HomeMy WebLinkAboutMINUTES - 07271993 - 1.48 -4O: `' ,r, BOARD OF SUPERVISORS ! 1 . 4
FROM: Mark Finucane, Health Services Director /*
Contra
By: Elizabeth A. Spooner, Contracts Administrator �`�S♦a
DATE: July 13, 199309 County
SUBJECT: Approval of Contract Amendment Agreement #24-728-55 with
Rubicon Programs, Inc.
SPECIFIC REQUEST(S) OR RECOMMENDATION(S) & BACKGROUND AND JUSTIFICATION
I. RECOMMENDED ACTION:
Approve and authorize the Chair, Board of Supervisors, to execute, on
behalf of the County, Contract Amendment Agreement #24-728-55, to
reform Novation Contract #24-728-52 (as amended) with Rubicon
Programs, Inc. , effective July 1, 1992, in order to increase the
Contract Payment Limit by $12, 152 to reflect increased Federal Medi-
Cal revenue at no additional cost to the County.
II. FINANCIAL IMPACT:
On December 15, 1992 , the Board of Supervisors authorized certain
Cost-of-Living reductions in the Fiscal Year 1992-93 payment limits
for mental health program contracts, including Contract #24-728 with
Rubicon Programs, Inc. Subsequent to the COLA negotiations, the
Department concluded negotiations with this Contractor regarding a
payment limit increase in Contract #24-728 in order to maximize
Federal Medi-Cal revenue, effective July 1, 1992, as follows:
$ 714, 470 Reduced Fiscal Year 1992-93 Payment Limit
12 , 152 Additional Federal Medi-Cal Revenue (Fed. FFP Share)
$ 726,622 Revised Fiscal Year 1992-93 Payment Limit
This Reformation includes a total contract payment limit of $1,421,922
for the two Fiscal Years combined, from July 1, 1991 through June 30,
1993, with an automatic six-month extension payment limit of $357, 770
for the period from July 1, 1993 through December 31, 1993 .
These Contract amounts are included in the Health Services
Department's Budgets for both Fiscal Years (Org. #5942) and are funded
by the Federal ADAMHA Block Grant, County/Mental Health Realignment,
and Federal Medi-Cal. This Contract reformation places the Contractor
at risk for serving a sufficient number of Medi-Cal clients and for
producing a sufficient number of Federal Medi-Cal service units to
earn at least $289,230 in Federal Medi-Cal revenue (Federal Financial
Participation/FFP share) , which includes the $12, 152 increase, at no
additional cost to the County, in the Contractor's Rubicon and
Synthesis Habilitative Day Treatment Programs.
CONTINUED ON ATTACHMENT:._YES SIGNATUR 6'
RECOMMENDATION OF COUNTY ADMINISTRATOR RECOM DA ION OF BOARD 160MMITTEE
APPROVE OTHER
SIGNATURE(S)
ACTION OF BOARD ON APPROVED AS RECOMMENDED OTHER
VOTE OF SUPERVISORS
C.�
UNANIMOUS (ABSENT ) I HEREBY CERTIFY THAT THIS IS A TRUE
AYES: NOES: AND CORRECT COPY OF AN ACTION TAKEN
ABSENT: ABSTAIN: AND ENTERED ON THE MINUTES OF THE BOARD
OF SUPERVISORS ON THE DATE SHOWN.
Contact: Lorna Bastian. (313-6411)CC: Health Services (Contracts) ATTESTED
Risk Management Phil hews clKik of the'board of
Auditor-Controller Supervisors and CGunty Administrator
Contractor
DEPUTY
M38217-83 BY e_A�
Board Order
Contract Amendment Agreement #24-728-55
Rubicon Programs, Inc.
Page 2
III. REASONS FOR RECOMMENDATIONS/BACKGROUND:
This increase in the Contract's Fiscal Year 1992-93 Payment Limit is
based on a significant increase in the number of Medi-Cal eligible
clients and billable service units resulting from the Contractor's
efforts to help more of its clients obtain Medi-Cal coverage. This
reformation continues the Contractor's provision of vocational
outreach, independent living residential treatment, and habilitative
day treatment program services for mentally disabled adults in West
County.
