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HomeMy WebLinkAboutMINUTES - 10152002 - C.42-C.48 To: BOARD OF SUPERVISORS FROM: William Walker, M.D. , Health Services Director ' i. Contra By: Ginger Marieiro, Contracts Administrator Costa DATE: October 2, 2003 County suaJEcr: Approval of Contract #27-417-3 with Mary Davenport, M.D. SPECIFIC REQUESTS)OR RECOMMENDATION(S)&BACKGROUND AND JUSTIFICATION RECOMMENDED ACTION: Approve and authorize the Health Services Director, or his designee (Milt Camhi) , to execute on behalf of the County, Contract #27-417-3 with Mary Davenport, M.D. , a self-employed individua-1, in an amount not to exceed $65, 000, for the period from October 1, 2002 through September 30, 2003 , for the provision of professional OB/GYN services for the Contra Costa Health Plan members . FISCAL IMPACT: This Contract is funded by Contra Costa Health Plan (Health Plan) member premiums . Costs depend upon utilization. As appropriate, patients and/or third party payors will be billed for services . BACKGROUND/REASON(S) FOR RECOMMENDATION(S) : The Health Plan has an obligation to provide certain specialized professional, health care services for its members under the terms of their Individual and Group Health Plan membership contracts with the County. On December 4, 2001, the Board of Supervisors approved Contract #27-417-2 with Mary Davenport, M.D. , for the period October 1, 2001 through September 30, 2002 . Approval of Contract #27-417-3 will allow the Contractor to continue to provide professional OB/GYN services for Contra Costa Health Plan members, through September 30, 2003 . CONTINUED ON ATTACHMENT: Y26 Sl ~ __ -RECOMMENDATION OF COUNTY ADMINISTRATOR RECOMME [7ATION OF BOARD COMMITTEE __,,--APPROVE OTHER l NAT RES ACTION OF BOARD APPROVED AS RECOMMENDED i VOTE OF SUPERVISORS I HEREBY CERTIFY THAT THIS IS A TRUE UNANIMOUS (ABSENT � <0��.a.�- AND CORRECT COIPY OF AN ACTION TAKEN AYES: NOES: AND ENTERED ON THE MINUTES OF THE BOARD ABSENT: ABSTAIN: OF SUPERVISORS ON THE BATE SHOWN. ATTESTED JOHN SWEETEN,CLERK OF TFr=BOARD OF SUPERVISORS AND COUNTY ADMINISTRATOR Contact Person: CC: Health Servfiab p m(6bntrURs)-6004) Auditor-Controller Risk Management BY ': _ DEPUTY Contractor -� TO: BOARD OF SUPERVISORS FROM: William Walker, M.D. , Health Services Director Contra By: Ginger Marieiro, Contracts Administrator Costa DATE: October 2, 2002 r-� County SUBJECT: Approval of Contract Amendment Agreement #74-140-3 with John Hollender SPECIFIC REQUEST(S)OR RECOMMENDATION(S)&BACKGROUND AND JUSTIFICATION RECOMMENDATION(S) : Approve and authorize the Health Services Director, or his designee (Donna Wigand, LCSW) to execute on behalf of the County, Contract Amendment Agreement #74-1.40-3 with Jahn Hollender, a self-employed individual, effective November 1, 2002 , to amend Contract #74--140-2 , to increase the Payment Limit by $45, 932 from $25, 000 to a new Payment Limit of $70, 932 . FISCAL IMPACT: This Contract Amendment is 100% funded by Mental Health Realignment . BACKGRO=/REASON(S) FOR, RECOMMENDATION(S) : In September 2002, the County Administrator approved and the Purchasing Services Manager executed Contract #74-140-2 with John Hollender, for the period from October 1, 2002 through September 30, 2003 for provision of consultation and technical assistance to the Department with regard to vocational rehabilitation services for Mental Health clients and their families. Approval of Contract Amendment Agreement #74-140-3 will allow the Contractor to provide additional hours of service, through September 30, 2003 . CONTINUED ON ATTACHMEbIT' Y SIGN RECOMMENDATION OF COUNTY ADMINISTRATOR RECOMM DATION OF BOARD COMMITTEE «f-7APPROVE OTHER t SIGNATURES � ACTION OF BOARD -t r „ :_ . �°J .. !: ®� APPROVED AS RECOMMENDED f VOTE OF SUPERVISORS I HEREBY CERTIFY THAT THIS IS A TRUE sr UNANIMOUS (ABSENT "s' } AND CORRECT COPY OF AN ACTION TAKEN AYES: NOES: AND ENTERED ON THE MINUTES OF THE BOARD ABSENT: ABSTAIN: OF SUPERVISORS ON THE DATE SHOWN. ATTESTED JOHN SWEETEN,CLERK OF T:Ht BOARD OF Contact Person: SUPERVISORS AND COUNTY ADMINISTRATOR persorl: CC: Health Services p �(` onfrbc&)C.S.W. 957-5150 Auditor-Controller % f Risk Management BY Contractor DEPUTY TO: BOARD OF SUPERVISORS / FROM: William Walker,M.D.,Health Services Director By: 'Ginger Marieiro,Contracts Administrator ' Contra October 2, 2002 °, Costa DATE: rA ux '�w County SUBJECT: Approval of Contract#23-322-2 with Cheryl Adams Woodford SPECIFIC REQUEST(S)OR RECOMMENDATION(S)&BACKGROUND AND JUSTIFICATION RECOMIyIENDATION(S): Approve and authorize the Health Services Director, or his designee (Pat Godley) to execute on behalf of the County, Contract #23-322-2 with Cheryl Adams Woodford, a self-employed individual, in an amount not to exceed $65,000, to provide project management, consultation, and technical assistance to the Department with regard to the PeopleSoft General Ledger System for the period from December 1, 2002 through November 30, 2003. FISCAL IMPACT: This Contract is funded 100% by Enterprise I Funds. BACKGROUND/REASON(S)FOR RECOMMENDATION US : In January 2002, the County Administrator approved and the Purchasing Services Manager executed Contract #23-322 (as amended by Contract Amendment Agreement#23-322-1) with Cheryl Adams Woodford, for the period from December 1, 2001 through November 30, 2002, for the provision of project management, consultation, and technical assistance to the Department with regard to the PeopleSoft General Ledger System. Approval of Contract #23-322-2 will allow the Contractor to continue providing services through November 30, 2003. CONTINUED ON ATTACHMENT-- p SI NAT RF: � RECOMMENDATION OF COUNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE —,—APPROVE _OTHER SIGNATURE(S): ACTION OF BOARD j , s '. yz tr . V APPROVED AS RECOMMENDEDB R VOTE OF SUPERVISORS I HEREBY CERTIFY THAT THIS IS A TRUE UNANIMOUS (ABSENT ° AND CORRECT COPY OF AN ACTION TAKEN AYES: NOES:ES: AND ENTERED ON THE MINUTES OF THE BOARD ABSENT:_ —ABSTAIN: OF SUPERVISORS ON THE DATE SHOWN. Xi � .. ATTESTED.___'G,c ;r, 5. ��;; r. -• JOHN SWEETEN CLERK OF Tr EQAR©OF SUPERVISORS AND COUNTY ADMINISTRATOR Contact Person: Pat Godley 370-5007 CC: Health Services Dept. (Contracts) Auditor-Controller Risk Managernent BYI I' 1f DEPU Contractor f TO: BOARD OF SUPERVISORS � FROM. William Walker,M.D.,.Health Services Director By: Ginger Marieiro,Contracts Administrator Contra Costa DATE: October 2,2002 � �� County SUBJECT. Retroactive Payment to Superior Consultant Company, Inc. SPECIFIC REQUEST(S)OR RECOMMENDATION(S)&BACKGROUND AND JUSTIFICATION T RECOMMENDATIQMS): A. Ratify purchase of services from Superior Consultant Company, Inc., a corporation, and authorize the County Auditor-Controller to pay the $61,000 outstanding balance for the provision of consultation and technical assistance with regard to the Department's Managed Care Information System (MCIS) and other special projects as requested by County. B Approve and Authorize Approve and authorize the Health Services Director, or his designee (Pat Godley) to execute on behalf of the County, Contract Amendment Agreement #23-243-6 with Superior Consultant Company, Inc. effective October 1, 2002, to amend Contract #23-243-5 to decrease the Contract payment limit by $61,000 from$300,000 to a new total of$239,000. FISCAL IMPACT: None. The services were budgeted in the Health Services Department Fiscal Year 