HomeMy WebLinkAboutMINUTES - 06051990 - FC.3 I.O. 5
TO: Board of Supervisors •,.•�
FROM: INTERNAL OPERATIONS COMMITTEE
DATE: June 19, 1989
'ra '
SUBJECT: MONITORING OF CONTRACTS WITH
PRIVATE NON-PROFIT AGENCIES
'Specific Request(s) or Recommendations(s) & Background & Justification ,
RECOMMENDATIONS:
I
1. Request the County Administrator to continue to refine a system for tracking contracts using the
new Accounts Payable system, without making any commitment for the expenditure of
additional funds at this time, and make a further status report to our Committee on September
11, 1989 at 9:00 A.M. on the proposed reporting and recordkeeping system and alternatives
which are available to pay for the system.
2. Request the County Administrator and County. Counselto meet as soon as possible with a
representative group of contract agencies in an effort to design contract language which will
maximize the requirement that the Board of Directors of a contract agency operate publicly,
provide adequate advance public notice of its meetings and otherwise insure that the public is
aware of and has an opportunity to participate in the meetings of the Board of Directors and
request the County Administrator to report to our Committee on the results of such meetings on
September 11, 1989 at 9:00 A.M.
3. Request the County Administrator to contact all contractors who contract with the Community
Services Department and determine their interest in a meeting to identify and resolve problems
which may be identified by the contractors,similar to the series of meeting which have been held
with contractors for the Health Services Department's A/DA/MH Division and the Social
Services Department and provide a report to our Committee on the result of these meetings on
September 11, 1989 at 9:00 A.M.
Continued on attachment: YES Signature:
Recomm ndation sof-County Administrator Recommendation of Board Committee
AppOther:
Signature(s): M PO SUNNE WRIGHT MC PEAK
Action of Board n: June 27, 1989 Approved as Recommended x Other
Vote of Supervisors I HEREBY CERTIFY THAT THIS IS A TRUE
AND CORRECT COPY OF AN ACTION TAKEN
X Unanimous (Absent III ) AND ENTERED ON THE MINUTES OF THE
Ayes: Noes: BOARD OF SUPERVISORS ON DATE SHOWN.
Absent• Abstain:
—
Attested— 11Pj19
cc: County Administrator Phil Batc elor, Clerk of the Board
County Counsel of Supervisors and County Administrator
Auditor-Controller
Appropriate department heads and contractors(Via CAO)
By ()x&L �oP , Deputy Cler
,r y
4. Authorize the County Administrator to waive the requirement that warrants comprising all or any
part of the "vendor payroll" be exempted from the requirement that all first class mail be pre-
sorted by ZIP Code prior to mailing in order to speed the delivery of warrants to contractors.
S. Authorize contract provisions which permit the Health Services Director, with the approval of
the Auditor-Controller, to advance up to 25% of a contractor's payment limit when in their
judgment such an advance is necessary to.prevent a severe cash flow problem and when such
an advance is, in their judgment, clearly fiscally prudent.
6. Request the County Administrator to advise all department heads having contracts withnonprofit
agencies for the delivery of human services that it is the policy of the Board of Supervisors that
such contracts be for a two-year term and have a 30-day cancellation clause on the part of either
party and that the Board expects that all such contracts will adhere to this policy unless the
department head advises the Board of the reason for a shorter term at the time the contract is
submitted to the Board for approval.
7. Authorize the Health Services Director and County Counsel to develop language which will
authorize the payment of a cost-of-living increase retroactive to July 1, 1989 for contractors
whose contracts are monitored by theA/DA/MH Division of the Health Services Department and
forward that language to the Finance Committee. Refer to the Finance Committee the whole
question of cost-of-living increases for human services contractors and request that they return
recommendations to the Board for its consideration before A/DA/MH contracts are ready to-be
executed by the Board so the Board can determine whether such cost-of-living language should
be included in those contracts.
8. Approve the attached statement of policy regarding the need for all departments to use the least
cumbersome and most appropriate type of contract for each agency and request the County
Administrator to forward this policy statement to each department having contracts for human
services programs with private non-profit agencies.
9. Request the County Administrator to meet with a representative group of nonprofit contractors
in an effort to develop language for the release of Requests for Proposals (RFP's)which will be
as standardized and as complete as possible and report his conclusions and recommendations to
our Committee on September 11$ 4 989.
IO.Request the County Administrator to advise all department heads having responsibility for
human services contracts with private non-profit agencies to attempt to draft service plans which
provide as explicit as possible outcomes so that it is clear exactly what service is being purchased.
11.Request the County Administrator, in discussing the subject of Requests for Proposals with
departments and contractors,to incorporate the policy that when a department's priorities change
in terms of the services for which the department wishes to contract that existing contractors who
are performing satisfactorily should be given the right of first refusal to receive a contract for the
new or amended priority program in order to maintain the stability of existing contractors.
12.Request County Counsel to prepare language which can be shared with contract agencies
indicating the form in which an agency's Board of Director should approve delegating execution
of contracts in order to resolve the problem with trying to obtain signatures from two members
of the Board of Directors on short notice.
13.Leave this item on referral to our Committee at least until after we receive the additional reports
we have requested on September 11, 1989.
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BACKGROUND:
The issue of monitoring contracts with private non-profit agencies which provide human services
is one which has received.a good deal of attention over the past year.
On November 14, 1988 the County Administrator's Office filed a report dated November 9, 1988
with the 1988 Internal Operations Committee. This report summarizes the outcome of a meeting
held October 31, 1988 in response to the Board's August 16, 1988 order. As a result of reviewing
this report at the Committee's meeting of November 14, 1988 the Committee filed a report with the
Board of Supervisors on November 29, 1988. It is the recommendations contained in this report to
which we are responding at this time. Attached is a report with the County Administrator's Office
filed with our Committee on June 19, 1989 which provides detailed background on this subject and
which is incorporated herein by reference.
We are not prepared to spend money at this time on a centralized recordkeeping system until we have
a further status report on exactly how the system will operate, what the costs will be and how the
costs can be paid for.
We are also concerned about the entire subject of cost-of-living increases and the timing of such
increases for contractors. We have, therefore, asked the Finance Committee to review this matter
with the affected departments and contractors and return their recommendations to the Board of
Supervisors.
Otherwise, we are pleased with the.progress that is being made in resolving some of the problems
which contractors have.brought to our attention in the past and wish to simply encourage all parties
to continue working with each other in a cooperative,manner in an effort to resolve the remaining
issues.
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