Title
a. Approve and authorize the Director of the Department of Social Services, or his designee, to sign Amendment No. 3 to Agreement #A-12656 with Solutions West, Inc., for the provision of temporary eligibility case workers, adding $211,075, effective June 1, 2015, for FY 2014/15, and adding $647,960 for FY 2015/16, increasing the total contract amount to $1,524,355, and extending the term of the Agreement through June 30, 2016; and
b. Authorize the Director of the Department of Social Services, or his designee, to sign up to three (3) amendments to the Agreement where the total amendments do not exceed 10% of the original contract amount, and do not significantly change the scope of work.
Report
RECOMMENDATION:
It is recommended that the Board of Supervisors:
a. Approve and authorize the Director of the Department of Social Services, or his designee, to sign Amendment No. 3 to Agreement #A-12656 with Solutions West, Inc., for the provision of temporary eligibility case workers, adding $211,075, effective June 1, 2015, for FY 2014/15, and adding $647,960 for FY 2015/16, increasing the total contract amount to $1,524,355, and extending the term of the Agreement through June 30, 2016; and
b. Authorize the Director of the Department of Social Services, or his designee, to sign up to three (3) amendments to the Agreement where the total amendments do not exceed 10% of the original contract amount, and do not significantly change the scope of work.
SUMMARY/DISCUSSION:
Solutions West, Inc. provides temporary specialized staff to the Monterey County Department of Social Services (DSS) for the provision of temporary eligibility case workers pursuant to Agreement #A-12656. Due to a continuing need for temporary qualified specialized staff, in September 2014 the original Agreement and subsequent Amendments were subject to an extension through June 2015. At that time it was not anticipated that the contract amount would need to be increased.
However, Department of Social Services eligibility workers are still required to implement time consuming manual processes to support customer service and regulatory requirements. This is due to ongoing technology challenges related to the interface between the Covered California CalHEERS eligibility system and the C-IV eligibility system. (C-IV is the more robust multi-program automated welfare systems used and managed by counties.) Additionally, the rapid growth in the number of residents requiring assistance has been outpacing the Department’s ability to hire and train new eligibility workers.
This Amendment provides $211,075 for the current year, and $647,960 to extend the Agreement through June 30, 2016. The total amended contract totals $1,524,355 covering the period March 1, 2014 through June 30, 2016. Solutions West has demonstrated the necessary experience to provide temporary local eligibility case workers. Solutions West also has staff who understand eligibility rules for the ACA and have developed and provided training on the functionality of the CalHEERS automated system.
It is anticipated that the numerous problems in the CalHEERS eligibility system will be addressed over the course of the next 18 to 24 months as required Medi-Cal notices and new eligibility rules for Medi-Cal expansion are integrated into C-IV. Additionally, the Department continues to recruit, hire and train eligibility staff.
OTHER AGENCY INVOLVEMENT:
The Department has discussed this agreement with its Labor Management Committee and there is consensus that the additional short-term support it offers will be beneficial to the workforce and the community. The Auditor-Controller and Contract/Purchasing have reviewed and approved this amendment. County Counsel has approved the amendment as to form.
FINANCING:
This agreement is funded by the Medi-Cal and CalFresh allocation. Sufficient appropriations and estimated revenues for SOC005 are included in the FY 2014-15 Adopted Budget, and in the FY 2015-16 Recommended Budget. Approval of this action has no impact on the County General Fund.
Prepared by: Melissa A. Mairose, Finance Manager II, x4433
Approved by: Elliott Robinson, Director, x4434
Attachments: Solutions West Amend #3, Amend #2, Amend #1, and Original Agreement.
Proposed Agreement is on file with Clerk of the Board as an attachment to this Board Report.