2002-2003 Enterprise I budget, but the services were actually provided during Fiscal Year 2001-2002. BACKGROUND/REASON(S) FOR RECOMMENDATION(S): Can July 1X24, 2001, the Board of Supervisors approved Contract #23-243-4 with Superior Consultant Company, Inc., for the period from July 1, 2001 through June 30, 2002, to provide consultation and technical assistance with regard to the Department's Managed Care Information System(MCIS) and other special projects as requested by County, including HIPAA training and gap analysis, pharmacy assessment, and disaster recovery. Services were both requested by County staff and provided by the Contractor in good faith. It was anticipated that the services would be provided in Fiscal Year 2002-2003. Because of an administrative oversight by both the County and Contractor, use of the Contractor's services exceeded the authorized limits. Services were provided beyond the payment limit, and by the end of June 30, 2002, charges of$211,000 had been incurred, of which $150,000 has been paid, and$61,000 remains outstanding. The Department is requesting that the Contractor be paid $61,000 as payment in full for Fiscal Year 2001- 2002. This can be accomplished by the Board of Supervisors ratifying the actions of the County employees in obtaining provision of services of a value in excess of the contract payment limit. This will create a valid obligation on the part of the County, retroactively authorizing all payments made by the Auditor-Controller up to now, and authorizing payment o:f the balance. Approval of Contract Amendment Agreement #23-243-6 will decrease the Contract Payment Limit to accurately reflect the actual services to be provided during Fiscal Year 2002-2003 CONTINUED ON ATTACHMENT, � 53, (SAT R S300,e RECOMMENDATION OF COUNTY ADMINISTRATOR RECOdMENDATION OF BOARD COMMITTEE APPROVE OTHER S( NA U E S): ACTION OF BOARD ON APPROVED AS RECOMMENDED VOTE OF SUPERVISORS I HEREBY CERTIFY THAT THIS IS A TRUE UNANIMOUS (ABSENT AND CORRECT COPY OF AN ACTION TAKEN AYES: NOES: AND ENTERED ON THE MINUTES OF THE BOARD ABSENT: ABSTAIN: ^ — OF SUPERVISORS ON THE DATE SHOWN. ATTESTED-, JOHN SWEETEN,C�ERK OF TfIE BOARD OF SUPERVISORS AND COUNTY ADMINISTRATOR Contact Person: William Walker,M.D. 370-5010 CC: health Services Dept. (Contracts) Auditor-Controller Risk Management BY . � z �� � DEPUTY Contractor TO: BOARD OF SUPERVISORS ILL William Walker M.D. Health Services Director *T FROM: By: Ginger Marieiro, Contracts Administrator �' Contra Costa DATE: October 2 , 2002 County SUBJECT: Correct August 6, 2002 , Board Order C. 96 for Standard Agreement #24-760-10 with the State Department of Rehabilitation SPECIFIC REQUEST(S)OR RECOMMENDATION(S)&BACKGROUND AND JUSTIFICATION RECOMMENDATION(S) Correct the Board which was approved by the Board. of Supervisors on August 6, 2002 , (C. 96) with the State Department of Rehabilitation, a governmental agency, in an amount not to exceed $30, 824 , for the period from July 1•, 2002 through June 30, 2003 , for the provision of vocational rehabilitation services to individuals with mental disabilities . Funding for the Fiscal Impact should be 66 . 5% State funding (Community Services) instead of 66 . 50 State Dept . of Rehabilitation. FISCAL IMPACT: The total cast of this program is $30, 824 and is funded as follows : Source of Foals Contract Total. State Funding (Community Services) 66 . 5a $ 20, 505 County Mental Health/Realignment 33 . 