Agenda Item AGENDA STAFF REPORT ASR Control 23-000777
MEETING DATE:	11/28/23
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 Older Adults Recovery and Resilience Legal Services Contract

ceo CONCUR

County Counsel Review

Clerk of the Board

Concur

Approved Agreement to Form

Consent Calendar

3 Votes Board Majority

Budgeted: Yes

Current Year Cost: $175,117

Annual Cost: FY 2024-25 $87,558

Staffing Impact:

# of Positions:

Sole Source: No

Current Fiscal Year Revenue: N/A

Funding Source: State: 100% (Older Adults Recovery and Resilience Fund - Home and Community Based Services)	County Audit in last 3 years: No
Levine Act Review Completed: Yes

Prior Board Action: 1/24/2023 #6

RECOMMENDED ACTION(S):

1.	Authorize the County Procurement Officer or Deputized designee to execute Amendment Number Two to the Contract with Community Legal Aid SoCal for the Legal Assistance Services Program to increase the Contract amount by $262,675, effective January 1, 2024, through September 30, 2024, for a new contract total amount not to exceed $537,675.

2.	Authorize the County Procurement Officer or Deputized designee to execute future amendments to the Contract with Community Legal Aid SoCal 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 provided the contract amendment(s) are approved as to form by the Office of the County Counsel.

SUMMARY:

Renewal of the Contract with Community Legal Aid SoCal will allow for continued expanded Legal Assistance Services, benefiting Orange County older adults, persons with disabilities and their caregivers.

BACKGROUND INFORMATION:

At the onset of the COVID-19 pandemic, the California Department of Aging (CDA) released Older Adults Recovery and Resilience (OARR) funds to address the financial burden and increased demand for existing Older Americans Act (OAA) program services, including OARR funding for the Title IIIB Legal Assistance Services program (Program). The purpose of the Program is to assist older adults with matters related to Medicare, Social Security, Medi-Cal, pension, elder abuse, fraud prevention, conservatorship, estate planning and tenancy.

On January 24, 2023, the Board of Supervisors (Board) approved Contract MA-012-23010312 (Contract) with Community Legal Aid SoCal (CLASC) utilizing OARR funds for a total contract amount of $275,000 for a term effective upon Board approval, through December 31, 2023. Per CDA guidance, OC Community Resources/Office on Aging (OCCR/OoA) was to award OARR funds to CLASC, the current service provider for the Program, based on their proposal under RFP #012-2196001-HRC.

Amendment Number One to the Contract was administratively executed on June 28, 2023, to revise the budget schedule and staffing plan. CLASC is exceeding or on track to meet performance goals.

See table below for performance metrics for the period of January 24, 2023, through August 31, 2023.

SERVICE UNITS

UNDUPLICATED CLIENTS*

CONTRACT

GOAL

(Contract Term 1/24/2023 – 12/31/2023)

ACTUAL

(1/24/2023 – 8/31/2023)

CONTRACT GOAL

(Contract Term 1/24/2023 – 12/31/2023)

ACTUAL

(1/24/2023 – 8/31/2023)

Legal Assistance (Hours)

1,727

1,131

400

394

Pro Bono (Hours)

Community Group Education (Activities)

400

1,249

Individual Outreach (Contacts)

*An unduplicated client is defined as someone who is only counted once per contract term, regardless of the number of times they receive the service.

CDA notified OCCR/OoA that the term of the OARR funding for the Program had been extended through September 30, 2024. OCCR/OoA is requesting approval of Amendment Number Two to the Contract with CLASC to renew the Contract for the term January 1, 2024, through September 30, 2024, and to increase the contract amount by $262,675, for a new total amount not to exceed $537,675. This amendment will allow CLASC to continue to provide expanded legal assistance services, as well as outreach and community education in the County threshold languages, to older adults and persons with disabilities in Orange County.

OCCR/OoA is also requesting delegated authority to execute future amendments that are ministerial, non-material and administrative to the contract due to changes in CDA mandates or regulations and/or increase the contract amount up to the maximum annual allocation from CDA for the term of the contract to quickly respond to program and operational changes.

CLASC’s performance under this Contract has been confirmed as satisfactory. OCCR/OoA has verified there are no concerns that must be addressed with respect to the Contractor’s ownership/name, litigation status or conflicts with County interests. This Contract does not currently include subcontractors or pass through to other providers. See Attachment C for the Contract Summary Form. The Orange County Preference Policy is not applicable to this contract renewal.

FINANCIAL IMPACT:

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

The proposed Contract includes a provision stating that the Contract is subject to, and contingent upon, applicable budgetary appropriations approved by the Board for each fiscal year during the term of the Contract. If such appropriations are not approved, the Contract may be immediately terminated without penalty to the County.

STAFFING IMPACT:

N/A

ATTACHMENT(S):

Attachment A - Amendment Number Two to Contract MA-012-23010312
Attachment B - Redline of Contract MA-012-23010312
Attachment C - Contract Summary Form