HomeMy WebLinkAboutAgreement A-18-123-2 with PCG.pdfCOUNTY OF FRESNO
Fresno, CA
-1 -
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
25
26
27
28
AMENDMENT II TO AGREEMENT
THIS AMENDMENT, hereinafter referred to as Amendment II, is made and entered into
this__________ day of __________________, 2021, by and between the COUNTY OF FRESNO, a
Political Subdivision of the State of California, hereinafter referred to as “COUNTY,” and Public
Consulting Group LLC, a Delaware limited liability company, with a principal place of business at
148 State Street, Tenth Floor, Boston, MA 02109, hereinafter referred to as “CONTRACTOR.”
WHEREAS, COUNTY and Public Consulting Group, Inc. entered into that certain Agreement,
identified as COUNTY Agreement No. A-18-123, effective April 1, 2018, as amended by Amendment
I, identified as Agreement No. A-18-123-1, effective April 1, 2020, hereinafter referred to as “the
Agreement", for ongoing consulting services and training for the COUNTY’s Service Center/Client
Needs-Based Service Delivery Model ensuring a consistent level of service across all Service Center
offices and support with future projects through its Department of Social Services (DSS); and
WHEREAS, COUNTY, Public Consulting Group, Inc. and CONTRACTOR entered into an
assignment of agreement, whereby Public Consulting Group, Inc. assigned, transferred, and delegated
all of its rights, benefits, responsibilities, and obligations under the Agreement to CONTRACTOR and
CONTRACTOR agreed to accept all such assigned rights, benefits, responsibilities, and obligations;
and
WHEREAS, the COUNTY and CONTRACTOR wish to extend the term of the Agreement for
an additional Fifteen (15) month period; and
WHERAS, COUNTY desires continued consultant services for its Service Center and Data
Management areas due to changes with departmental restructuring and ongoing projects; and
WHEREAS, the parties desire to amend the Agreement regarding changes as stated below and
restate the Agreement in its entirety.
NOW, THEREFORE, in consideration of their mutual promises, covenants and conditions,
hereinafter set forth, the sufficiency of which is acknowledged, the parties agree as follows:
1.That the Agreement, Page One (1), Section Two (2) (Term), beginning with Line
Twenty-Two (22), with the word “The” and ending on Page One (1), Line Twenty-Three (23) with the
word “2021.” be deleted and the following inserted in its place:
Agreement No. 18-123-2
23rd March
COUNTY OF FRESNO
Fresno, CA
-2 -
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
25
26
27
28
“The term of this Agreement shall be for a period of four (4) years and three (3) months,
commencing on the 1st day of April, 2018 through and including the 30th of June, 2022.”
2.That the Agreement, Page Two (2), Section Four (4) (Compensation), beginning with
Line Twenty-Two (22), with the word “For” and ending on Page Three (3), Line Twenty (20) with the
word “days.” be deleted and the following inserted in its place:
“For actual services provided as identified in the terms and conditions of this Agreement,
including Amendment II Revised Exhibits A and B, COUNTY agrees to pay CONTRACTOR and
CONTRACTOR agrees to receive compensation in accordance with Amendment II Revised Exhibit
B. Mandated travel shall be reimbursed based on actual expenditures and mileage reimbursement
shall be at CONTRACTOR’s adopted rate per mile, not to exceed the IRS published rate. Payment
shall be made upon certification or other proof satisfactory to COUNTY’s DSS that services have
actually been performed by CONTRACTOR as specified in this Agreement.
In no event shall services performed under this Agreement during the period April 1, 2018
through March 31, 2020 be in excess of One Million Two Hundred Ninety-Two Thousand Five
Hundred Twenty-Eight and No/100 Dollars ($1,292,528). In no event shall services performed under
this Agreement during the period April 1, 2020 through June 30, 2021 be in excess of Three Hundred
Fifty-Six Thousand One Hundred Thirty-Two and No/100 Dollars ($356,132). In no event shall
services performed under this Agreement during the period July 1, 2021 through June 30, 2022 be in
excess of Three Hundred Fifty-Six Thousand One Hundred Thirty-Two and No/100 Dollars
($356,132). The cumulative total of this Agreement shall not be in excess of Two Million Four
Thousand Seven Hundred Ninety-Two and No/100 Dollars ($2,004,792.00). It is understood that all
expenses incidental to CONTRACTOR’s performance of services under this Agreement shall be borne
by CONTRACTOR.
