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Agenda Item
ASR
Control 24-000420 |
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MEETING
DATE: |
07/23/24 |
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legal entity taking action: |
Board
of Supervisors |
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board of supervisors district(s): |
All
Districts |
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SUBMITTING Agency/Department: |
OC
Community Resources (Approved) |
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Department contact person(s): |
Dylan
Wright (714) 480-2788 |
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Renee
Ramirez (714) 480-6483 |
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Subject: Approval
of Medicare Counseling and Outreach Services Contract
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ceo CONCUR |
County Counsel Review |
Clerk of the
Board |
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Concur |
Approved Agreement to Form |
Consent Calendar |
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3 Votes Board Majority |
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Budgeted: Yes |
Current
Year Cost: $164,574 |
Annual
Cost: FY 2025-26 $32,915 |
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Staffing
Impact:
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No |
#
of Positions: |
Sole
Source: No |
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Current Fiscal Year Revenue: N/A
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Prior Board Action: 8/8/2023 #5, 6/27/2023 #18, 12/7/2021
#19, 5/25/2021 #47 |
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RECOMMENDED
ACTION(S):
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1. |
Authorize County Procurement Officer or
Deputized designee to execute Contract with Council on Aging - Southern
California for Medicare Improvements for Patients and Providers Act services
in the amount of $197,489 for a contract term effective September 1, 2024,
through August 31, 2025. |
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2. |
Authorize County
Procurement Officer or Deputized designee to execute future amendments to the
Contract with Council on Aging - Southern California that are ministerial,
non-material and administrative, in accordance with updated and/or revised
California Department of Aging guidance, state contract terms and regulations
from California Department of Aging, and/or increase the contract amount up
to the maximum annual allocation to be awarded to the County from the
California Department of Aging for the term of the contract and/or implement
revised contract terms that are required by the California Department of
Aging provided the contract amendment(s) are approved as to form by the
Office of the County Counsel. |
SUMMARY:
Approval of the
Contract for Medicare Improvements for Patients and Provider Act services will
ensure continued support for counseling and outreach on available supplemental
Medicare programs and preventive services that serve beneficiaries, their
families and caregivers.
BACKGROUND
INFORMATION:
OC Community
Resources/Office on Aging (OCCR/OoA) administers Medicare Improvements for
Patients and Providers Act (MIPPA) services which are funded through California
Department of Aging (CDA). MIPPA services complement the Health Insurance
Counseling & Advocacy Program (HICAP) by providing outreach on available
Medicare preventive services and expanding Medicare beneficiary enrollment in
the Prescription Drug Low-Income Subsidy Program, the Medicare Savings Program
and Medicare Part D. Counseling services are available to persons 65 years of
age and older who are eligible for Medicare, persons soon to be eligible for
Medicare and persons younger than 65 years of age with a disability who are
eligible for Medicare.
On July 12, 2023,
OCCR/OoA released Request for Proposal (RFP) No. 012-2436601-RG for MIPPA services. MIPPA and HICAP
services were solicited in the same RFP as services for both programs are
interconnected in their delivery. One responsive proposal was received from
Council on Aging - Southern California (COASC); COASC’s proposal was evaluated
and scored by a three-member evaluation panel using the following criteria.
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Evaluation
Criteria |
Scoring |
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Threshold Review |
Pass/Fail |
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Proposed Services, Methodology and
Comparability to RFP Objectives |
35% |
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Experience and Organizational
Qualifications |
35% |
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Adequacy of Facilities and
Infrastructure |
10% |
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Cost Effectiveness |
20% |
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Total
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100% |
COASC’s proposal
had a final score of 91.82 percent; based on the final scoring, the evaluation
panel recommended award of the MIPPA Contract to COASC. No protests were
received. See Attachment A for the Performance Rating Summary and Individual
Scoring Sheets.
COASC is a non-profit organization that
has served the older adult community since 1973. COASC is the incumbent MIPPA
services contractor for Orange County. Prior actions taken by the Board of
Supervisors (Board) related to COASC are in the following chart.
Prior Board
Actions
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Date |
Action |
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June 2, 2020 |
Board approval
of FY 2020-21 Contract with COASC for HICAP, MIPPA and Financial Alignment
(FA) services. |
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May 25, 2021 |
Board approval
of the FY 2021-22 Contract renewal with COASC for HICAP, MIPPA and FA
services. |
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December 7, 2021 |
Retroactive
Board approval of FY 2021-22 MIPPA Contract with COASC for the term December
1, 2021, through August 31, 2022. Due to CDA’s varying funding cycles for
MIPPA, HICAP and FA services, separate contracts were executed with COASC
during FY 2021-22 for each funding stream in order to align the service
contracts with the state funding terms. |
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June 27, 2023 |
Board approval
of FY 2022-23 MIPPA Contract with COASC to increase the contract amount due
to additional funds received from CDA. |
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August 8, 2023 |
Board approval
of FY 2023-24 MIPPA Contract renewal with COASC. |
COASC has completed or is on track to meet
FY 2023-24 performance measures, which are included in an annual work plan and
based on goals provided by CDA each year. For the past two years, the
activities and performance were tailored to meet program and community needs
and prioritized to reach diverse target populations and address various
educational topics. In FY 2023-24, COASC has participated in 248 community
education and outreach events. COASC has conducted 60 community education and
outreach events across six cities with higher populations of low-income older
adults, as well as conducted outreach to eight new organizations and businesses
to increase awareness of and provide education on available MIPPA services. The
MIPPA program provides publications and services in Orange County’s threshold
languages and Farsi. See Attachment B for Performance Measures FY 2023-24.
During the FY
2024-25 contract term, COASC will continue to provide outreach and education on
the Prescription Drug Low-Income Subsidy Program, the Medicare Savings Program
and Medicare Part D for eligible populations. COASC plans to conduct analysis
of the eligible service population’s primary languages to better align staffing
with potential participant language capacity. MIPPA funds will also be used to
support ongoing HICAP/MIPPA counselor training and continuous cultivation of
new partnerships to expand program reach. These activities will be aligned with
the goals provided by CDA and included in a work plan which will be reviewed by
OCCR/OoA and approved by CDA at the beginning of the contract cycle.
OCCR/OoA is requesting Board approval for
the proposed Contract with COASC to ensure the continued provision of MIPPA
services for the older adult community. OCCR/OoA is also requesting delegated
authority to execute future amendments to the contract that are ministerial,
non-material and administrative, increase the contract amount up to the maximum
annual allocation from CDA for the term of the contract and/or implement
revised contract terms that are required by CDA to administer additional
funding and implement state mandated changes more efficiently.
This Contract does not currently include
subcontractors or pass through to other providers. See Attachment C for
Contract Summary Form. The Orange County Preference Policy is not applicable to
this contract award.
FINANCIAL IMPACT:
Appropriations for
this Contract are included in Budget Control 012 FY 2024-25 Budget and will be
included in the budgeting process for future years.
This Contract includes a provision stating
the Contract is subject to, and contingent upon, applicable budgetary
appropriations approved by the Board for each fiscal year during the term of
this Contract. In the event funding is terminated or reduced, the County may
terminate the Contract, reduce the County’s maximum obligation or modify the
Contract, without penalty.
STAFFING IMPACT:
N/A
ATTACHMENT(S):
Attachment A - Performance Rating
Summary and Individual Scoring Sheets
Attachment B - Performance Measures FY 2023-24
Attachment C - Contract Summary Form
Attachment D - Contract No. MA-012-24010693 with Council on Aging - Southern
California