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Agenda Item
ASR
Control 24-000292 |
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MEETING
DATE: |
05/21/24 |
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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: |
Social
Services Agency (Approved) |
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Department contact person(s): |
An
Tran (714) 541-7708 |
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James
Cho (714) 541-7711 |
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Subject: Agreement
for Elder and Dependent Adult Abuse Consultation Services
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ceo CONCUR |
County Counsel Review |
Clerk of the
Board |
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Concur |
Approved Agreement to Form |
Consent Calendar |
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3 Votes Board Majority |
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Budgeted: N/A |
Current
Year Cost: N/A |
Annual
Cost: FY 2024-25 $228,723 |
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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: 4/13/2021 #11 |
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RECOMMENDED
ACTION(S):
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1. |
Authorize the County Procurement Officer
or Deputized designee to execute Contract with The Regents of the University
of California, on behalf of the University of California Irvine School of
Medicine, for Elder and Dependent Adult Abuse Consultation Services, for the
term of July 1, 2024, through June 30, 2027, in an amount not to exceed
$722,656. |
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2. |
Pursuant to Contract Policy Manual
Section 3.4-114, authorize the 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,
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. |
SUMMARY:
Approval of the
Contract with The Regents of the University of California will enable the
Social Services Agency to continue consultation services to assess elder and
dependent adult abuse through the Elder Abuse Forensic Center.
BACKGROUND INFORMATION:
On April 13, 2021,
the Social Services Agency (SSA) obtained the Board of Supervisors' (Board)
approval of the current Contract with The Regents of the University of
California, on behalf of the University of California Irvine (UCI) School of Medicine,
for the term of July 1, 2021, through June 30, 2024. This Contract provides
funds to support Orange County’s Elder Abuse Forensic Center (EAFC).
The EAFC provides
technical assistance, training curricula, research findings and other materials
used to identify and prevent future maltreatment of elder and dependent adults.
Services include case reviews, in-home medical assessments and mental status evaluations,
evidentiary investigations, taped victim interviews, education, consultations
and research. Professionals from Social Services Agency (SSA), Health Care
Agency, the District Attorney, law enforcement agencies, geriatricians,
psychologists and other medical personnel staff the EAFC. The collaborative
brings these experts together to improve understanding, identification, and
treatment of elder and dependent adult abuse.
In Orange County,
reports of elder abuse, neglect and exploitation have increased 26 percent from
2020 to 2023. This trend is attributed to an increase in the number of adults
aged 60 and older living in the County, the increased vulnerability of older
adults who are living longer with dementia and physical frailty and increased reporting
due to financial institutions becoming mandated reporters in 2007. From January
1, 2023, through December 31, 2023, SSA’s Adult Protective Services
investigated 16,984 unduplicated reports of elder or dependent adult abuse. The
most difficult cases come through the EAFC for review and assessment, as they
tend to involve multiple forms of physical, emotional or sexual abuse, as well
as instances of financial exploitation and neglect.
The UCI School of
Medicine, Division of Geriatric Medicine and Gerontology, provides consultation
services under the Contract at the EAFC. This Contract funds staff to conduct
Elder and Dependent Adult Abuse Consultation Services. The EAFC Team meets
weekly with SSA staff to discuss cases, provide medical and psychological
information and advice, review records and medication lists, offer suggestions
for case management and propose strategies for interventions or next steps.
This helps SSA staff to develop interagency action plans and coordinate with
community resources. Additionally, services may involve direct assessments by
UCI physicians and/or psychologists.
SSA negotiated
this Contract without formal advertising in compliance with California
Department of Social Services Purchase of Service Regulation 23-650.1.14 -Procurement
by Negotiation, which authorizes negotiation for any service rendered by any
federal, state or local government agency, public university, public college or
other public educational institution for a contract term up to three years.