,Cont,:& Costa County 4 Standard Form 1/87
P
CONTRACT AMENDMENT AGREEMENT
(Purchase of Services) Number 24-728-55
Reformation Fund/Org J 5942
Account # 2320
Other
1. Identification of Contract to be Amended.
Number: 24-728-52 (as amended by Contract Amendment
Agreements #24-728-53 and #24-728-54)
Effective Date: July 1, 1991
Department: Health Services - Mental Health Division
Subject: Administrative Services for Vocational Programs; Independent
Living Outreach Services Program; and Medi-Cal Day Treatment
Programs
2. Parties. The County of Contra Costa, California (County) , for its
Department named above, and the following named Contractor mutually
agree and promise as follows:
Contractor: RUBICON PROGRAMS, INC.
Capacity: Nonprofit California corporation
Address: 2500 Bissell Avenue, Richmond, California 94804
3. Amendment Date. The effective date of this Contract Amendment Agreement
is July 1. 1992 .
4. Amendment Specifications. The Contract identified above is hereby
amended as set forth in the "Amendment Specifications" attached hereto
which are incorporated herein by reference.
5. Signatures. These signatures attest the parties' agreement hereto:
COUNTY OF CONTRA COSTA, CALIFORNIA
ATTEST: Phil Batchelor, Clerk of
BOARD OF SUPERVISORS the Board of Supervisors and County
-- Admin'strator
BY /, r C %
it an/ 'g ` Deputy
CONTRACTOR
BY BY
B AR C A R BOARD SECRETARY
(Designate business capacity A) (Designate business capacity B)
Note to Contractor: For corporations (profit or nonprofit) , the contract must be signed by
two officers. Signature A must be that of the president or vice-president and Signature B
must be that of the secretary or assistant secretary (Civil Code Section 1190 and
Corporations Code Section 313) . All signatures must be acknowledged as set forth on page
two.
Contra Costa County Standard Form 1/87
APPROVALS/ACKNOWLEDGEMENT
Number 24-728-55
APPROVALS
7;-1griee
BY D PARTMENT FORM APPROVED
rBy By
APPROVED: COUNTY ADMINISTRATOR
By i
ACKNOWLEDGEMENT
State of California ACKNOWLEDGEMENT (By Corporation,
Partnership, or Individual)
County of .
ct+ARLr----s R �-F-Vws, IV
The person ) signing above for Contractor, personally known to me in the individual or
business capacity(ies) stated, or proved to me on the basis of satisfactory evidence to
be the stated individual or the representatives of the partnership or corporation
named above in the capacity(ies) stated, personally appeared before me today and
acknowledged that he/_executed it, and acknowledged to me that the partnership
named above executed it or acknowledged to me that the corporation named above executed
it pursuant to its bylaws or a resolution of its board of directors.
Dated: g
[ otarial Seal]
�{uunumltnnuettnneuetenaceseeeleneteetrlte�
MILDRED J. WILLIAMS Notary Public
NOTARY PUBLIC - CALL"OR"JIA
CITY & COUNTY OF SAN FRANCISCO =
My Commission Expires Aug. 7,1993
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AMENDMENT SPECIFICATIONS
Number 24-728-55
In order to accurately reflect the amount of service provided in Contractor's
Habilitative Medi-Cal Day Treatment Programs under the Contract identified
herein, County and Contractor agree to reform the Contract to increase the
number of service units and to increase the 1992-93 Fiscal Year Payment Limit
by $12,152 . County and Contractor agree therefore to modify the Contract as
set forth below, while all other parts of the Contract remain unchanged and
in full force and effect.
1. Payment Limit Increase. The Contract Payment Limit set forth in
Standard Contract Paragraph 4. (Payment Limit) is hereby increased to
$1,421,992 .
