Agenda Item   

AGENDA STAFF REPORT

 

                                                                                                                        ASR Control  23-000999

 

MEETING DATE:

04/23/24

legal entity taking action:

Board of Supervisors

board of supervisors district(s):

2, 5

SUBMITTING Agency/Department:

Health Care Agency   (Approved)

Department contact person(s):

Annette Mugrditchian (714) 834-5026 

 

 

Veronica Kelley (714) 834-7024

 

 

Subject:  Contracts for Representative Payee and Supplemental Security Income Services

 

      ceo CONCUR

County Counsel Review

Clerk of the Board

          Concur

Approved Agreement to Form

Discussion

 

 

3 Votes Board Majority

 

 

 

    Budgeted: N/A

Current Year Cost:   N/A

Annual Cost: FY 2024-25 $641,540
FY 2025-26 $641,540
FY 2026-27 $641,540

 

 

 

    Staffing Impact:

No

# of Positions:            

Sole Source:   N/A

    Current Fiscal Year Revenue: N/A

   Funding Source:     State: 100% (Mental Health Realignment and Managed Care Realignment)

County Audit in last 3 years: No

   Levine Act Review Completed: Yes

 

    Prior Board Action:         3/14/2023 #17, 22, 5/10/2022 #5, 23, 5/21/2019 #24

 

RECOMMENDED ACTION(S):

 

 

1.

Approve the selection of and Contract with Resource Oversight & Guidance Services, Inc. for provision of Adult Mental Health Representative Payee Services for the term of July 1, 2024, through June 30, 2027, in an amount not to exceed $553,518, renewable for two additional one-year terms.

 

2.

Approve the selection of and Contract with Orange County Association for Mental Health dba Mental Health Association of Orange County for provision of Supplemental Security Income Outreach Services for the term of July 1, 2024, through June 30, 2027, in an amount not to exceed $1,371,102, renewable for two additional one-year terms.

 

 

3.

Pursuant to Contract Policy Manual Section 3.4-114, authorize the County Procurement Officer  or Deputized designee, to exercise a contingency contract cost increase in an amount not to exceed 10 percent of the contract amount for the first year of the contract, for the entire term of the Contract, including renewals, and within the scope of work set forth in the contract. The use of this contingency contract cost increase is subject to approval requirements established by the County Procurement Officer. 

 

4.

Authorize the County Procurement Officer or Deputized designee to execute the Contracts with Resource Oversight & Guidance Services, Inc. and Orange County Association for Mental Health dba Mental Health Association of Orange County, as referenced in the Recommended Action above.

 

 

 

 

SUMMARY:

 

Approval of the Contracts for provision of Adult Mental Health Representative Payee Services and Supplemental Security Income Outreach Services will provide financial assistance and protection from financial abuse and victimization, assistance in applying for benefits and representation in court to appeal denial of benefits for seriously mentally ill adults 18 years and older.

 

 

 

BACKGROUND INFORMATION:

 

On May 21, 2019, your Honorable Board of Supervisors (Board) approved the current Contracts with Resource Oversight & Guidance Services, Inc. (ROG) for the provision of Representative Payee Services and with Orange County Mental Health Association dba Mental Health Association of Orange County (MHA) for the provision of Social Security Income Supplemental Security Income (SSI) Outreach Services. The current Contracts with ROG and MHA expires June 30, 2024.

 

Board Date

Contract/Amendment

Action

Term

May 21, 2019

Contracts

Board Approved Contracts

with ROG and MHA

July 1, 2019 – June 30, 2022

May 10, 2022

Amendment No. 1

 

Board Approved Renewal Amendments

with ROG and MHA

July 1, 2022 – June 30, 2023

March 14, 2023

 

Amendment No. 2

Board Approved Renewal Amendments

with ROG and MHA

July 1, 2023 – June 30, 2024

 

On November 7, 2023, the Health Care Agency (HCA) released a Request for Proposals (RFP) in the County’s online bidding system to solicit proposals from qualified providers to provide Adult Mental Health Representative Payee and SSI Outreach Services. The RFP included the County’s intent to award one contract per service to the qualified proponents whose proposals were determined to be the most responsive to the requirements of the RFP.

 

HCA received one proposal for Adult Mental Health Representative Payee Services by the deadline of December 11, 2023, which was deemed qualified. Although the RFP was shared with all County online bidding system registered users, few are able to meet the regulatory requirements to be able to provide the solicited highly specialized services. HCA evaluated the proposal and recommended award of the contract to ROG for Adult Mental Health Representative Payee Services. Per the Contract Policy Manual 4.3-110, the project manager/department designee reviewed the proposal. HCA staff conducted due diligence on the Contractor. Reference Checks were satisfactory and completed with Telecare Steps Orange County, Pathways, and Telecare La Luz San Diego.

 

HCA received two proposals by the December 11, 2023 deadline, for SSI Outreach Services, one from Maximus US Services, and one from MHA. Maximus US Services, Inc. withdrew their proposal at their own discretion after the evaluation by the panel was completed. 