Except as provided below regarding State payment delays, payments by COUNTY shall be in
arrears, for services provided during the preceding month, within forty-five (45) days after receipt,
verification and approval of CONTRACTOR’s invoices by COUNTY’s DSS. If CONTRACTOR
should fail to comply with any provision of this Agreement, COUNTY shall be relieved of its
obligation for further compensation. All final claims and/or any final budget modification requests
COUNTY OF FRESNO
Fresno, CA
-3 -
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
25
26
27
28
shall be submitted by CONTRACTOR within sixty (60) days following the final month of service for
which payment is claimed. No action shall be taken by COUNTY on claims submitted beyond the
sixty (60) day closeout period. Any compensation which is not expended by CONTRACTOR
pursuant to the terms and conditions of this Agreement shall automatically revert to COUNTY.
The services provided by CONTRACTOR under this Agreement are funded in whole or in part
by the State of California. In the event that funding for these services is delayed by the State
Controller, COUNTY may defer payment to CONTRACTOR. The amount of the deferred payment
shall not exceed the amount of funding delayed by the State Controller to COUNTY. The period of
time of the deferral by COUNTY shall not exceed the period of time of the State Controller’s delay of
payment to COUNTY plus forty-five (45) days.”
3.That all references in the Agreement to Revised Exhibit A shall be changed to read
“Amendment II Revised Exhibit A,” which is attached hereto and incorporated herein by this
reference.
4.That all references in the Agreement to Revised Exhibit B shall be changed to read
“Amendment II Revised Exhibit B,” which is attached hereto and incorporated herein by this
reference.
5. COUNTY and CONTRACTOR agree that this Amendment II is sufficient to amend
Agreement No. A-18-123, as amended by Amendment I, and that upon execution of this Amendment
II, the original Agreement, Amendment I, and this Amendment II shall together be considered the
Agreement.
The Agreement, as hereby amended, is ratified and continued. All provisions, terms, covenants,
conditions and promises contained in this Agreement not amended herein shall remain in full force
and effect. This Amendment II shall become effective upon execution on the day first written
hereinabove.
///
///
///
///
1 IN WITNESS WHEREOF, the parties hereto have executed this Amendment II to Agreement
2 as of the day and year first hereinabove written .
3
4
5
6
7
8
9
10
11
12
13
14
1 5
1 6
17
1 8
19
20
21
22
23
24
CONTRACTOR:
Public Consulting Group LLC
-ft-L~~"t,L!:.....J..."~£1:::1 ~.
illiam S. Mosa ws , , Presiden t
Public Consulting Gr up LLC
ark R . Kmetz, Assistant Secretary
Public Consulting Group LLC
Mailing Address:
148 State Street, Tenth Floor
Boston, MA 02109
Phone No.: (617) 717-1084
Contact: Brian Howells
Fund/Subclass: 0001/10000
Organization: 56107001
Account/Program : 7295
25 DEN:ac
26
2 7
28
COUNTY OF FRESNO
Steve Branda , Chairman of the
Board of Supervisors of the County
of Fresno
ATTEST:
Bernice E . Seidel ,
Clerk of the Board of Supervisors
County of Fresno , State of California
By: _&~=~=L=D=--ep_,,~=-ty---1--4=C---
-5 -COUNTY o r, r-RESNO
f-res no, CA
Amendment II Revised Exhibit A
1
Summary of Services
ORGANIZATION: Public Consulting Group LLC
CONTACT: Brian Howells
ADDRESS: 148 State Street, Tenth Floor
Boston, MA 02109
TELEPHONE: (617) 717-1084
SERVICE: Service Center Consultation and Program Assessments
______________________________________________________________________________
PROJECT DESCRIPTION: Public Consulting Group LLC (Contractor) is to provide consulting
services for continued support of the Service Center/Client Needs-Based Service Delivery Model
for the County of Fresno (County) Department of Social Services (Department). Contractor will
provide consulting services and training for other specified projects, which include the
assessment and improvement of the Welfare-To-Work (WTW) program, General Relief (GR)
program, and consultation support for the Department’s Staff Development & Training section.