The EAFC provided
services for the period of July 1, 2021, through March 31, 2024, as follows:
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Goal/Outcomes |
FY 2021-22 |
FY 2022-23 |
FY 2023-24* |
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1. Ensure that a
minimum of 75% of Case Conferences are completed within 30 calendar days of
the EAFC referral. |
100% |
100% |
100% |
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2. Conduct
Medical Record Reviews in accordance with Contract and submit a report in a
format approved by SSA, that contains, but is not limited to, summaries of
medical record reviews and home visits, as well as reports of capacity
assessments and outcomes, and also recommendations for follow-up, to the
referring agency within 45 business days of referral. |
100% |
100% |
100% |
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3. Ensure that a
minimum of 75% of Client Assessments are completed within 30 calendar days of
the date the assessment is referred to the EAFC. |
100% |
100% |
80% |
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4. Ensure that a
minimum of 75% of Capacity Assessments are completed within 30 calendar days
of the date the case is presented to the EAFC. |
100% |
100% |
100% |
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5. Conduct an
annual outcome assessment approved by SSA and provide SSA with data and
statistics specific to services described in this Agreement on a mutually
agreed upon basis. |
Completed |
Completed |
Completed |
*Data through March
31, 2024.
SSA has assessed the Contract’s structure
and UCI’s performance and determined that changes to the outcomes are needed to
measure the success of the Contractor.
The following are new outcomes for FY
2024-25, through FY 2026-27. Outcomes 1,
2, and 3 remain the same as the previous outcomes. Outcomes 3 and 5 from the previous Contract
were removed because they no longer reflect the Contract’s scope of work.
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Goal/Outcomes |
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1. Ensure that a
minimum of 75% of the cases referred by SSA or other EAFC Member Agencies are
presented at the EAFC within 30 calendar days of referral. |
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2. Ensure that a
minimum of 90% of Medical Record Reviews are submitted to the referring
agency within 45 business days of referral. |
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3. Ensure that a
minimum of 75% of Capacity Assessments are initiated within 30 working days
of the date requested. CONTRACTOR and ADMINISTRATOR may mutually agree to
extend the report assessment completion deadline. |
The SSA now
requests the Board’s approval of the Contract with UCI for Elder and Dependent
Adult Abuse Consultation Services for the term of July 1, 2024, through June
30, 2027, with a maximum obligation of $722,656. SSA is requesting a 10 percent
contingency cost increase in the event there is an increased need for these
services.
The Contractor’s
performance has been confirmed as satisfactory. SSA has verified there are no
concerns that must be addressed with respect to Contractor’s ownership, name,
litigation status or conflicts with County interests.
This Contract has non-standard
indemnification provisions that call for mutual indemnity by the parties, in
proportion to and to the extent the indemnity’s liability for injury or damages
arising out of performance of the Contract is caused by, or results from,
negligent or intentional acts or omissions of the indemnitor. In addition, the
insurance provisions differ from the standard requirements in that The Regents
of the University of California is a self-insured body. County Executive
Office/Risk Management has deemed these provisions acceptable.
This Contract, due
to the nature of the services, could require the addition of subcontractors. To
add subcontractors to the Contract, the contractor must seek express consent
from SSA. Should the addition of a subcontractor impact the scope of work
and/or contract amount, SSA will bring the item back to the Board for approval.
In the past, subcontractors have not been used for this Contract. See
Attachment B for Contract Summary Form.
FINANCIAL IMPACT:
Appropriations for
this Contract will be included in Budget Control 063, Social Services Agency FY
2024-25 Budget and will be included in the budgeting process for future years.
This Contract is
funded by County 30 percent and state 2011 Realignment 70 percent funds.
County funds are required match to access state funding.
Contingency of Funds
The proposed Contract includes provisions
that the Contract is contingent upon the availability of funds and inclusion of
sufficient funds in the budget approved by the Board for each fiscal year the
Contract remains in effect or operation. In the event such funding is
terminated, the County may terminate the Contract without penalty. In the event
such funding is reduced, the County shall request to amend the Contract to
reduce the County’s maximum obligation upon 30 days prior written notice to
Contractor. County and Contractor shall negotiate to reduce the County’s
maximum obligation and proportionate reduction in Contractor’s service
obligations. County may terminate the Contract without cause after 30 days
written notice.
STAFFING IMPACT:
N/A
ATTACHMENT(S):
Attachment A - Contract
MA-063-24010941 with UCI
Attachment B - Contract Summary Form
Attachment C - Risk Assessment of Insurance Terms
Attachment D - Cited Codes, Regulations and/or Statues