Agenda Item   

AGENDA STAFF REPORT

 

                                                                                                                        ASR Control  23-000648

 

MEETING DATE:

09/12/23

legal entity taking action:

Board of Supervisors

board of supervisors district(s):

All Districts

SUBMITTING Agency/Department:

OC Community Resources   (Approved)

Department contact person(s):

Dylan Wright (714) 480-2788 

 

 

Renee Ramirez (714) 480-6483

 

 

Subject:  Renewal of American Rescue Plan Act for Older Americans Act Contracts

 

      ceo CONCUR

County Counsel Review

Clerk of the Board

          Concur

Approved Agreement to Form

Discussion

 

 

3 Votes Board Majority

 

 

 

    Budgeted: Yes

Current Year Cost:   $614,468

Annual Cost: FY 2024-25 $204,823

 

 

 

    Staffing Impact:

No

# of Positions:            

Sole Source:   No

    Current Fiscal Year Revenue: N/A

   Funding Source:     FED: 100% (American Rescue Plan Act)

County Audit in last 3 years: No

   Levine Act Review Completed: Yes

 

    Prior Board Action:         9/27/2022 #33, 3/22/2022 #S5F

 

RECOMMENDED ACTION(S):

 

 

1.

Authorize County Procurement Officer or Deputized designee to execute Amendment Number One to Contract with Age Well Senior Services, Inc. for the Elderly Nutrition Program, case management, in-home care and transportation services in the amount of $585,812, effective October 1, 2023, through September 30, 2024, for a new contract total amount not to exceed $1,171,624.

 

2.

Authorize County Procurement Officer or Deputized designee to execute Amendment Number One to Contract with St. Jude Hospital, Inc. dba St. Jude Medical Center for Family Caregiver Support Program services in the amount of $233,479, effective October 1, 2023, through September 30, 2024, for a new contract total amount not to exceed $466,958.

 

3.

Authorize County Procurement Officer or Deputized designee to execute future amendments to the above contracts with Age Well Senior Services, Inc. and St. Jude Hospital, Inc. dba St. Jude Medical Center that are ministerial or non-material, 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 Contracts.

 

 

 

 

SUMMARY:

 

Approval of the contract renewals with senior services providers funded by the American Rescue Plan Act for Older Americans Act programs will continue to support services for older adults, caregivers and persons with disabilities.

 

 

 

 

BACKGROUND INFORMATION:

 

Under the American Rescue Plan Act (ARPA), OC Community Resources/Office on Aging (OCCR/OoA) received funding from California Department of Aging (CDA) for the term of July 1, 2021, through September 30, 2024. On March 22, 2022, the Board of Supervisors (Board) approved one-year retroactive contracts with Age Well Senior Services, Inc. (AWSS) and St. Jude Hospital, Inc. dba St. Jude Medical Center (St. Jude) to provide immediate financial relief to Older Americans Act (OAA) programs. These contracts were approved with existing providers, as CDA’s State Standard Agreement allowed for the initial funding term to be executed without the need for a Request for Proposal (RFP). However, further awarding of CDA ARPA appropriations required a completion of an RFP. Accordingly, on March 31, 2022, OCCR/OoA released RFP (#012-2196001-HRC) for OAA services to be provided using CDA-funded ARPA appropriations.

 

On September 27, 2022, the Board authorized the execution of Contract with AWSS for the Elderly Nutrition Program, transportation, case management and in-home care services and with St. Jude for the Family Caregiver Support Program for a contract term effective October 1, 2022, through September 30, 2023. OCCR/OoA is now requesting renewal of the Contracts with AWSS and St. Jude effective October 1, 2023, through September 30, 2024. AWSS and St. Jude will use these funds to continue to support existing programs to ensure older adults have access to critical community supports and services.

 

For this ARPA contract term, St. Jude has either met or is on track to meet their contracted service unit goals. The chart below presents key performance metrics for St. Jude.

 

Service

Through June 2023

Contracted Goal

Caregiver Information

141

105

Caregiver Access

17,603

18,510

Caregiver Respite

9,582

5,125

 

For this ARPA contract term, AWSS is on target to meet contracted performance goals. See chart below for AWSS's key performance metrics. AWSS did not provide any home delivered meals due to AWSS delaying the utilization of ARPA funding while they exhausted their OAA funding. AWSS began utilizing much of their ARPA funding starting in July 2023; therefore, their performance level has increased and is expected to reach contracted goals.

 

Service

Through June 2023

Contracted Goal

Congregate Meal

9,784

20,720

 

Refer to Attachment E of this Agenda Staff Report to review performance for all contracted service categories for AWSS and St. Jude. With the FY 2023-24 contract term being the final year of ARPA funding, AWSS and St. Jude will manage client intakes and service levels for the next year to ensure that current program clients can continue to be served after September 30, 2024, using OAA or other sources of funding.

 

OCCR/OoA is also requesting delegated authority to execute future amendments that incorporate ministerial, non-material and administrative changes to the contracts due to changes in CDA mandates or regulations and increases the contract amount up to the maximum annual allocation from CDA for the term of the contracts. The ability to accept funds as they are allocated allows for prompt delivery of services to older adults throughout Orange County.

 

The Contracts were not submitted to the Board 30 days prior to the start of the Contracts due to the time required to complete budget and contract documents for each of the Contracts. 

 

The Contractors’ performance has been confirmed as satisfactory. OCCR/OoA has verified there are no concerns that must be addressed with respect to the Contractors' ownerships/names, litigation status or conflicts with County interests. The AWSS Contract includes subcontractors. See Attachment F - Contract Summary Forms. The Orange County Preference Policy is not applicable to these Contract renewals.

 

 

 

FINANCIAL IMPACT:

 

Appropriations for the Contracts are included in Budget Control 012 FY 2023-24 Budget and will be included in the budgeting process for future years.

 

The proposed Contracts include a provision stating that the Contracts are subject to, and contingent upon, applicable budgetary appropriations approved by the Board for each fiscal year during the term of these Contracts. If such appropriations are not approved, these Contracts may be immediately terminated without penalty to the County. It should also be noted that ARPA funding received for these programs is from CDA and does not involve the County ARPA funding. 

 

 

 

STAFFING IMPACT:

 

N/A

 

ATTACHMENT(S):

 

Attachment A - Amendment Number One to MA-012-23010011 with Age Well Senior Services, Inc.
Attachment B - Redline to MA-012-23010011 with Age Well Senior Services, Inc.
Attachment C - Amendment Number One to MA-012-23010013 with St. Jude Hospital, Inc. dba St. Jude Medical Center
Attachment D - Redline to MA-012-23010013 with St. Jude Hospital, Inc. dba St. Jude Medical Center
Attachment E - Performance Metrics
Attachment F - Contract Summary Forms