|
Agenda Item
ASR
Control 21-000775 |
||
|
MEETING DATE: |
01/11/22 |
|
|
legal entity taking action: |
Board of Supervisors |
|
|
board of supervisors
district(s): |
3, 5 |
|
|
SUBMITTING
Agency/Department: |
OC Community Resources (Approved) |
|
|
Department contact
person(s): |
Dylan Wright (714) 480-2788 |
|
|
|
Renee Ramirez (714) 480-6483 |
|
Subject: Approve Assignment and Amend
Contract for the Elderly Nutrition Program
|
ceo CONCUR |
|
Clerk of the Board |
||||||||
|
Concur |
Approved Agreement to Form |
Consent Calendar |
||||||||
|
|
|
3 Votes Board Majority |
||||||||
|
|
|
|
||||||||
|
Budgeted: N/A |
Current Year Cost:
N/A |
Annual Cost:
N/A |
||||||||
|
|
|
|
||||||||
|
Staffing Impact: |
No |
# of Positions:
|
Sole Source:
No |
|||||||
|
Current Fiscal Year Revenue: N/A
|
||||||||||
|
Prior Board Action: 06/02/2020
#57, 05/25/2021 #47 |
||||||||||
RECOMMENDED ACTION(S):
|
1. |
Authorize OC Community Resources Director or designee to execute the Assignment and Consent Agreement to reassign the Contract for the provision of the Elderly Nutrition Program with City of Irvine to Age Well Senior Services, Inc. |
|
|
|
|
2. |
Authorize OC Community Resources Director or designee to execute the Seventh Amendment to the Contract for the provision of the Elderly Nutrition Program with Age Well Senior Services, Inc. subsequent to execution of Assignment and Consent Agreement above. |
SUMMARY:
Approval of the transfer of services from the City of Irvine to Age Well Senior Services, Inc. will provide a seamless transfer of services provided under the Contract and will support no gap in service for older adults who depend on the elderly nutrition program, transportation, case management, and in-home assistance.
BACKGROUND INFORMATION:
OC Community Resources (OCCR)/Office on Aging (OoA) procures 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 (Services). These programs and Services help older adults remain independent in an effort to avoid premature institutionalization.
On November 22, 2019, OCCR released a Request for Proposal (RFP), Bid No. 012-202710 for County of Orange Aging Program Services. Based on the results of the RFP, City of Irvine (COI) was selected as the provider for the Elderly Nutrition Program (ENP) in the Irvine locality. Services provided under COI's Contract 20-27-0042(Contract) include case management, in-home support services, congregate meals, home delivered meals, nutrition education, and transportation. In addition to the mandated Services mentioned above, CDA has granted authority to provide supplemental services to mitigate the effects of the pandemic. Supplemental services include delivery of congregate meals, telephone reassurance calls and provision of information and assistance.
On June 2, 2020, the Board of Supervisors (Board) approved the FY 2020-21 Senior Services contracts, which included Contracts with COI and Age Well Senior Services (AWSS). The original contracts were approved for the same scope of work for both providers, with exception to the area where the Services are rendered. On May 25, 2021, the Board approved contract renewals with COI and AWSS for an additional term period of July 1, 2021, through June 30, 2022.
On August 4, 2021, OoA received notification from COI requesting reassignment of ENP services. COI conducted a thorough annual evaluation of the program and determined COI did not have the capacity or the availability of resources to serve as the main administrator of the ENP. As CDA recognized the severity of the COVID-19 pandemic and declared the current Major Disaster Declaration, the ENP services became paramount in serving the needs of older adults. Accordingly, in the past year the service has seen an unprecedented growth, as social distancing mandates made it difficult for older adults to access groceries and meet their nutritional needs. ENP service providers, such as COI were highly impacted and needed to expand program capacity to the meet the exceeding demands. See Attachment A for additional details outlining the impact COI has faced due to the expansion of ENP services.
In response to the request for reassignment, OCCR/OoA sent out a notice to all alternative eligible contractors that were qualified in the RFP process, to be awarded a contract to provide ENP services in the Irvine area. AWSS was the only contractor who expressed interest in acquiring this service area.
OOCR/OoA is requesting Board approval for the reassignment and Consent Agreement (Assignment) and the Seventh Amendment (Amendment) to the Contract with AWSS as outlined in Attachments B through D. Under the Assignment, COI will assign its Contract and transfer services to AWSS, and AWSS will assume all obligations under the Contract. The Amendment includes administrative updates necessary for making AWSS the new subrecipient under the Contract following the Assignment. The transfer in Services to the AWSS will not result in a gap or loss in Services to older adult residents in Irvine, as plans call for a seamless transfer of Services.
While contractual obligations will be transferred over to AWSS, COI will continue to play a role in providing ENP services to the older adult community in Irvine. COI will act as a volunteer provider to AWSS and will retain staff to support this commitment. COI’s staff will coordinate, adequately train and inform AWSS staff on the internal workings of its current ENP model. Communication of this information will help transfer service obligations to AWSS.
Both providers are in good standing with the County and have consistently met or exceeded achievement standards outlined in their contracts. Attachment E provides FY 2020-21 Performance Metrics for COI and AWSS. Service outputs in certain categories have been affected as a result of the pandemic, which has called for a temporary shutdown of in-person services. However, contractors have resourcefully adjusted their service delivery by constructing alternative services that will continue to assist older adults during the pandemic. Service modifications such as telephone reassure calls and home delivery or pickup of congregate dine-in meals has continued to assuage the detrimental effects of the pandemic on isolated and homebound older adults.
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. This Contract includes subcontractors, see Attachment E.
FINANCIAL IMPACT:
There is no immediate financial impact to the County at this time, funding for the Contract was previously accepted from CDA during initial contract execution with COI. CDA serves as a pass-through entity for funding received from the federal Administration for Community Living (ACL).
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 these Contracts. If such appropriations are not approved, these Contracts may be immediately terminated without penalty to the County.
STAFFING IMPACT:
N/A
ATTACHMENT(S):
Attachment A - Assignment and Consent Agreement
Attachment B - Seventh Amendment to Contract No. 20-27-0042 with Age Well
Senior Services, Inc.
Attachment C - Redline version of amendment to Contract No. 20-27-0042 with
City of Irvine
Attachment D - Performance Metrics
Attachment E - Contract Summary Form