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Health and Human Services Agency recommending the Board:
1) Make findings in accordance with County Ordinance 3.13.030 that it is appropriate to contract with Elder Options, Inc., for services provided under Agreement 4782 for personal care support services to seniors enrolled in the County’s Family Caregiver Support Program because (B) “Specialty skills and qualifications not expressly identified in classifications are involved in the performance of the work";
2) Approve and authorize the Chair to sign Amendment 1 to Agreement 4782 with Elder Options, Inc., increasing the not-to-exceed amount by $55,000 to a new maximum obligation of $100,000 and updating the hourly rates, with no change to the term of the Agreement of July 1, 2020 through June 30, 2023; and
3) Authorize the Health and Human Services Agency Director, or designee, to execute further documents relating to Agreement 4782, contingent upon County Counsel and Risk Management approval, including amendments which do not increase the maximum dollar amount or term of the Agreement.
FUNDING: State and various Federal sources.
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DISCUSSION / BACKGROUND:
The Health and Human Services Agency (HHSA), Community Services Division receives Federal funding through the California Department of Aging to provide support programs for County residents age 60 and over, including eligible disabled or at-risk adults. These programs are designed to meet the basic needs of this target population including improvement of their quality of life, with the primary goal of helping them remain independent and in their home as long as feasible. Some of these programs include the Family Caregiver Support Program, Senior Health Education Program, Long Term Care Ombudsman, Senior Activities, Senior Nutrition, Senior Legal, and Senior Day Care.
Agreement 4782 was entered into a year ago with the understanding that all budgets, services deliveries, and cost to the County would remain the same levels to coincide with FCSP’s past usage of Contractor’s services. Amendment 1 increases the maximum obligation of Agreement 4782 due to the significant increase in the demand for Caregiver Respite Services through the County’s Family Caregiver Support Program (FCSP) since the execution of the original agreement. Amendment 1 does not change the term of the agreement, July 1, 2020 through June 30, 2023. Additionally, Amendment 1 increases the Contractor's hourly rate by 3% per hour, effective upon final execution of Amendment 1. The demand for services has increased over the past year, but the supply of vendors who have the ability to provide services has not increased to keep pace with demand. Contractor is not obligated to provide services to the County, and it is hoped that by accepting the 3% per hour rate increase, HHSA clients will be more likely to receive these needed services from the Contractor instead of Contractor providing the same services to other entities that are willing to pay much higher rates.
Following the federal procurement guidelines, 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 and Senior Supportive Services. The maximum obligation of Agreement 4782 is being increased to support the increase in the number of new clients requesting respite care, the frequency of the requests from new and existing clients, and to keep pace with the rising costs of providing these services. Amendment 1 is being brought to the Board as the new maximum obligation exceeds Purchasing Agent authority per Board of Supervisors Procurement Policy C-17, Section 7.1.
ALTERNATIVES:
Disapproval of this Amendment will result in HHSA not being able to provide timely, sufficient home care services to meet the needs of the seniors within the community.
PRIOR BOARD ACTION:
N/A
OTHER DEPARTMENT / AGENCY INVOLVEMENT:
Approved by County Counsel, Human Resources, and Risk Management.
CAO RECOMMENDATION:
Approve as recommended.
FINANCIAL IMPACT:
There is no Net County Cost associated with this Agenda item. The funding increase is provided through Federal Older Americans Act and California Department on Aging funds. Sufficient appropriations will be included in the Fiscal Year 2021-22 Budget and in future Budgets for the term of the Agreement.
CLERK OF THE BOARD FOLLOW UP ACTIONS
1) Clerk of the Board to obtain the Chair’s signature on two (2) originals of Amendment 1 to Agreement 4782.
2) Clerk of the Board to return one signed original Amendment to Health and Human Services Agency, Contracts Unit.
STRATEGIC PLAN COMPONENT:
N/A
CONTACT
Don Semon, Director