Contractor shall be responsible to provide the services set forth below, and as set forth in
Amendment II Revised Exhibit B. In providing these services, Contractor personnel hours
worked are limited to a cumulative 50 hour work week per person.
A. General Contractor Project Management
1. During the period April 1, 2018 through March 31, 2020, Contractor shall consult
on-site in the metropolitan Fresno Area (and rural sites, if needed) two (2) weeks
each month, at a minimum of three (3) days per week. During the period April 1,
2020 through June 30, 2022, Contractor shall consult on-site in the metropolitan
Fresno area (and rural sites, if needed) once (1) per month for at least three (3)
consecutive days, unless Department deems on-site consultation not practicable.
Consulting services can be conducted offsite through the use of technology,
including teleconference, video conference, etc.
2. Contractor shall update work progress and direction with Department’s Deputy
Directors and/or project managers at weekly intervals during the period April 1,
2018 through March 31, 2020 and at monthly intervals during the period April 1,
2020 through June 30, 2022 via conference call or in-person meetings.
Amendment II Revised Exhibit A
2
Contractor is to provide a status report of progress against contract deliverables
and timeframes to project managers as requested.
3. Contractor shall present project updates on-site in summary form on a monthly
basis or at the Department’s discretion to the Department’s Executive team.
4. Contractor shall provide invoices and supporting documentation monthly to the
Department.
5. For WTW, GR, and Staff Development, Contractor shall develop a continuing
operations plan with Department management by March 31, 2020, to allow for
transition of project management functions to the Department effective March
31, 2020.
6. For Service Center Ongoing, Contractor shall develop a continuing operations
plan with Department management by June 30, 2021, to allow for transition of
project management functions to the Department effective June 30, 2021.
7. For Service Center Intake and Data Management, Contractor shall develop a
continuing operations plan with Department management by June 30, 2022, to
allow for transition of project management functions to the Department
effective June 30, 2022.
8. For WTW, GR, and Staff Development, Contractor shall provide all deliverables
by March 31, 2020. If Contractor needs additional time to fulfill any contract
deliverable, Contractor shall send a written request to the Department detailing
reason for delay, measures taken to address delay, and updated delivery
schedule. Department will evaluate request and work with Contractor to arrive
at mutually agreeable resolution. In no event shall a deliverable deadline be
extended beyond March 31, 2020.
9. For Service Center Ongoing, Contractor shall provide all deliverables by June 30,
2021. If Contractor needs additional time to fulfill any contract deliverable,
Contractor shall send a written request to the Department detailing reason for
delay, measures taken to address delay, and updated delivery schedule.
Department will evaluate request and work with Contractor to arrive at mutually
agreeable resolution. In no event shall a deliverable deadline be extended
beyond June 30, 2021.
10. For Service Center Intake and Data Management, Contractor shall provide all
deliverables by June 30, 2022. If Contractor needs additional time to fulfill any
contract deliverable, Contractor shall send a written request to the Department
detailing reason for delay, measures taken to address delay, and updated
delivery schedule. Department will evaluate request and work with Contractor to
arrive at mutually agreeable resolution. In no event shall a deliverable deadline
be extended beyond June 30, 2022.