51 10 , 319 TOTAL PROGRAM COST $ 30, 824 BACKGROUND/REASON(S) FOR RECOMMENDATION(S) a On July 24, 2001, the Board of Supervisors approved Standard Agreement ##24-760-9 with the State Department of Rehabilitation, for Fiscal Year 2001-2002, for the provision of vocational rehabilitation services for the psychiatrically disabled. Approval of this Standard Agreement #24-760-10 will enable the County' s clients to continue participating in comprehensive rehabilitation plans that provide job skills development, career counseling, coaching in job application skills, job development and placement, and follow-up services through June 30, 2003 . Therefore, the Department and the State Department of Rehabilitation are requesting that the Board Order be corrected to accurately reflect the intent of the parties . Five certified and sealed copies of this Board Order should be returned to the Contracts and Grants Unit for submission to the State Department of Rehabilitation. CONTtNUED A H RECOMMENDATION OF COUNTY ADMINISTRATOR RECOMMEI,ATION OF BOARD COMMITTEE -•''APPROVE OTHER SIG QREfS): ACTION OF BOARD, ` �z ;: s�:' h%; APPROVES}AS RECOMMENDED ' VOTE OF SUPERVISORS I HEREBY CERTIFY THAT THIS IS A TRUE UNANIMOUS (ABSENT 'f.=,"33- .) AND CORRECT COPY OF AN ACTION TAKEN AYES: NOES: AND ENTERED ON THE MINUTES OF THE BOARD ABSENT: ABSTAIN: OF SUPERVISORS ON THE DATE SHOWN. ATTESTED -- JOHN SWEETEN,CLERK OF HE BOARD OF SUPERVORS AND COUNTY ADMINISTRATOR Contact Person: Donna Wigand (957-5150) CC: Health Services Contracts e ✓� BY DEPUTY State Dept. of Rehabilitation - "° - fl TO: BOARD OF SUPERVISORS Contra FROM: MAURICE M. SHIU, PUBLIC WORKS DIRECTORry1,1 ,� Costa DATE: October 15, 2002 . County SUBJECT: APPROVE and AUTHORIZE the Public Works Director to execute a contract with Bender Engineering to furnish, install, test and maintain maintenance management system software for a five-year period at a total cost of$692,146. Project No.: 4547- 6A5056. SPECIFIC REQUEST(S)OR RECOMMENDATION(S)&BACKGROUND AND JUSTIFICATION 1. RECOMMENDATION: APPROVE and AUTHORIZE the Public Works Director to execute a contract with Bender Engineering to furnish, install, test, and maintain Maintenance Management System (MMS) software from October 15, 2002 to five years from the date of "first productive use" at a total cost of$692,146. II. FINACIAL IMPACT: The contract provides for compensation in an amount not to exceed $692,146 that includes: $368,180 for initial software purchase, $40,000 for contingencies during implementation and $284,616 for maintenance, escrow and upgrades over a five- year period. (84% Road Funds, 16% Flood Control District Funds). CONTINUED ON ATTACHMENT: X YES SIGNATURE: -----------------------..------_---------------------------------------------------------------------------------------- ------- --- - '...-------� ___4,�—FiECOMMENDATION OF COUNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE APPROVE OTHER f' SIGNATURES}.\1 r ACTION OF BOAROON. APPROVE AS RECOMMENDED i VOTE OF SUPERVISORS I HEREBY CERTIFY THAT THIS IS A TRUE AND CORRECT COPY OF AN ACTION TAKEN UNANIMOUS(ASSENT `f �' ` } AND ENTERED ON THE MINUTES OF THE BOARD OF SUPERVISORS ON THE DATE AYES: NOES: SHOWN. ABSENT: ABSTAIN: X1 � ATTESTED JOHN SWEETEN,CLERK OF THE BOARD OF SUPERVISORS AND COUNTY ADMINISTRATOR GC:kd G:Maint\Ki m1BO1BO10-15.doc CONTACT:(Greg Connaughton 313-7002) ter. I� Orig.Div.:Public Works{Maintenance} BY rt- .