HomeMy WebLinkAboutValley Center for the Blind-County Operator Phone Adminstration Management COVID-19 Contact Tracing and Lab Data Reporting Processing_A-23-139 A-22-061.pdf CO(J County of Fresno Hall of Records,Room 301
2281 Tulare Street
Fresno,California
Board of Supervisors 93721-2198
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Telephone:(559)600-3529
PREt'' Minute Order Toll Free: 1-800-742-1011
www.co.fresno.ca.us
March 28, 2023
Present: 5- Supervisor Steve Brandau,Vice Chairman Nathan Magsig,Supervisor Buddy Mendes,
Supervisor Brian Pacheco,and Chairman Sal Quintero
Agenda No. 51. Public Health File ID: 23-0180
Re: Approve and authorize the Chairman to execute First Amendment to Agreement with Valley Center for
the Blind,to expand the scope of services to include additional lab reporting and data processing
services, effective upon execution with no change in the term of February 22,2022 through February
21,2027, and increasing the maximum compensation by$3,995,322 to a total of$4,806,322
APPROVED AS RECOMMENDED
Ayes: 5- Brandau, Magsig, Mendes, Pacheco,and Quintero
Agreement No.23-139
County of Fresno Page 53
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`0 Board Agenda Item 51
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DATE: March 28, 2023
TO: Board of Supervisors
SUBMITTED BY: David Luchini, RN, PHN, Director, Department of Public Health
Robert W. Bash, Director, Internal Services/Chief Information Officer
SUBJECT: First Amendment to Agreement with Valley Center for the Blind
RECOMMENDED ACTION(S):
Approve and authorize the Chairman to execute First Amendment to Agreement with Valley Center
for the Blind,to expand the scope of services to include additional lab reporting and data
processing services, effective upon execution with no change in the term of February 22, 2022
through February 21, 2027, and increasing the maximum compensation by$3,995,322 to a total of
$4,806,322.
There is no additional Net County Cost associated with the recommended action, which will increase the
maximum compensation by$3,995,322 to allow Valley Center for the Blind (VCB)to continue providing
County operator phone administration and management services, COVID-19 contact tracing services, and
to expand the scope of services to include paraprofessional services for additional lab reporting and data
processing services for the Department of Public Health (DPH). This item is countywide.
ALTERNATIVE ACTION(S):
If your Board does not approve the recommended action, DPH will not be able to utilize VCB for these much
needed paraprofessional services.Your Board may direct DPH to solicit for competitive bids for these
services, however DPH has invested many hours in the training and development of VCB staff. This staffing
agreement also empowers visually impaired individuals to secure employment in a partnership with the
County.
FISCAL IMPACT:
There is no increase in Net County Cost associated with the recommended action, which will increase the
maximum compensation by$3,995,322 for a new total of$4,806,322. Costs for services under the
Agreement are funded with charges to user departments and through the federal funds provided under the
County's Enhancing Lab Capacity Infectious Disease Enhancing Detection/Expansion grants. Sufficient
appropriations and estimated revenues are included in the Internal Services Department- Information
Technology Org 8905 and the DPH Org 5620 FY 2022-23 Adopted Budgets and will be included in
subsequent budget requests.
DISCUSSION:
On February 22, 2022, your Board approved the Agreement with VCB for County operator administration
and management and COVID-19 contact tracing services.The Agreement was for a potential term of five
years, including an initial three-year term with two optional one-year extensions, for the period February 22,
County of Fresno page 1 File Number.23-0180
File Number. 23-0180
2022, through February 21, 2027.
DPH has identified additional opportunities for VCB to provide support to the Department, however the
Agreement does not currently provide for the required services. The proposed amendment will expand the
scope of services and add flexibility to support departmental operations.
The services being requested include paraprofessional services to prepare additional lab reporting and data
processing for DPH. This data processing includes interpretation, application, and maintenance of statistical
data, generating required reports, and all follow-up correspondence.These services also include typing,
word processing, filing, sorting, and distributing materials. VCB will be required to complete all services in
accordance with County policies, rules, regulations, and procedures, and will participate in ongoing training
as it relates to programmatic activities.