2. Revised Budget of Estimated Program Expenditures. Service Plan
Paragraph 7. (Budget of Estimated Program Expenditures) is hereby modified to
read as follows:
117. Effective July 1, 1992, Contractor shall provide services
under this Contract in accordance with the attached FY 1992-93
Revised Budget of Estimated Program Expenditures which is
incorporated herein by reference. "
3 . Modification Of Separate Fiscal Year Payment Limits. Special Conditions
Paragraph 2 . (Separate Fiscal Year Payment Limits and Cost-of-Living
Adjustments) , Subparagraph a. is hereby replaced by a new Subparagraph a. to
read as follows:
"a. County's total payments to Contractor under this Contract for the
fiscal year period from July 1, 1991 through June 30, 1992, shall not exceed
$695,370;, and County's total payments to Contractor under this Contract for
the fiscal year period from July 1, 1992 through June 30, 1993, shall not
exceed $726,622 . "
Initials.
Contractor County blept.
1
AMENDMENT SPECIFICATIONS
Number 24-728-55
4. Increase in Number of service Units.
Service Plan Paragraph 10. (Number of Service Units) is hereby modified
to read as follows:
"During the Fiscal Year 1992-93 period under this Contract, subject to
sufficient referrals by County, or other authorized referral sources,
Contractor shall provide for County not less than:
a. Voactional Outreach Services Program: 1, 096 service units;
b. Independent Living Program:
(1) Outreach 2 , 000 service units
(2) Residential 2 , 628 service units
(permanent housing)
(3) Residential 2 , 624 service units
(transitional housing)
C. Rubicon Day Treatment Program: 4 , 390 service units;
and
d. Synthesis Day Treatment Program: 3 ,990 service units. "
Initials:
Contractor County Dept.
2
ALVIALL DUVUL1 VC LJ1117A1LU rKUl M&M LAYLNUI UKLJ
(Short-Doyle Medi-Cal Programs)
Fiscal Year 1992-93
Number 24-728-55
I. NON-MEDI-CAL PROGRAMS
A. GROSS OPERATIONAL BUDGETS
1. COST REIMBURSEMENT CATEGORIES
VOC. OUTREACH INDEP. LIVING
a. PERSONNEL SALARIES & BENEFITS SERV. PROGRAM SERV. PROGRAM
(Direct Costs)
(1) Direct Service Staff Salaries* $ 21,170 $ 81,338
(2) Administrative Staff Salaries 14,485 11,142
(3) Unemployment Insurance 1,671 5,571
(4) FICA 2,728 7,075
(5) Health Insurance 3,958 6,072
(6) Workers Compensation Insurance 3.269 2.237
(7) SUBTOTAL AMOUNT 47,281 $113,435
b. OPERATIONAL COSTS (Direct Costs)
(1) Staff Training/Education $ 111 $ 2,228
(2) Staff Travel (Mileage) 334 1,114
(3) Space (Rent/Interest) 2,340 7,800
(4) Rent/Utilities/Maintenance Share -0- 7,578
(5) Utilities (P.G.& E./Water) 223 2,228
(6) Telephone 557 2,228
(7) Supplies (Office & Household)** 557 5,571
(8) Insurance 1,114 3,343
(9) Van, Gas & Maintenance 669 -0-
(10) Supplies & Recr. (Prog. & Trg. )** 223 557
(11) Bldg. Maint. & Repairs** 446 2,228
(12) Fees & Licenses 223 223
(13) Equip. , Tools, Maintenance** 334 1,114
(14) Meal Preparation -0- -0-
(15) Contractors/Consultants -0- 1,114
(16) Depreciation 2,452 5,628
(17) Audit 2,228 1,671
(18) Miscellaneous 55 58
(19) SUBTOTAL AMOUNT 11 866 44,683
C. INDIRECT COSTS (SUBTOTAL AMOUNT) 8,073 21,393
2. TOTAL GROSS ALLOWABLE PROGRAM COST 67,220 $179,511
B. LESS PROJECTED NON-COUNTY PROGRAM REVENUE
1. Client Fees and Insurance -0- -0-
2. Grants and Subventions -0- -0-
3. Donations & Miscellaneous 53.755 63.393
4. TOTAL PROJECTED NON-COUNTY
PROGRAM REVENUES ($ 5�755): ($ 63,393)
C. NET ALLOWABLE FISCAL YEAR COST
(Fiscal Year Payment Limit) 13,465 $116.118
Initials:
Contractor Coun y D t.
