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Agenda Item
ASR
Control 21-000885 |
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MEETING DATE: |
12/07/21 |
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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: Approve Contract with
Council on Aging-Southern California, Inc.
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ceo CONCUR |
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Clerk of the Board |
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Concur |
Approved Agreement to Form |
Discussion |
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3 Votes Board Majority |
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Budgeted: Yes |
Current Year Cost:
$226,311 |
Annual Cost:
N/A |
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Staffing Impact: |
No |
# of Positions:
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Sole Source:
No |
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Current Fiscal Year Revenue: N/A
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Prior Board Action: 05/25/2021
#47, 06/02/2020 #57 |
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RECOMMENDED ACTION(S):
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1. |
Retroactive authorization for OC Community Resources Director or designee to execute the Contract with Council on Aging-Southern California for Medicare Improvement for Patient and Providers Act, for a Contract term effective December 1, 2021, through August 31, 2022, for a cumulative Contract amount not to exceed $226,311. |
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2. |
Authorize the OC Community Resources Director or designee to exercise a contingency contract cost increase, not to exceed a total of 20 percent of the Contract amount up to the maximum annual allocation from the California Department of Aging and execute amendment(s) to this Contract within the same scope of work set forth in the Contract. |
SUMMARY:
Retroactive approval of the Contract with Council on Aging-Southern California will ensure continued support for counseling services related to low-income programs, prescription drug options and preventive services for Medicare beneficiaries in Orange County.
BACKGROUND INFORMATION:
OC Community Resources (OCCR)/Office on Aging (OoA) awards contracts for Older Americans Act (OAA) programs and services through a Request for Proposal (RFP) solicitation process. Funds received by the California Department of Aging (CDA) are used to support the OoA programs and services, which include adult day care, case management, in-home services, information and assistance, health promotion, legal assistance, nutrition services, transportation, family caregiver support services, ombudsman program services and elder abuse prevention. These programs and services help older adults remain independent to avoid premature institutionalization.
On November 22, 2019, OCCR/OoA released an RFP for County of Orange Aging Programs through BidSync, the County online bidding system. The scope of the RFP included components based on CDA mandates and available funding. Council on Aging - Southern California (COASC) was selected as the contractor to provide Health Insurance Counseling Advocacy Program (HICAP), Financial Alignment (FA) and Medical Improvement for Patients and Providers Act (MIPPA) Services. The purpose of MIPPA services is to provide unbiased Medicare counseling to older adults to help find health insurance options that will best fit their financial situation, enabling them to have access to improved health care options.
On June 2, 2020, the Board of Supervisors (Board) approved Contract #20-27-044 (Contract) with COASC for HICAP, MIPAA and FA FY 2020-21 services. On May 25, 2021, the Board approved renewal of the contract with COASC for FY 2021-22 services. On July 30, 2021, CDA release the annual allocation of funding for the MIPPA program with a funding term effective September 1, 2021 through August 31, 2022. Due to CDA’s varying funding cycles for MIPPA, HICAP and FA services, OCCR/OoA is recommending this contract for MIPPA services be separated from the current contract for efficiency purposes.
Additionally, OCCR/OoA is requesting Board approval of a 20 percent contingency contract cost increase, as this was previously approved by the Board for the original contract and continuation of an increased contingency cost will allow for an effective service delivery model. Approval of a 20 percent contingency contract cost increase up to the maximum annual allocation will ensure that the contracted providers receive additional funding without delay. The ability to accepts funds as they are allocated allows for prompt delivery of services to the public.
This Contract requires retroactive authorization because, at the time the Agenda Staff Report (ASR) was drafted, there was no Board meeting scheduled for November 30, 2021, and OCCR was unable to get the ASR to the Board prior to this Board hearing due to the completion of administrative process.
COASC is in good standing with the County and has consistently met or exceeded achievement standards outlined in their contract. Attachment B provides FY 2020-21 Performance Metrics for COASC. Service output in certain categories has been affected as a result of the COVID-19 pandemic, which has called for a temporary shutdown of in-person services. However, the County has modified their goals and COASC has adjusted their service delivery by constructing alternative services that will continue to assist older adults during the pandemic. Service modifications such as using social media platforms to conduct outreach events have been used during the course of the pandemic.
The Contractor's performance has been confirmed satisfactory. The County 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. The Orange County Preference Policy is not applicable to this contract award, as it is a Human Service contract.
FINANCIAL IMPACT:
Appropriations for the Contract are included in the Budget Control 012 FY 2021-22 Budget. Funding is comprised of allocations from the MIPPA Services.
The proposed 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 these Contracts. 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 - Contract No. MA-012-22010566 with Council
on Aging - Southern California
Attachment B - Performance Metrics
Attachment C - Contract Summary Form