� DEPUTY CC: County Administrator Purchasing Auditor Controller i PW Accounting Bender Engineering SUBJECT: APPROVE and AUTHORIZE the Public Works Director to execute a contract with Bender Engineering to furnish, install, test, and maintain maintenance management system software for a five-year period at a total cost of $692,146. Project No.: 4547- 6A5056. DATE: October 15, 2002 PAGE 2 III. REASONS FOR RECOMMENDATION AND BACKGROUND: The Public Works Department received a final report from LA Consulting, Inc. on August 24, 2001 that summarized its review of our maintenance operations and provided thirty-one recommendations for improving work program effectiveness and efficiency. Nineteen of the thirty-one recommendations are directly related to the systematic planning, organizing, directing, and control of maintenance work activities. The Public Works Department implemented some of these recommended management practices more than twenty years ago when it pioneered the use of the Jorgensen method of maintenance management. However, our existing system is largely paper based and inadequate to handle the volume of information necessary to meet current needs for timely analysis and reporting. Chief among the LA Consulting recommendations is the expanded use of computer systems. LA Consulting estimated annual operational savings of between $380,000 and $690,000 by implementing a MMS as a result of the systematic management of our assets and processes. The initiatives of several influential national standards bodies, as well as those of the Public Works Department, also dictate the use of a computerized MMS for the future management of our infrastructure. The Government Accounting Standards Board in their Statement 34 (GASB34) required government entities to provide more thorough annual financial statements using either a traditional depreciation method or the so-called "Modified Approach". The "Modified Approach" requires the preservation of assets at or above a level established by the responsible government body and the use of an asset management system. Although Contra Costa County has elected to use the traditional approach to satisfy GASB34, we anticipate that federal and state programs that fund or regulate our transportation and storm drainage programs will require the use of an asset management system in the near future. The use of a pavement management system (PMS) has been a condition for receiving federal funding for some of our transportation programs for several years. The Public Works Department is working to bring all of its practices into complete conformance with the best management practices established by the American Public Works Association in order to maintain its status as an "Accredited Public Works Agency." A significant element of the Department's responsibility is the management of infrastructure improvements. Modern practice, as reflected in the APWA accreditation criteria, requires a detailed, systematic analysis of the condition of all infrastructure assets to best manage maintenance programs. The most efficient way to provide the necessary analysis is through the use of a computerized information system ® a MMS. Finally, the Maintenance Division of the Public Works Department has embarked on a process to transform its work culture by encouraging the participation of employees in the planning and analysis of our budgets, schedules and work processes. A MMS will provide an SUBJECT: APPROVE and AUTHORIZE the Public Works Director to execute a contract with Bender Engineering to furnish, install, test, and maintain maintenance management system software for a five-year period at a total cost of$692,146. Project No.:4547- 6A5056. DATE: October 15, 2002 PAGE 3 excellent means for broad based discussion of our program requirements, funding limitations and work accomplishment. The MMS will also allow us to efficiently capture our organizational knowledge about assets and processes and make that knowledge more accessible to all employees. A thorough assessment process was used to select the "MaintStar" MMS software product to be furnished by Bender Engineering. The "MaintStar' product was one of only two that supported our needs for planning, organizing, managing, and