Amendment II Revised Exhibit A
3
B. Service Center Project Management and Ongoing Operations Support
1. Services
a. Contractor shall participate in and support monthly Department program
committee meetings. Contractor shall coach and develop committee leads to
prepare meeting agendas, create and update project plans, identify best
practices, and work with Program staff to develop ideas to improve Service
Center outcomes.
b. Contractor shall assess current CalFresh, Medi-Cal, and CalWORKs Service
Center operations with an emphasis on the Call Center and its performance
compared to other call centers. Contractor shall conduct workflow analysis,
evaluate the effectiveness of current business practices and service delivery
practices, and assist Department management in defining and prioritizing
business process issues.
c. Contractor shall identify gaps in technology, business processes, differences
in business practices among offices, and areas in need of improvement.
d. Contractor shall facilitate standardization of business processes and use of
best practices.
e. Contractor shall provide continued project management support and
guidance to ensure planned objectives are accomplished, with the goal of
transitioning to Department management effective June 30, 2021 for Service
Center Ongoing, and June 30, 2022 for Service Center Intake.
2. Deliverables
a. Contractor shall report findings, updates, analysis of historical data,
timelines, and progress in written format with specific recommendations and
justifications to Deputy Directors and/or project managers.
b. Contractor shall provide implementation plans for business process
improvement in a series of logical steps achievable over a flexible period of
time (including timeline, milestones, deliverables, and activities if requested
by project manager). Contractor shall provide contingencies for adjustment
of time periods.
c. Contractor shall provide recommendations for restructuring Service Center
Ongoing processes, committees, and workgroups in line with the
Department’s reorganization.
d. Contractor shall provide assessment reports on Service Center Intake,
specifically regarding workloads, worker training, and quality management
including best practices from other counties.
e. Contractor shall provide recommendations for restructuring Service Center
Intake processes, committees, and workgroups in line with the Department’s
reorganization.
Amendment II Revised Exhibit A
4
C. Data Management Support
1. Services
a. Contractor shall participate in and support monthly Deputy Director/Program
Manager Operational Reports meeting.
b. Contractor shall coach senior management and supervisors on the use of
data to support data driven decision-making. Provide group and one-on-one
coaching on use of reports including: Task Management Combined Report,
Appointment Status Report, Call Center Combined Report, Lobby Traffic
Analytics, etc.
c. Contractor shall work with Department’s Operations Research & Reporting
group to review and analyze current management reports, provide
recommendations on additional data needs, and help develop new reports if
needed.
2. Deliverables
a. Contractor shall develop a recommendations document for a
Command/Operations Center, including performance measures for
supporting data-driven decision making. Document must be developed in
collaboration with the Department’s Operations Research & Reporting
group.
b. Contractor shall work with the Department’s Operations Research &
Reporting group to develop recommendations and implementation support
documents for the Department’s Unified Workload Management initiative.
c. Contractor shall provide recommendations to help resolve roles, governance,
processes, and tools for the Operations Research & Reporting group in
relation to other areas of the Department to facilitate efficient operation and
management.
D. Welfare-To-Work (WTW) Program Assessment and Process Improvement Support
1. Services
a. Contractor shall perform a comprehensive assessment of current operations,
identify gaps in business processes, and identify areas of improvement such
as work participation rates and client access.
b. Contractor shall assist with incorporating WTW within existing Service Center
meeting structure and/or establish WTW committees on assessment of
needs.
c. Contractor shall work with Operations Research & Reporting to review and
analyze additional data needs and help develop new reports if needed.
Amendment II Revised Exhibit A
5
2. Deliverables
a. Contractor shall complete a three (3) month WTW assessment. Work with
Department staff to determine final assessment requirements and necessary
oversight requirements. WTW assessment will be done concurrently with GR
assessment. Report findings in written format with specific
recommendations and justification to Deputy Directors and/or project
managers.
b. Contractor shall provide an implementation plan for business process
improvements the month following the conclusion of the WTW assessment
in a phased approach achievable over a flexible period of time (include
timeline, milestones, deliverables, and activities). The plan shall provide
contingencies for adjustment of time periods.
E. General Relief (GR) Program Assessment and Process Improvement Support
1. Services
a. Contractor shall perform a comprehensive assessment of current operations,
identify gaps in business processes, and identify areas of improvement.
b. Contractor shall assist with incorporating GR within existing Service Center
meeting structure and/or establish GR-specific committees based on
assessment of needs.
c. Contractor shall work with Operations Research & Reporting to review and
analyze current GR management reports, provide recommendations on
additional data needs, and help develop new reports if needed.
