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Agenda Item
ASR
Control 24-000072 |
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MEETING
DATE: |
03/26/24 |
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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: |
Health
Care Agency (Approved) |
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Department contact person(s): |
Mindy
Winterswyk (714) 834-5052 |
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Debra
Baetz (714) 834-2830 |
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Subject: Amendment
to Master Contract for Surge Services for Employee Health Services
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ceo CONCUR |
County Counsel Review |
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: $100,000 |
Annual
Cost: FY 2024-25 $300,000 |
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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: N/A |
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RECOMMENDED
ACTION(S):
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1. |
Approve Amendment No. 1 to the Master
Contract with various providers for provision of Surge Services for Employee
Health Services, to increase the Master Contract’s aggregate amount not to
exceed by $700,000 for a revised contract total aggregate amount not to
exceed $1,255,000, effective April 26, 2024, through June 30, 2026. |
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2. |
Approve Amendment No. 1 to the
individual Contract with ATC Healthcare Services, LLC for provision of Surge
Services for Employee Health Services effective April 26, 2024, through June
30, 2026. |
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3. |
Approve Amendment No. 1
to the individual Contract with Health Advocates Network, Inc. for provision
of Surge Services for Employee Health Services effective April 26, 2024,
through June 30, 2026. |
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4. |
Approve Amendment No. 1 to the
individual Contract with Infojini, Inc. for provision of Surge Services for
Employee Health Services effective April 26, 2024, through June 30, 2026. |
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5. |
Approve Amendment No. 1 to the
individual Contract with Marquee Staffing for provision of Surge Services for
Employee Health Services effective April 26, 2024, through June 30, 2026. |
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6. |
Approve Amendment No. 1 to the
individual Contract with Maxim Healthcare Staffing Services, Inc. for
provision of Surge Services for Employee Health Services effective April 26,
2024, through June 30, 2026. |
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7. |
Approve Amendment No. 1 to the
individual Contract with Rapid Reliable Testing CA, LLC for provision of
Surge Services for Employee Health Services effective April 26, 2024, through
June 30, 2026. |
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8. |
Approve Amendment No. 1 to the
individual Contract with Star Nursing, Inc. for provision of Surge Services
for Employee Health Services effective April 26, 2024, through June 30, 2026. |
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9. |
Pursuant to
Contract Policy Manual Section 3.4-114, authorize County Procurement Officer
or Deputized designee to exercise a contingency contract cost increase not to
exceed a total of 10 percent of the contract amount for the first year of the
contract(s), for the entire term of the contract(s), including renewals, and
within the scope of work set forth in the contract(s). The use of the
contingency contract cost increase is subject to approval requirements established
by the County Procurement Officer. |
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10. |
Authorize the
County Procurement Officer or Deputized designee to execute the Amendment to
the Master Contract and the individual contracts as referenced in the
Recommended Actions above. |
SUMMARY:
Approval of the
Amendments to the Master Contract and the individual contracts for the
provision of Surge Services for Employee Health will ensure adequate staffing
for routine mobile Occupational Health services including California
Occupational Safety and Health mandated medical examinations, required medical
surveillance screening, associated laboratory testing, vaccinations, and
worksite communicable disease case management, at worksites throughout Orange
County, serving employees, professional service contractors, interns,
volunteers, Contractors, and applicants
seeking employment with the County of Orange.
BACKGROUND
INFORMATION:
Employee
Health Services (EHS) has successfully expanded Occupational Health services
beyond the EHS clinic to provide services to employees at their worksite and to
County candidates at Hiring Fairs. This method of service delivery is welcomed
by departments and supervisors as it reduces time away from work, improves
employee compliance rates, and presents minimal disruption to their workday.
Employees appreciate the convenience of receiving services within their
workplace, without parking and travel costs, and new hires benefit from
expedited medical clearance. Additional staffing through this contract is
required to maintain normal operations at the EHS clinic, coordinate worksite
events and staff mobile services.
On April 7, 2023, the Health Care Agency
(HCA) issued a Request for Application for a new Contract for the provision of
Surge Services for Employee Health Services. Seven applicants, ATC Healthcare
Services, LLC, Health Advocates Network, Inc., Infojini, Inc., Marquee
Staffing, Maxim Healthcare Staffing Services, Inc., Rapid Reliable Testing CA,
LLC and Star Nursing, Inc. were deemed responsive and awarded contracts under
the Master Contract with an aggregate annual contract maximum obligation of
$185,000 per year for the term of July 1, 2023, through June 30, 2026. All
Contracts were executed pursuant to Deputy Purchasing Agent delegated
authority. Prior to contract expiration, HCA plans to renew for an additional
two years. The Orange County Preference Policy is not applicable to these
Amendments.