control of the work. The Bender Engineering product also provides an inventory of assets and their condition and offers the greatest flexibility in customizing to reflect our current practices. The initial cost of the "MaintStar" software is $368,180 and includes the software code for fifteen concurrent users, installation on the Department's computer network, one year of support, maintenance, upgrading and source code escrow and 10 days of training. The standard "Equipment, Software & Services Procurement Agreement" (contract) also calls for a mutually agreed upon implementation plan with a milestone based payment schedule, a ten- percent retention and source code escrow. A reserve amount of $40,000 will be available as contingency for minor changes. The contract provides for five years of software support, maintenance, upgrade and source code escrow at the following costs for respective sequential years: $50,948; $53,714; $56,633; $59,712 and $62,959. IV. Consequences of Negative Action: Without the "MaintStar" MMS software, the Department will have great difficulty in modernizing its maintenance operations, will defer the realization of cost savings due to the efficiencies of automated systematic work management and may fail to meet its compliance commitments for APWA accreditation. E rs c:� _ t TO: BOARD OF SUPERVISORS FROM: William Walker, M.D. , Health Services Director Contra By: Ginger Marieiro, Contracts Administrator Costa DATE: September 18, 2002 . g,county SUBJECT. Approval of Contract Amendment Agreement #26-352-4 with 'Delta Personnel Services Inc . (dba Guardian Security Agency) SPECIFIC REQUEST(S)OR RECOMMENDATION(S)&BACKGROUND AND JUSTIFICATION RECOMMENDATIONS} Approve and authorize the Health Services Director, or his designee (Kathryn Grazzini) , to execute on behalf of the County, Contract Amendment Agreement #26-352-4 , with Delta Personnel Services (dba Guardian Security Agency) , a Corporation, effective August 1, 2002, to amend. Contract #26-352-3 , to increase the total Contact Payment Limit by $65, 000 from $35, 000, to a new total payment limit of $100, 000 . `ISCALIKPACT: Funding for this Contract is included in the Health Services Department ' s Enterprise I budget . BACKGFt.C>2pLREAS0N(S) FOR R.ECOMMENDATIC?IiT(S) : For many years the County has contracted with registries to provide temporary qualified personnel to assist the Department during peak work I oads, temporary absences and emergency situations. On June 25, 2002 , the Board of Supervisors approved Contract #26-352-3 with 'Delta Personnel Services (dba Guardian Security Agency) , for the period from April 25, 2002 through October 31, 2002, to provide uniformed security officers to safeguard property, equipment and persons, prepare reports, conduct visual checks of area in and around suites, and monitor and respond, at the request of staff, to unauthorized visitors at 2530 Arnold Drive, and control access to various suites. Approval of Contract Amendment Agreement will allow Contractor to provide additional security guard services, through October 31, 2002 . TACHMENtJV i: --`RECOMMENDATION OF COUNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE SIGN-ATURf{S)`. ACTION OF BOARD t'� � � ~� APPROVED AS RECClMMEND£D •@T'i�lER-•- ' f✓' VOTE OF SUPERVISORS I HEREBY CERTIFY THAT THIS IS A TRUE UNANIMOUS (ABSENT' _j AND CORRECT COPY OF AN ACTION TAKEN AYES. NOES: AND ENTERED ON THE MINUTES OF THE BOARD ABSENT: ABSTAIN: OF SUPERVISORS ON THE DATE SHOWN. ATTESTED, JOHI 1 SWEETEN,CLERK OF THE KOARD OF SUPERVISORS AND COUNTY ADMINISTRATOR Contact Person: Kathryn Grazzini (370-5I21) CC: Health Services Dept. (Contracts) Auditor-Controller Risk Management BY >`;rDEPUTY Contractor ''