1
- i
REVISED BUDGET OF ESTIMATED PROGRAM EXPENDITURES
(Short-Doyle Medi-Cal Programs)
Fiscal Year 1992-93
Number 24-728-55
II. MEDI-CAL PROGRAMS
A. GROSS OPERATIONAL BUDGETS
1. COST REIMBURSEMENT CATEGORIES
RUBICON DAY SYNTHESIS DAY
a. PERSONNEL SALARIES & BENEFITS TREATMENT PROG. TREATMENT PROG.
(Direct Costs)
(1) Direct Service Staff Salaries* $121,815 $107,482
(2) Administrative Staff Salaries 33,846 35,874
(3) Unemployment Insurance 4,308 4,484
(4) FICA 11,627 10,806
(5) Health Insurance 9,905 9,529
(6) Workers Compensation Insurance 3.842 3.482
(7) SUBTOTAL AMOUNT $185,343 $171,657
b. OPERATIONAL COSTS (Direct Costs)
(1) Staff Training/Education $ 1,609 $ 1,682
(2) Staff Travel (Mileage) 537 448
(3) Space (Rent/Interest) 31,665 8,071
(4) Rent/Utilities/Maintenance Share -0- -0-
(5) Utilities (P.G.& E./Water) 3,755 8,784
(6) Telephone 4,160 4,484
(7) Supplies (Office & Household)** 3,802 4,504
(8) Insurance 5,365 8,823
(9) Van, Gas & Maintenance 1,073 1,121
(10) Supplies & Recr. (Prog. & Trg. )** 1,824 3,290
(11) Bldg. Maint. & Repairs** 2,682 3,363
(12) Fees & Licenses 322 336
(13) Equip. , Tools, Maintenance** 1,0,73 3,290
(14) Meal Preparation 12,632 1,121
(15) Contractors/Consultants 18,757 17,168
(16) Depreciation 11,628 -0-
(17) Audit 1,626 2,242
(18) Miscellaneous 28 58
(19) SUBTOTAL AMOUNT $102,538 68,785
C. INDIRECT COSTS (SUBTOTAL AMOUNT) 39 016 32,522
2. TOTAL GROSS ALLOWABLE PROGRAM COST $326,897 $272,964
B. LESS PROJECTED NON-COUNTY PROGRAM REVENUE
1. Client Fees and Insurance -0- 2,822
2. Grants and Subventions -0- -0-
3. Donations & Miscellaneous -0- -0-
4. TOTAL PROJECTED NON-COUNTY
PROGRAM REVENUES ($ _O;._1 ($ 2,822)
C. NET ALLOWABLE FISCAL YEAR COST
(Fiscal Year Payment Limit) 326,897 $270,142
Initials:
Contractor County ept. .
2
i
'• REVISED BUDGET OF ESTIMATED PROGRAM EXPENDITURES
(Short-Doyle Medi-Cal Programs)
Fiscal Year 1992-93
Number 24-728-55
* Second line supervisors and above and administrative staff who have no direct client service
responsibilities; administrative staff who also have direct service responsibilities are
to have their salaries split in proportion to the estimated time spent on direct service
and on administrative activities.
** Subject to State limits (see Service Plan Paragraph 2.)
III. OTHER BUDGET PROVISIONS
A. CHANGES IN COST CATEGORY AMOUNTS. Subject to the Total Fiscal Year Payment Limit for
each Fiscal Year period under this Contract, subject to State guidelines, and subject
to Section III.B. below, each cost category Subtotal Amount set forth within each
program in Section I.A.1, and II.A.1. above:
1. May vary within each program by up to 15% in any fiscal year without approval
by County; and
2. May be changed within each program in excess of 15% in any fiscal year
provided, however, that Contractor has obtained prior written authorization
from the Department's Mental Health Division Director before implementing any
such budget changes.