Approval of the recommended action will increase the maximum compensation to$4,806,322, expand the
scope of services to include paraprofessional services, and update the hourly rates for additional services to
account for the expanded activities. The recommended Amendment also adds a single audit clause and
electronic signature clause to the agreement. All other terms remain unchanged.
REFERENCE MATERIAL:
BAI#42, February 22, 2022
ATTACHMENTS INCLUDED AND/OR ON FILE:
On file with Clerk- First Amendment to Agreement with VCB
CAO ANALYST:
Ronald Alexander
County of Fresno page 2 File Number:23-0180
agreement ivo.
1 AMENDMENT NO. 1 TO SERVICE AGREEMENT
2 This Amendment No. 1 to Service Agreement ("Amendment No. A-22-061") is dated
3 March 28, 2023 and is between Valley Center for the Blind, a California nonprofit
4 corporation, whose address is 3417 W. Shaw Ave., Fresno, CA 93711 ("Contractor"), and the
5 County of Fresno, a political subdivision of the State of California ("County").
6 Recitals
7 A. On February 22, 2022, County and the Contractor entered into an Agreement which is
8 County agreement number A-22-061 ("Agreement"), for County telephone operator and related
9 services with the Department of Internal Services ("ISD") and the Department of Public Health
10 ("DPH").
11 B. The Department of Public Health has developed several new projects suitable for the
12 Contractor's services, however, the Agreement's current scope of services cannot absorb those
13 additional projects.
14 C. County and the Contractor now desire to amend the Agreement, to add the additional
15 services as related to the new projects developed by DPH and not originally identified in the
16 Agreement, and update the Compensation accordingly. These additional services include
17 paraprofessional services for additional lab reporting and data processing, which includes
18 interpretation, application and maintenance of statistic data, generating necessary reports, and
19 all required correspondence. All data will be evaluated processed and maintained in accordance
20 with County policies, rules, regulations, and procedures.
21 The parties therefore agree as follows:
22 1. Section 1. OBLIGATIONS OF THE CONTRACTOR is amended to add subsections
23 "F" and "G" as follows:
24 "Subsection F. As part of this Agreement, Contractor will provide lab reporting
25 and data processing services, which includes processing incoming lab results,
26 following up with entities to acquire patient information, ensuring data quality, and
27 other related services as described in Exhibit E, which is attached and
28 incorporated by this reference.
1
1 Subsection G: As part of this Agreement, Contractor shall provide additional
2 services, identified in Exhibit B ("Additional Services"), on an as-needed basis at
3 the rates stated in Exhibit B. County Departments must provide a detailed scope
4 of work to Contractor in order to utilize these additional services."
5 2. Section 5. COMPENSATION/INVOICING of the Agreement, page 4, lines 12 through
6 20, are deleted and replaced with the following:
7 "Subsection A: In no event shall compensation paid for services performed under
8 this Agreement exceed two million nine hundred seventy-five thousand eight
9 hundred and sixty-three dollars ($2,975,863)for the initial three-year term of this
10 Agreement. If the County exercises the first optional one-year extension, the total
11 compensation paid for services performed under this Agreement shall not exceed
12 three million eight hundred seventy-one thousand four hundred and forty-three
13 dollars ($3,871,443). If the County exercises the final optional one-year
14 extension, total compensation paid for services performed under this agreement
15 shall not exceed four million eight hundred and six thousand three hundred and
16 twenty-two dollars ($4,806,322). It is understood that all expenses incidental to
17 the Contractor's performance of services under this Agreement shall be borne by
18 the Contractor. The County shall pay the Contractor within forty-five (45) days of
19 receipt of an approved invoice. Invoices shall clearly identify hours worked by
20 individual staff members."
21 Subsection B. The Contractor shall submit activity reports for work performed
22 each month similar to a template to be provided by the County in accordance
23 with the scope of work attached hereto as Exhibit F, by the fifteenth (15th) day of
24 each month for the prior month's services. An extension of five (5) days may be
25 requested before the fifteenth day of each month, and must be approved by the
26 County in writing.
27 Subsection C. Notwithstanding the above, payments made by the County shall
28 be in arrears, for services provided during the preceding month, within forty-five
2
1 (45) days after receipt and verification of the Contractor's invoices by the
2 County's Departments of Public Health and Internal Services. Invoice verification
3 shall consist of a review of supporting documentation for all expenditures, which
4 may include but not be limited to: timesheets, receipts, mileage records,
5 quarantine support records, and subcontractor invoices including all like
6 supporting documentation."