 

Proposal Evaluation Process

The evaluation panel was comprised of one county manager with subject matter expertise and two public members with subject matter expertise. Evaluation panel members independently rated the proposals using the following criteria and possible maximum points:

 

Evaluation Criteria

Maximum Points

Experience and Qualifications

10

Services

35

Performance Objectives

15

Staffing

 

15

 

Facility

 5

Budget

 

10

 

Interview

 

10

Total Maximum Points

100

 

Proponent

Average Score

MHA

 

81.41

 

 

The evaluation panel deemed the proposal submitted by MHA. to be responsive and qualified based on their experience and services to be provided.

 

HCA has completed successful negotiations and recommends award of the Contract to MHA. HCA staff have conducted due diligence on MHA. Reference checks were satisfactory and completed with Disability Rights California, Nami Orange County, and the Orange County Public Defender regarding similar projects. See Attachment D for Individual Score Sheets with questions from Maximus US Services, and MHA.

 

The Orange County Preference Policy is not applicable to this Contract.

 

Adult Mental Health Representative Payee Services:

 

Scope of Services


 

 

Adult Mental Health Representative Payee Services are provided to seriously mentally ill adults, age 18 and older, who have been referred from County or County-contracted behavioral health programs as well as the Public Guardian's office and are required by the Social Security Administration (SSA) to ensure that clients have a Representative Payee in order for them to receive their benefits. Services include but are not limited to maintaining legal status as the Representative Payee for each client, establishing an individual trust account for each client and establishing the process for receiving all client income, making routine and emergency payments on behalf of clients, and providing all reports as required by the SSA or other agencies as necessary.

 

ROG’s administrative office is located in Laguna Niguel with services being provided to clients throughout Orange County communities.

 

Performance Outcomes

 

Performance Outcomes with ROG are shown below for FY 2021-22, 2022-23, and 2023-24 through January 31, 2024. As part of the renewal for FY 2022-23, the Performance Outcomes were modified. The performance outcome for the proposed contract will remain consistent with the previous contract term. ROG will implement monthly outreach presentations to all referring parties and will continue to work with County to assist staff with the referral process.

 

FY 2021-22 Outcomes

FY 2022-23 Outcomes

FY 2023-24 Outcomes (July through January)

Performance Measure           

Actual

Performance Measure

Actual

Performance Measure

Actual

 

 

 

 

 

 

120

132

150

111*

150

112

*FY 2022-23 actual outcome did not meet the performance measure due to fewer than anticipated referrals from LPS/Public Guardian.

Supplemental Security Income Outreach Services:

 

Scope of Services

 

SSI Outreach Services are provided to seriously mentally ill adults, age 18 and older, who have been referred or approved by County, and include assistance and support in completing the necessary paperwork and compiling supporting documentation in the application process for SSI Benefits, as well as for appealing denials of benefits known as special circumstances cases.  The SSI Outreach team will be responsible for the thorough understanding of the current and pending requirements for the SSI application and approval process, and for conducting educational trainings for County and contracted program staff regarding eligibility requirements and the application process.  

 

Performance Outcomes

 

Performance Outcomes are shown below for FY 2021-22, 2022-23, and 2023-24 through January 31, 2024. The performance outcome for the proposed contract will remain consistent with the previous contract term.


 

 

Performance Outcome Measures

FY 2021-22 Actual Outcomes

 

FY 2022-23 Actual Outcomes

 

FY 2023-24 Actual Outcomes (July through January)

Serve a minimum of 200 clients annually

 

239

229

205

 

Achieve a 90% approval rate in obtaining benefits

 

90.20%

 

91.49%

 

78.57%*

 

*It is anticipated that the established measure of achieving a 90% approval rate in obtaining benefits will be met by June 30, 2024.

 

Both Contractors’ performance has been confirmed as at least satisfactory. HCA has verified there are no concerns that must be addressed with respect to either Contractor's ownership/name, litigation status or conflicts with County interests.

 

HCA requests that the Board authorize, pursuant to Contract Policy Manual Section 3.4-114, the County Procurement Officer or Deputized designee, to exercise a contingency contract cost increase in an amount not to exceed 10 percent of the contract amount for the first year of the contract, for the entire term of the Contract, including renewals, and within the scope of work set forth in the contract. The contingency provision would be exercised in the event there is an increase in the projected services needed for the clients being served. The use of this contingency contract cost increase is subject to approval requirements established by the County Procurement Officer.

 

These Contracts do not currently include subcontractors or pass through to other providers. See Attachment C for Contract Summary Forms.

 

HCA requests that the Board approve the selection of and Contract with ROG for provision of Adult Mental Health Representative Payee Services, and the selection of and Contract with MHA for provision of SSI Outreach Services, as referenced in the Recommended Actions.

 

 

 

FINANCIAL IMPACT:

 

Appropriations for these Contracts will be included in the FY 2024-25 Budget and will be included in the budgeting process for future years.

 

The proposed 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 – Contract MA -042-24011139 for Adult Mental Health Representative Payee Services with Resource Oversight & Guidance Services, Inc.
Attachment B- Contract MA-042-24010947 for Supplemental Security Income Outreach Services with Orange County Association for Mental Health dba Mental Health Association of Orange County 
Attachment C - Contract Summary Forms
Attachment D - Individual Score Sheet with RFP Questions, Supplemental Security Income Outreach Services