3. SEPARATE PROGRAM PAYMENT LIMITS. Adjustments in County's total payments to
Contractor, in accordance with the Payment Provisions and Paragraph 3. (Cost Report and
Settlement) of the Special Conditions, shall be limited to each Total Fiscal Year Payment Limit
set forth for each program; funds budgeted above for one service program may not be transferred
to or expended under any of the other service programs, subject to Paragraph III.B.4. below.
1992-93 FISCAL YEAR PERIOD
B. NET PROGRAM BUDGET SUMMARY
Vocational
Outreach Indep. Liv.
1. NON-MEDI-CAL PROGRAMS Serv,Prog. Serv. Prog.
a. TOTAL FISCAL YEAR PAYMENT LIMITS $ 13.465 $116,118
RUBICON DAY SYNTHESIS DAY
2. MEPI-CAL PROGRAMS TREAT. PROG. TREAT. PROG.
a. Max. Short-Doyle Reimbursement $171,114 $136,695
(MSR)
b. Base Fed. Medi-Cal Reimbursement
(Federal Financial Participation:
50% Share) $155,783 $133,447
C. TOTAL FISCAL YEAR PAYMENT LIMITS $326,897 $270,142
3. TOTAL FY 1992-93 FISCAL YEAR PAYMENT LIMIT: $726,622
chi .
Initials:
Contractor County Dept.
3
REVISED BUDGET OF ESTIMATED PROGRAM EXPENDITURES
(Short-Doyle Medi-Cal Programs)
Fiscal Year 1992-93
Number 24-728-55
4. SEPARATE PROGRAM PAYMENT LIMITS. Adjustments in County's total payments to
Contractor, in accordance with the Payment Provisions and Paragraph 3. (Cost Report and
Settlement) of the Special Conditions, shall be limited to each Total Fiscal Year Payment Limit
set forth for each program; funds budgeted above for one service program may not be transferred
to or expended under any of the other service programs, subject to Paragraph III.B.S. below.
5. PROGRAM PAYMENT LIMIT CHANGES. Subject to the Total Contract Fiscal Year
Payment Limit for each Fiscal Year period under this Contract and subject to State guidelines:
a. The Total Gross Allowable Program Cost amount specified for each program
on Budget Line I.A.2 and II.A.2. above, and/or the Total Projected Non-
County Program Revenue specified for each program on Budget Line I.B.4
and II.B.4 above, may be changed prospectively, and/or
b. The Total Fiscal Year Payment Limit set forth in Section III.B. (and the
total amount for the Net Allowable Fiscal Year Cost set forth on Budget
Lines I.C. and II.C, ) above for each program may be changed
prospectively,
C. Provided, however, that Contractor has obtained written authorization
from the Department's Mental Health Division Director prior to May 1st
of each Fiscal Year period under this Contract, in accordance with
Service Plan Paragraph 16. (Budget Report) , before implementing any such
budget changes.
C. AGENCY PROGRAM BUDGET. Contractor shall submit to County, for informational purposes
upon request, its total Corporation budget including: all program budgets, all
revenue sources and projected revenue amounts, all cost allocations, and line item
breakdown of budget categories to include salary levels listed by job classification
as well as detailing of operational and administrative expenses by cost center and
listing numbers of staff positions by job classification.
D. TOTAL PROGRAM SERVICE SUMMARY 1992-93 FISCAL YEAR PERIOD
Total Gross Program Total Net Program
Program Name Allowable Cost Service Units Payment Limit Service Units
1. Vocational Outreach
Service Program $ 67,220 1,096 $ 13,465 1,096
2. Ind. Living Resid.
Treatment Serv. Prg 179,511 7,252 116,118 7,252
3. Rubicon Day Treatment
Program 326,897 4,390 326,897 4,390
4. Synthesis Day Treatment
Program 272,964 4,029 270,142 3,990
TOTALS $846,592 726622
Initials:
Contractor County ept.
4