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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. - 2 - ,r 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. - 3 -