Scope of Services
EHS performs medical screenings and job
duty related testing for County of Orange new-hire candidates and employees.
Employees with workplace hazards or exposure risks are provided with California
Occupational Safety and Health Act (Cal/OSHA) mandated medical surveillance and
vaccines at regular intervals throughout their careers with the County. Nurses
investigate and manage communicable disease cases for County of Orange
employees and non-employee Emergency Responders who provide services in Orange
County.
Performance
Outcomes
The
Master Contract and individual Contracts for Surge Services for EHS are Fee for
Service contracts, to be paid in arrears, with an aggregate maximum obligation;
Contractors will be paid based on the schedule of fees set forth the Contract
and included in Attachment I, Contract Summary Forms, for the Board's
convenience.
The goal for this Amendment is to continue
access to contracted staffing services to provide for additional funding,
ensuring consistent levels of Occupational Health service provision, by means
of contracted staff.
Due to a
significant increase in Occupational Health service requests across a wide
variety of County emergency response and preparedness departments, specifically
HCA and SSA, beyond what was anticipated, the original budget will be
surpassed, necessitating an additional $700,000 to be added to the Master
Contract’s aggregate amount for the remaining term of the current Fiscal Year
and including the next two Fiscal Years. Requests for mobile Occupational
Health services have increased
substantially in an effort by departments to reduce employee time away from
work, and by Human Resources Recruitment to expedite the medical and background
clearance for new hires, by allowing EHS to provide services in the workplace
and at hiring events throughout the year. This need will be met through
the additional funding for this Contract.
ATC Healthcare
Services, LLC, Health Advocates Network, Inc., Infojini, Inc., Marquee
Staffing, Maxim Healthcare Staffing Services, Inc., Rapid Reliable Testing CA,
LLC and Star Nursing, Inc. performance has been confirmed as satisfactory. HCA
has verified there are no concerns regarding Contractors’ ownership/name,
litigation status or conflicts with County Interests.
The Contracts do
not include subcontractors. See Attachment I for Contract Summary Forms.
HCA requests the Board approve the
Amendments to the Master Contract and individual Contracts with ATC Healthcare
Services, LLC, Health Advocates Network, Inc., Infojini, Inc., Marquee
Staffing, Maxim Healthcare Staffing Services, Inc., Rapid Reliable Testing CA,
LLC and Star Nursing, Inc. for provision of Surge Services for Employee Health
Services, as referenced in the Recommended Actions.
FINANCIAL IMPACT:
Appropriations for
this Amendment are included in Budget Control 042 FY 2023-24 Budget and will be
included in the budgeting process for future years.
Funding Source
General Fund: 1%
State: 11%
Federal: 2%
Fees/Other: 86%
The funding
percentages above include an aggregate of funding sources within multiple HCA
programs and the cost application to county departments and agencies
anticipated to utilize Employee Health services.
The Contract
includes provisions allowing HCA to terminate the Contract, reduce the level of
services, and/or renegotiate the levels of services provided, as necessary.
This includes a notice that allows HCA adequate time to transition or terminate
services to clients, if necessary.
STAFFING IMPACT:
N/A
ATTACHMENT(S):
Attachment A - Amendment No. 1 to
Master Contract MA-042-23011560 for Surge Services for Employee Health Services
Attachment B - Amendment No. 1 to Contract MA-042-23011560 for Surge Services
for Employee Health Services with ATC Healthcare Services, LLC
Attachment C - Amendment No. 1 to Contract MA-042-23011560 for Surge Services
for Employee Health Services with Health Advocates Network, Inc.
Attachment D - Amendment No. 1 to Contract MA-042-23011560 for Surge Services
for Employee Health Services with
Infojini, Inc.
Attachment E - Amendment No. 1 to Contract MA-042-23011560 for Surge Services
for Employee Health Services with Marquee Staffing
Attachment F - Amendment No. 1 to Contract MA-042-23011560 for Surge Services
for Employee Health Services with Maxim Healthcare Staffing Services, Inc.
Attachment G - Amendment No. 1 to Contract MA-042-23011560 for Surge Services for Employee Health Services
with Rapid Reliable Testing CA, LLC
Attachment H - Amendment No. 1 to Contract MA-042-23011560 for Surge Services
for Employee Health Services with Star Nursing, Inc.
Attachment I - Contract Summary Forms to Attachments A, B, C, D, E, F, G, and H
Attachment J - Redline to Attachment A
Attachment K - Redline to Attachment B
Attachment L - Redline to Attachment C
Attachment M - Redline to Attachment D
Attachment N - Redline to Attachment E
Attachment O - Redline to Attachment F
Attachment P - Redline to Attachment G
Attachment Q - Redline to Attachment H