Title
Approve and authorize the Office of the Auditor-Controller to process a one-time payment in the amount of $12,554 to Amergis Healthcare Staffing, Inc. for outstanding invoices related to the provision of supplemental licensed healthcare staffing services to the County of Monterey, on behalf of the Monterey County Health Department (MCHD), where services were provided between September 2024 and May 2, 2025, and included, but were not limited to, vaccine clinics, outpatient clinic coverage, and other public health-related support.
Report
RECOMMENDATION:
It is recommended that the County of Monterey Board of Supervisors:
Approve and authorize the Office of the Auditor-Controller to process a one-time payment in the amount of $12,554 to Amergis Healthcare Staffing, Inc. for outstanding invoices related to the provision of supplemental licensed healthcare staffing services to the County of Monterey, on behalf of the Monterey County Health Department (MCHD), where services were provided between September 2024 and May 2, 2025, and included, but were not limited to, vaccine clinics, outpatient clinic coverage, and other public health-related support.
SUMMARY:
MCHD has long partnered with Maxim Healthcare Services, Inc. (now Amergis Healthcare Staffing, Inc.) to provide supplemental licensed healthcare staffing across Clinic Services, Public Health, and Behavioral Health programs, including vaccine clinics and outpatient coverage. A new Agreement with Amergis, effective August 1, 2025, was executed to ensure continuity of services following the entity name change and invoice issues related to Tax Identification Numbers (TIN). It was discovered that Amergis submitted a Vendor Data Record (VDR) as required on September 2, 2020, listing their TIN number change; however, this update was never entered into County’s Advantage system, likely due to the oversight during the early COVID-19 disruptions.
During invoice review, it was identified that one nurse exceeded the 720-work hour limit, resulting in an overage of $12,553.75. Although these hours are subject to the contract limits outlined in Exhibit A, Sections A.1.12, A.1.12.1, and A.1.14, which require the contractor to track employee hours, notify MCHD when hours approach 650 per fiscal year, and prohibit County payment beyond 720 hours, the overage occurred due to delays in invoice processing related to the TIN number discrepancy and timing issues related to COVID-19 business process disruptions. The Auditor-Controller requires Board approval to process this specific payment.
DISCUSSION:
MCHD has had an agreement with Maxim Healthcare Services, Inc. for several years; providing Supplemental licensed healthcare staffing in the Health Department’s Clinic Services, Public Health, and Behavioral Health clinics including but not limited to vaccine clinics, outpatient clinic coverage, or other health matters.
The last agreement, Amendment No. 3, with Maxim Healthcare Services, Inc., expired on July 31, 2025. However, Maxim had since changed its name to Amergis Healthcare Staffing, Inc.
Prior to the new Agreement with Amergis, Amergis was submitting invoices under its new entity, which initially caused payment issues due to a mismatch in Tax Identification Numbers (TINs) between the submitted invoices and what was previously on file. As a result, an Assignment and Assumption Agreement could not be utilized. Therefore, a new agreement with Amergis was fully executed with a term start date of August 1, 2025, to ensure continuity of services without interruption.
Upon further review, it was discovered that Amergis indeed submitted a VDR on September 2, 2020, listing the correct TIN; however, this update was never entered into Advantage, likely due to oversight during the early COVID-19 disruptions.
During the transition from the Maxim Agreement to the Amergis Agreement, outstanding invoices covering the period from September 2024 through April 1, 2025, were identified. Contracts and Purchasing provided approval for a one-time purchase order to pay Maxim’s outstanding invoices.
Due to a delay in invoice processing and timing issues as a direct result from the invoices submitted with the new name, it was identified that one nurse exceeded the 720-work hour limit in the Amergis contract, resulting in an overage of $12,553.75. This 720-hour limit was imposed pursuant to California Government Code Section §31000.4, which limits the use of temporary help to no more than 90 days. Although these overage hours were included in the already approved one-time Purchase Order, the Auditor Controller’s office advised they could not make the payment without Board approval.
While the contract explicitly limits payment for hours beyond 720, this overage resulted from County-side errors during COVID-19 disruptions, not solely contractor oversight. Approving the payment of $12,553.75 will address this one-time overage, maintain a strong and collaborative working relationship with Amergis, and ensure uninterrupted supplemental healthcare staffing services. Both MCHD and Amergis have implemented safeguards to prevent recurrence, including confirming hour limits and notifications moving forward.
OTHER AGENCY INVOLVEMENT:
The Office of County Counsel and the Auditor-Controller have reviewed and approved this request as to form and fiscal provisions, respectively. This board request was reviewed by County Human Resources.
FINANCING:
This Agreement is financed with grant funds and department revenues. The associated appropriations are included in the Health Department’s Public Health Bureau (001-4000-8124-HEA003), Clinic Services Bureau (001-4000-8592-HEA007), and the Behavioral Health Bureau (023-4000-8410 HEA012) FY 2025-26 Adopted Budget. In future FYs, appropriations for this Agreement will be included as part of the Requested Budget.
BOARD OF SUPERVISORS STRATEGIC PLAN GOALS:
This recommendation supports the Board of Supervisors’ Well-Being and Quality of Life goal by ensuring uninterrupted access to licensed supplemental healthcare staffing, which is critical for public health operations, vaccination clinics, and outpatient services. Processing this payment also fosters strong vendor relationships, which is essential for the ongoing delivery of vital County health services.
Mark a check next to the related Board of Supervisors Strategic Plan Goals:
_X_ Well-Being and Quality of Life
____ Sustainable Infrastructure for the Present and Future
____ Safe and Resilient Communities
____ Diverse and Thriving Economy
Prepared by: Juanita Sanders, Management Analyst II, 755-5494
Approved by: Elsa Mendoza Jimenez, Director of Health Services, 755-4526
Attachments:
Board Report
Original Maxim Agreement (including all amendments)
MaximVendor Data Registration Form