Title
Health and Human Services Agency, Mental Health Division, recommending the Board consider the following:
1) Approve and authorize the Chair to sign Amendment 1 to Facility Use Agreement 227-O1511 with Telecare Corporation, Inc. to approve Telecare Corporation's use of existing County-owned furniture and equipment currently located in the County's Psychiatric Health Facility, concurrent with and during the term of November 4, 2014 through January 19, 2020;
2) Authorize the Purchasing Agent to execute further documents relating to Agreements 227-O1511 and 221-S1511 (Attachment "Executed Agreement 11-4-14, item 32"), including amendments thereto, which do not increase the dollar amount or term of the Agreement and contingent upon approval by County Counsel and Risk Management;
3) Approve Resolution 001-2015 amending the Fiscal Year 2014/15 approved Personnel Resolution 067-2014 to Delete 10.0 FTE Mental Health Worker I/II, 2.0 FTE Mental Health Clinical Nurse, 5.8 FTE Psychiatric Technician I/II, 1.0 FTE Mental Health Fiscal/Records Assistant, 2.0 FTE Mental Health Clinician IA/IB/II, 1.5 FTE Cook I/II, 1.0 FTE Mental Health Program Coordinator IA/IB/II, and to Add 1.0 FTE Temporary Eligibility Worker I/II, and .50 FTE Public Health Nurse; and
4) Authorize the Health and Human Services Agency Director to terminate Agreement 005-S1511 with Pro-Line Cleaning Services, Inc. for janitorial services at the PHF, effective January 19, 2015 in accordance with the termination provisions of the contract (Refer: 4/22/14, Item 14).
FUNDING: Medi-Cal, County Medical Services Program, Mental Health Re-Alignment, fees from contract counties, State, and Federal Funding.
Body
Fiscal Impact/Change to Net County Cost
There is no impact to Net County Cost associated with this Agenda item. Sufficient funding was included in the Fiscal Year (FY) 2014/15 budget and will be included in future year budgets. The temporary Eligibility Worker I/II allocation will be funded with current year salary savings and removed during the Fiscal Year 2015/16 budget process.
Background
Prior Board Actions
On April 29, 2013, the Health and Human Services Agency (HHSA) received approval from the Board of Supervisors (Board) to proceed with the publication of a Request for Proposal to invite qualified firms, groups, or organizations to submit proposals for the operation and management of the County's Psychiatric Health Facility (PHF) (Agenda Item 32; File ID 14-0517).
The Request for Proposal Solicitation 14-918-72 resulted in the Board authorizing the Director of HHSA to negotiate a contract with Telecare Corporation, Inc. (Telecare) on August 26, 2014 (Agenda Item 36; File ID 14-0517) and directing the Director of HHSA to work with the Chief Administrative Office, Human Resources, and El Dorado County Employees Association, Local 1 (Local 1) to develop a transition plan for employees impacted by the privatization of the PHF to ensure they are offered employment within HHSA.
On November 4, 2014, the Board approved an agreement for services with Telecare (Agreement #221-S1511) as well as a Facility Use Agreement (Agreement #227-O1511). (Agenda Item 32; File ID 14-0517). In summary, the agreement for services has a term beginning upon execution through January 19, 2020, with an estimated annual budget of approximately $2.4 million. The Facility Use Agreement 227-O1511 (FUA) with Telecare was developed to allow Telecare to use the PHF facility, a County-owned building. This FUA includes various improvements to the facility required to provide for greater quality of care and safety of staff and clients, as well as outlines the roles and responsibilities of both the County and Telecare related to the use, maintenance, and repair of the facility during the operation of the PHF.
On November 17, 2014, the Board authorized the Chair to sign a Letter of Agreement with Local 1, as a side letter to the MOU between the County and Local 1 to facilitate the re-deployment of staff from the PHF to other vacant positions within HHSA in accordance with the Local 1 MOU and the Local Agency Personnel Standards Rules. The County further authorized the Director of Human Resources to issue lay-off notices, when appropriate, to accomplish re-deployment of HHSA staff to Merit positions in compliance with Merit rules (Agenda Item 28; File ID 14-0517).
Current Recommendations
HHSA has prepared Amendment I to FUA to add language to clarify that Telecare may use the existing County furniture and equipment currently located at the PHF, and further clarify the use of said furniture and equipment will be "as is" and without warranty or cost to the County for maintenance, repair, or replacement of these items.
