Title
Health and Human Services Agency (HHSA) recommending the Board:
1) Make findings that the provision of personal care support services to Seniors enrolled in the County’s Family Caregiver Support Program, Aging Supportive Services and Adult Protective Services provided by Elder Options, Inc. are in the public's best interest and that there are specialty skills, qualifications, and equipment not expressly identified in County classifications involved in the performance of the work in accordance with El Dorado County Ordinance Code, Chapter 3.13.030(B);
2) Make findings in accordance with Procurement Policy C-17 Section 3.4(2f) exempting the competitive bidding process for Agreement 7594 because the continuity of providers will provide efficiency or critical knowledge, and other providers cannot provide similar efficiencies or critical knowledge;
3) Approve and authorize the Chair to sign Amendment I to Agreement 7594 with Elder Options, Inc., to retroactively increase the contract value by $100,000, for a new maximum obligation of $200,000, and extend the term for one year for the new amended term of four years from July 1, 2023, through June 30, 2027;
4) Authorize the Purchasing Agent to execute amendments relating to Agreement 7594, contingent upon approval by County Counsel and Risk Management, which do not increase the maximum dollar amount or term of the Agreement; and
5) Authorize the HHSA Director, or the Chief Assistant Director, to execute programmatic, administrative, and fiscal documents relating to Agreement 7594.
FUNDING: 58% State and Federal and 42% General Fund.
Body
DISCUSSION / BACKGROUND:
HHSA, through the Community Services Division Area Agency on Aging (AAA), and Adult Protective Services (APS) receives federal funding through the California Department of Aging (CDA) and California Department of Social Services (CDSS) to provide a wide range of support programs for residents aged 60 and over and eligible disabled or at-risk adults residing in El Dorado County. The FCSP and Senior Supportive Services programs were established under the Older Americans Act (OAA) and are state and federally funded through annual funding agreements issued by the CDA and the OAA. APS provides assistance to elderly and dependent adults who are unable to meet their own needs or are victims of abuse, neglect or exploitation; the APS Home Safe Program was established under Assembly Bill (AB) 1811 for the purpose of providing housing-related support to APS eligible individuals. These programs are designed to help eligible residents to meet their basic needs, improve their quality of life, and to help them remain independent to the extent possible.
HHSA has successfully contracted with Elder Options, Inc. since at least 2004, for the provision of non-medical in-home support services including assistance with homemaker/chores, personal care, transportation to medical appointments, and respite care for clients enrolled in FCSP, Aging Supportive Services, and APS.
Agreement 7594 with Elder Options, Inc., which is shared between HHSA’s APS and AAA programs, was executed on June 27, 2023 (Legistar file 23-0679). Amendment I to Agreement 7594 is necessary to add additional funds to the agreement, establish individual maximum obligation amounts for the AAA and APS programs, extend the expiration date, add rates for Fiscal Year (FY) 2026-27, update additional terms to align with current template language, and update the Contract Administrator and noticing information.
The agreement has experienced an increased usage during FY 2024-25 resulting in the current maximum obligation being expended more quickly than anticipated, necessitating an adjustment to retroactively increase the maximum obligation to ensure payment of $2,918.90 in outstanding invoices for AAA and APS services rendered, and to ensure continuity of future client services. The increased usage is the result of limited available contracted service providers for caregiver respite, transportation/assisted transportation, and non-medical home care, and the high need for services for vulnerable older adults and their caregivers served through the AAA and APS programs.
HHSA is requesting the Board approve Amendment I to Agreement 7594 to ensure continuity of services for vulnerable adult adults and their caregivers in El Dorado County.
ALTERNATIVES:
Should the Board decline to approve this recommendation, the First Amendment to Agreement 7594 will not be executed and HHSA will not be able to pay the outstanding invoices. HHSA has one other contractor that can provide these services but would need to seek out another provider to ensure adequate coverage for the clients enrolled in FCSP, Aging Supportive Services, and APS.
PRIOR BOARD ACTION:
1) 06/22/21, 21-0779, HHSA 4782, Amendment 1, Elder Options, Inc.
2) 06/27/23, 23-0679, HHSA Agreement 7594 Elder Options, Inc.
OTHER DEPARTMENT / AGENCY INVOLVEMENT:
Approved by County Counsel, Human Resources, and Risk Management.
CAO RECOMMENDATION:
Approve as recommended.
FINANCIAL IMPACT:
There is no change in budgeted Net County Cost associated with this Agenda item. Sufficient appropriations were included in the FY 2025-26 Budget and will be included in future budgets for the term of the Agreement.
CLERK OF THE BOARD FOLLOW UP ACTIONS
Clerk of the Board to obtain signature of Chair on one original Amendment I for Agreement 7594.
STRATEGIC PLAN COMPONENT:
N/A
CONTACT
Olivia Byron-Cooper, MPH, Director, Health and Human Services Agency