the request for proposals soliciting such services stipulate that there is no guaranteed minimum quantity of work.
Under the Master Agreement model DHS pre-qualified two vendors through a competitive Request for Proposals (RFP) process. DHS staff can issue Task Orders specifying the exact service scope, schedule, funding source, and budget for each task need, if it is in alignment with the Master Agreement for said vendor, without conducting a full procurement each time fee study services are needed. This approach streamlines administrative processes, reduces turnaround times, and ensures compliance with County purchasing requirements while retaining competitive pricing established during the RFP process, and mirrors the County Blanket Purchase Order solicitation process on a department level. Any new or revised fees recommended through these studies will be presented separately to the Board for consideration and approval.
This item also requests authority for the Director of DHS, or designee, to execute modifications to the Master Agreements which do not significantly change the scopes of service in order to address increased service needs or rate adjustments if needed, subject to available funding as well as review and approval by County Counsel.
Discussion:
DHS seeks authorization to enter into two Master Agreements with 1) Wohlford Consulting; and 2) Matrix Consulting Group Ltd. These agreements will provide Department-wide fee study consulting services on a Task Order basis. Fee studies help the Department determine the full cost of providing services and establish legally supportable fees and rates designed to recover allowable costs.
The Department has identified a need for flexible fee study consulting services to evaluate existing fees and develop potential new fees. Historically, conducting a separate procurement for each study has limited the Department’s ability to respond efficiently to new programs, proposed fees, and changing circumstances. Individual studies also have not always addressed Department-wide needs. These Master Agreements would centralize the Department’s needs for fee study services in a consolidated and consistent way, enabling the Department greater oversight and management of its fees on a regular basis. The Master Agreement/Task Order structure emulates the County’s Blanket Purchase Order procurement process closely and mirrors the established Master Agreement/Task Order structure already utilized by the Department and the Department of Emergency Management’s supplemental food Master Agreements, which have been successfully implemented.
The Department currently administers approximately 219 individual fees across multiple program areas, including Behavioral Health, Public Health Laboratory, Animal Services, Environmental Health, and Vital Statistics. These fees encompass a broad range of services, including laboratory testing, driving under the influence programs, animal licensing and shelter operations, environmental health permits and inspections, veterinary services, birth and death records, and other public health regulatory and service functions. The comprehensive nature and complexity of the Department's fee schedule require specialized financial and cost-allocation expertise to ensure fees remain legally defensible, accurately reflect the cost of providing services, and comply with applicable State law and County policy. All current fees are listed in Attachment 3 to this item.
RFP Process
The Department conducted a formal Request for Proposal (RFP) solicitation for Comprehensive Fee Study Consulting Services as required by County Procurement rules to establish and award one or more Master Agreements to meet this need. All Master Agreements awarded stipulate that there is no guaranteed minimum quantity of work, and each requires individual Task Orders be executed on an as-needed basis. The Department will utilize funding for Task Orders from DHS approved budgets to pay for services or return to the Board for budget adjustments with justifications as needed per each Task Order. The fiscal table below details the current budgeted funds for these services.
On April 16, 2026, the Department released the RFP. A pre-bid conference was conducted on April 30, 2026 with four interested parties attending. Formal questions from interested parties were received on May 7, 2026, with the Department answering all questions on May 14, 2026. Three proposals were received by the due date of June 2, 2026. An impartial evaluation panel composed of two staff from Public Health, one from DHS Fiscal, and one external staff from the Sonoma County Airport, reviewed and evaluated all three proposals. Proposals were scored based on factors such as qualifications/experience, approach/methodology, cost of service, capacity/staffing/project management, compliance/privacy/data security, and local knowledge. Panelists conducted interviews and presentations with all three proposers on July 17, 2026. After scoring proposals, presentations and interviews, the panelists unanimously recommended two Master Agreement awards, one to Wohlford Consulting and one to Matrix Consulting Group, Ltd, for a term of three years, with two optional single-year extension opportunities. The third proposal was not considered for award based on lower scores.
Each Task Order must be supported by available appropriations, use the rates established in the applicable agreement, and include its own not-to-exceed amount. Any costs beyond normal budget restrictions will require Board approval for budget adjustments. The Department estimates average costs for fee study services to range between $40,000 up to $80,000 per study. This approach ensures fiscal responsibility while providing the necessary flexibility to meet the Department’s needs. These Agreements will not be encumbered or have funding allocated until activated by a Task Order.
Key benefits of the Master Agreement with Task Orders model include:
• Efficiency in procurement: this eliminates the need for repetitive bidding for each fee study, saving staff time, maximizing funds, and accelerating service delivery.
• Flexibility in service delivery: DHS can tailor task order for each specific need, from individual division fees, to Department wide cohesive fee studies, with each containing their own specific funding sources(s).
• Collaborative consultant partners: the approach creates a stronger relationship and knowledge base between Department and consultants, maintaining a singular voice and greater Departmental planning capacity.
• Cost control and budget management: the contract rates and Task Order-specific not-to-exceed amounts provide price transparency and support cost control.
• Quality and reliability: the process assures consultants are pre-vetted for capacity, and ability to meet the Department’s varied needs.
• Administrative oversight: creating centralized agreements allows DHS to monitor consultant performance, enforce contract compliance, and ensure high service standards for fee studies across all Department divisions.
Strategic Plan:
None
Racial Equity:
Was this item identified as an opportunity to apply the Racial Equity Toolkit?
No
Prior Board Actions:
None
Fiscal Summary
|
Expenditures |
FY 26-27 Adopted |
FY 27-28 Projected |
FY28-29 Projected |
|
Budgeted Expenses |
$25,000 |
$200,000 |
$200,000 |
|
Additional Appropriation Requested |
$156,750 |
|
|
|
Total Expenditures |
$181,750 |
$200,000 |
$200,000 |
|
Funding Sources |
|
|
|
|
General Fund/WA GF |
|
|
|
|
State/Federal |
|
|
|
|
Fees/Other |
$100,000 |
$200,000 |
$200,000 |
|
Use of Fund Balance |
$81,750 |
|
|
|
General Fund Contingencies |
|
|
|
|
Total Sources |
$181,750 |
$200,000 |
$200,000 |
Narrative Explanation of Fiscal Impacts:
Health Services estimates the FY 2026-2027 total cost of the fee studies at approximately $181,750, including $41,750 for Environmental Health, $75,000 for Animal Services, and $65,000 for other potential Department fee studies.
The FY 2026-2027 Adopted Budget includes $25,000 for an Environmental Health study. The remaining $156,750 will be funded by the Environmental Health Fee Stabilization Fund balance. Animal Services will fund its fee study with revenues anticipated this year that were not included in the FY 2026-27 budget request.
If the Department elects to proceed with other department fee studies, which would analyze all fees throughout the Department as part of one cohesive study, the cost will be funded through available fee revenues and applicable fund balances.
If approved, appropriations of $156,750 will be added to the Department’s budget through the 2nd Quarter Consolidated Budget Adjustment (CBA) process. Appropriations for future years will be requested through the annual budget process.
Narrative Explanation of Staffing Impacts (If Required):
None
Attachments:
Attachment 1: Draft Master Agreement with Wohlford Consulting
Attachment 2: Draft Master Agreement with Matrix Consulting Group, Ltd.
Attachment 3: DHS Current Fees List
Attachment 4: Request for Proposals
Related Items “On File” with the Clerk of the Board:
None