2. Deliverables
a. Contractor shall complete a three (3) month GR assessment. GR assessment
will be done concurrently with the WTW assessment in a phased approach
achievable over a flexible period of time (include timeline, milestones,
deliverables, and activities). The plan shall provide contingencies for
adjustment of time periods.
F. Staff Development and Training Support
1. Services
a. Contractor shall work with Staff Development to create a Service Center
training curriculum including customer service training.
b. Contractor shall work with Staff Development to conduct “Train the Trainer”
sessions, familiarizing Staff Development trainers with the curriculum and its
delivery.
Amendment II Revised Exhibit A
6
c. Contractor shall conduct initial training class for newly developed training
curriculum, after which training shall transition to Staff Development.
d. Contractor shall provide facilitation, coaching, training, and support for
senior management and supervisory staff on data-driven decision making
and managing/supervising in a Service Center environment.
2. Deliverables
a. Contractor shall facilitate and develop a plan for Department and staff
communication with a focus on preparing and supporting individuals and
teams in making organizational change.
b. Contractor shall deliver Service Center training plan and develop a transition
plan to Staff Development.
County shall be responsible for the following:
A. Meet with Contractor as often as needed for project coordination, problems/issue
resolution, information sharing and review, and monitoring of deliverables.
B. Provide an on-site work station (cubicle, phone, and computer) at a County office in
the metro Fresno area.
Amendment II Revised Exhibit B
1
Budget
ORGANIZATION: Public Consulting Group LLC
CONTACT: Brian Howells
ADDRESS: 148 State Street, Tenth Floor
Boston, MA 02109
TELEPHONE: (617) 717-1084
SERVICE: Service Center Consultation and Program Assessments
Services Provided April 1, 2018 through
March 31, 2020:
Total Estimated
Hours per Month Months
Hourly
Rate
(TBD)
Total
Hours Total Cost
General Project Management 20 hrs. per month 24 $220 480 hrs. $105,600
Service Center Project Management and
Ongoing Operations Consulting Support 90 hrs. per month 24 $220 2,160 hrs. $475,200
Data Management Consulting Support 20 hrs. per month 24 $220 480 hrs. $105,600
Welfare-to-Work (WTW) Program
Assessment and Process Improvement
Consulting Support
Assessment: 125
hrs. per month
3
$220 795 hrs. $174,900
Consulting Support:
20 hrs. per month 21
Staff Development & Training
Consulting Support 20 hrs. per month 24 $220 480 hrs. $105,600
General Relief Assessment and Process
Improvement Consulting Support
Assessment: 115
hrs. per month 3
$220 765 hrs. $168,300
Consulting Support:
20 hrs. per month 21
Travel Travel at cost $157,328
Total: 24 5,160 hrs. $1,292,528
Amendment II Revised Exhibit B
2
Services Provided April 1, 2020 through
June 30, 2021:
Total Estimated
Hours per Month Months Hourly
Rate
Total
Hours Total Cost
General Project Management 8 hrs. per month 15 $220 120 hrs. $26,400
Service Center Project Management and
Ongoing Operations Consulting Support 72 hrs. per month 15 $220 1,080 hrs. $237,600
Data Management Consulting Support 16 hrs. per month 15 $220 240 hrs. $52,800
Travel Travel at cost $39,332
Total: 15 1,440 hrs. $356,132
Services Provided July 1, 2021 through
June 30, 2022:
Total Estimated
Hours per Month Months Hourly
Rate
Total
Hours Total Cost
General Project Management 10 hrs. per month 12 $220 120 hrs. $26,400
Service Center Project Management and
Ongoing Operations Consulting Support 90 hrs. per month 12 $220 1,080 hrs. $237,600
Data Management Consulting Support 20 hrs. per month 12 $220 240 hrs. $52,800
Travel Travel at cost $39,032
Teleconference Service Service at cost $300
Total: 12 1,440 hrs. $356,132