To finalize the transition of the PHF to Telecare and the re-deployment of staff to other positions in HHSA, HHSA is recommending the Board approve Personnel Resolution xxx-2015. The resolution deletes the following allocations: 10.0 FTE Mental Health Worker I/II, 2.0 FTE Mental Health Clinical Nurse, 5.8 FTE Psychiatric Technician, 1.0 FTE Mental Health Fiscal/Records Assistant, 2.0 FTE Mental Health Clinician IA/IC/II, 1.0 FTE Mental Health Program Coordinator, and 1.5 FTE Cook I/II.
In addition, the resolution increases the Public Health Nurse allocation by .50 FTE using savings from budgeted extra help salaries. The services that will be provided as a result of the increased FTE were previously provided through the use of Extra Help Retired Annuitants. By increasing this allocation it will allow for these services to be provided by a permanent employee and ensure compliance with requirements relative to the Public Employee's Pension Reform Act as well as the use of Extra Help staff.
HHSA was successful in placing all impacted staff into existing vacancies with the exception of one employee. As a result, HHSA is requesting approval to add one temporary Eligibility Worker I/II allocation until an existing allocation vacates through attrition which we anticipate will occur no later than June 30, 2015.
Placing the impacted staff into existing vacancies in the Social Services Division, as well as the addition of one temporary Eligibility Worker I/II allocation will allow HHSA to address a critical need due to the increased demand caused by the implementation of the Affordable Care Act and the associated open enrollment that began on November 15, 2014. Comparison of data from July 2013 to July 2014 indicates a 62% increase in overall caseload, a 39% increase in persons receiving medical assistance, and pending applications have increased by 100% year to year. Social Services also draws down funding within its allocation from the state based on HHSA's cost to provide eligibility services, so in addition to the critical need for staff to support this program, there is also sufficient funding in this program's budget to support the additional Eligibility Worker I/II allocation requested. Furthermore, Eligibility currently has two employees on extended leave, so the temporary allocation will assist in covering their responsibilities while they are out.
The final recommendation to terminate the agreement with Pro-Line Cleaning Services, Inc. (14-0393, April 22, 2014) is a result of the County no longer being responsible for custodial services in the PHF. This termination is in accordance with Agreement 005-S1511 between Pro-Line Cleaning Services, Inc., and the County, Article XII Default, Termination, and Cancellation, Section D: "County may terminate this Agreement in whole or in part upon seven (7) calendar days written notice by County without cause. If such prior termination is effected, County will pay for satisfactory services rendered prior to the effective dates as set forth in the Notice of Termination provided to the Contractor, and for such other services, which County may agree to in writing as necessary for contract resolution. In no event, however, shall County be obligated to pay more than the total amount of the contract. Upon receipt of a Notice of Termination, Contractor shall promptly discontinue all services affected, as of the effective date of termination set forth in such Notice of Termination, unless the notice directs otherwise."
Reason for Recommendation
HHSA requests approval of Amendment I to FUA to add language to clarify the terms and conditions for Telecare to use existing County furniture and equipment currently located at the PHF.
HHSA requests approval of the Personnel Resolution to delete the allocations from the PHF program that are no longer needed as a result of privatizing the PHF. In addition, approval of the Personnel Resolution is necessary to add a temporary allocation to place staff impacted from the privatization of the PHF to other programs within HHSA where both a need for staff and sufficient funding are available.
HHSA requests the Board authorize the HHSA Director to terminate Agreement 005-S1511 with Pro-Line Cleaning Services, Inc. for janitorial services at the PHF. These services will no longer be required once Telecare assumes the PHF operations.
Clerk of the Board Follow Up Actions
1. Clerk of the Board to obtain signature of the Chair on two (2) originals of Amendment I to Facility Use Agreement 227-O1511.
2. Clerk of the Board to forward one (1) fully executed original Amendment I to Facility Use Agreement 227-O1511 to HHSA at 3057 Briw Road.
3. Clerk of the Board to forward a certified copy of the signed Resolution to HHSA at 3057 Briw Road.
Contact
Don Ashton, M.P.A., Director
Concurrences
County Counsel, Risk Management, Human Resources