HomeMy WebLinkAboutMINUTES - 09122006 - C.114 I
TO: BOARD OF SUPERVISORS
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FROM: William Walker, M.D., Health Services Director Costo
By: Jacqueline Pigg, Contracts Administrator
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Silvano Marchesi, CountylCounsel C
By: Eric S. Gelston, De ut Count Counsel `
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DATE: September 12, 2006
SUBJECT: GUIDELINES FOR COUNTY COUNSEL REVIEW AND APPROVAL OF HEALTH
SERVICES DEPARTMENT CONTRACTS
SPECIFIC REQUEST(S)OR RECOMMENDATION(S)&BACKGROUND AND JUSTIFICATION
RECOMMIENDATION:
APPROVE attached revised guidelines for the review and approval by County Counsel of contracts entered into
on behalf of the Health Services Department.
FISCAL IMPACT:
None.
BACKGROUND:
On Decen&r 1, 1981, the Board of Supervisors approved guidelines for the review and approval by County
Counsel of contracts entered into on behalf of the Health Services Department.
After almost 25 years, the policy has been reviewed and updated and is now recommended for approval by the
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Health Services Director, County Administrator and County Counsel.
CONTINUED ON ATTACHMENT: X. YES SIGNAT E:
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✓1ftEC6MMENDATION OF COUNTY ADMINISTRATOR_RECOMMENDATION OF BOARD
COMMITTEE
L---APPROVE OTHER
SIGNATURE(S):
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CIL,-
ACTION OF B 64D ON 1,. 4APPROVED AS RECOMMENDED OTHER
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VOTE OFI
SUPERVISORS:
X (ABSENT-"
� I HEREBY CERTIFY THAT THIS IS A
UNANIMOUS (ABSENT nY TRUE AND CORRECT COPY OF AN
AYES: NOES: I ACTION TAKEN AND ENTERED
ABSENT: I ABSTAIN: ON THE MINUTES OF THE BOARD
OF SUPERVISORS ON THE DATE
SHOWN.
Contact: (Patrick Godley, CFO, Health f2
Services Department(957-5405) ATTESTED: d4
Eric Gelston, Deputy County Counsel (335-1812) JOHN CULLEN, CLERK OF
cc: ICIerk, Board of Supervisors i THE BOARD OF SUPERVISORS
(Health Services Department Director AND COUNTY ADMINISTRATOR
Health Services Contracts & Grants Unit
]County Administrator's Office] BY. PUTY
!Auditor-Controller
General Services Department, Attn: Kevin
Berenson, Purchasing Manager
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GUIDELINES FOR CONTRACT REVIEW AND
APPROVAL BY COUNTY COUNSEL
HEALTH SERVICES DEPARTMENT
CONTRACTS AND GRANTS UNIT
The County Purchasing Agent has the authority to enter into contracts costing not more than $25,000, upon
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the recommendation of the County Administrator. Contracts exceeding $25,000 require the approval of the
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County Administrator and the Board of Supervisors. All contracts must be approved as to form by County
Counsel. (County Ordinance Code § 1108-2.215, Administrative Bulletin Nos. 605.2, 609).
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Certain Health Services Department contracts are routine and use language pre-approved by County
Counsel. All Health Services Department personal services contracts must be reviewed and approved by County
Counsel exex'ent for those set forth below which may be approved by the Contracts and Grants Administrator. The
Health Se lices Department Contracts and Grants Administrator is responsible for determining which contracts
require review and approval by County Counsel according to these guidelines.
1. Ren I wal Contracts. A one-year contract that is being renewed for a consecutive fiscal year when the prior
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year's contract was already reviewed and approved in writing by County Counsel and only one or more of
the elements listed below are changed does not need to be reviewed and approved by County Counsel and
mayl be approved by the Contracts and Grants Administrator. Contracts may only be renewed for a
maximum of three consecutive fiscal years and any subsequent renewals require review and written
approval by County Counsel.
. The name and/or address of the contractor;
. The address of the site where the services are to be provided;
The termination date;
d. The payment rate (i.e., monthly rate, hourly rate, service unit rate, etc.), or payment limit;
The volume of service i.e. ±months, hours service units to beprovided; or
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f. Correction of minor typographical errors.
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Multi-year contracts may not be renewed without written County Counsel approval.
2. Standard Form Contracts. A contract that uses the County standard form contract for the type of service to
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be provided, the form of which has been specifically approved by County Counsel as a standard format and
which shall be reviewed annually by County Counsel (each, a "Standard Form Contract") does not need to
be reviewed and approved by County Counsel and may be approved by the Contracts and Grants
Administrator. The following contracts are the only Standard Form Contracts subject to this exception:
�a. Medi-Cal Mental Health- Individual and Group;
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b. Medi-Cal Mental Health- Organization;
IC. Contra Costa Health Plan Medical Specialist Provider;
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dI. Contra Costa Health Plan Non-Physician;
el. Contra Costa Health Plan Primary Care Provider; and
Unpaid Student Training Agreement.
The foregoing list of Standard Form Contracts may only be revised through amendments to this Board Order.
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3. Extensions. A contract extension that uses the then-current contract extension form that has been approved
in Iriting by County Counsel and that extends the contract termination date with no increase in the
payment limit, or that extends the termination date and adds an equivalent pro-rata amount to the payment
limit does not need to be reviewed and approved by County Counsel and may be approved by the Contracts
and Grants Administrator.
4. Amendments. A contract amendment where only the following elements are changed does not need to be
reviewed and approved by County Counsel and may be approved by the Contracts and Grants
Administrator:
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a. The name and/or address of the contractor;
b. The address of the site where the services are to be provided;
c. The termination date; i
. The payment rate (i.e., monthly, hourly, per service unit, etc.), or payment limit, provided there is a
corresponding change in the volume of service (i.e., months, hours, service units) to be provided; or
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. Other clerical changes.
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