7 3. Section 20. ENTIRE AGREEMENT of the Agreement, located on page 19, is
8 amended to add the following after line 21:
9 "Section 21. SINGLE AUDIT CLAUSE. If the Contractor expends seven hundred
10 fifty thousand dollars ($750,000) or more of Federal and Federal flow-through
11 monies, the Contract agrees to conduct an annual audit in accordance with the
12 requirements of the Single Audit Standards as set forth in Office of Management
13 and Budget (OMB) Title 2 of the Code of Federal Regulations, Chapter II, Part
14 200. The Contractor shall submit said audit and management letter to the
15 County. The audit must include a statement of findings or a statement that there
16 were no findings. If there were negative findings, the Contract must include a
17 corrective action plan signed by an authorized individual. The Contractor agrees
18 to take action to correct any material non-compliance or weakness found as a
19 result of such audit. Such audit shall be delivered to the County's Department of
20 Public Health Administration for review within nine (9) months of the end of any
21 fiscal year in which funds were expended and/or received for the program.
22 Failure to perform the requisite audit tasks, or at the County's option, contracting
23 with a public accountant to perform said audit, or may result in the inability of the
24 County to enter into future agreements with the Contractor.
25 A single audit report is not applicable if all the Contractor's Federal contract to
26 not exceed the seven hundred fifty thousand dollars ($750,000) requirement of
27 the Contractor's federal funding is through Drug Medi-Cal."
28
3
1 4. Exhibit B — CONTRACTOR SERVICE RATES to this Agreement is deleted in its
2 entirety, and replaced with a revised Exhibit B, attached and incorporated by this
3 reference.
4 5. When both parties have signed this Amendment No. 1, the Agreement, and this
5 Amendment No. 1 together constitute the Agreement.
6 6. The Contractor represents and warrants to the County that:
7 a. The Contractor is duly authorized and empowered to sign and perform its obligations
8 under this Amendment No. 1.
9 b. The individual signing this Amendment No. 1 on behalf of the Contractor is duly
10 authorized to do so and his or her signature on this Amendment No. 1 legally binds
11 the Contractor to the terms of this Amendment No. 1.
12 7. The parties agree that this Amendment No. 1 may be executed by electronic
13 signature as provided in this section.
14 a. An "electronic signature" means any symbol or process intended by an individual
15 signing this Amendment No. 1 to represent their signature, including but not limited
16 to (1) a digital signature; (2) a faxed version of an original handwritten signature; or
17 (3) an electronically scanned and transmitted (for example by PDF document)
18 version of an original handwritten signature.
19 b. Each electronic signature affixed or attached to this Amendment No. 1 (1) is deemed
20 equivalent to a valid original handwritten signature of the person signing this
21 Amendment No. 1 for all purposes, including but not limited to evidentiary proof in
22 any administrative or judicial proceeding, and (2) has the same force and effect as
23 the valid original handwritten signature of that person.
24 c. The provisions of this section satisfy the requirements of Civil Code section 1633.5,
25 subdivision (b), in the Uniform Electronic Transaction Act (Civil Code, Division 3, Part
26 2, Title 2.5, beginning with section 1633.1).
27
28
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1 d. Each party using a digital signature represents that it has undertaken and satisfied
2 the requirements of Government Code section 16.5, subdivision (a), paragraphs (1)
3 through (5), and agrees that each other party may rely upon that representation.
4 e. This Amendment No. 1 is not conditioned upon the parties conducting the
5 transactions under it by electronic means and either party may sign this Amendment
6 No. 1 with an original handwritten signature.
7 8. This Amendment No. 1 may be signed in counterparts, each of which is an original,
8 and all of which together constitute this Amendment No. 1.
9 9. The Agreement as amended by this Amendment No. 1 is ratified and continued. All
10 provisions of the Agreement and not amended by this Amendment No. 1 remain in
11 full force and effect.
12 [SIGNATURE PAGE FOLLOWS]
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1 The parties are signing this Amendment No. 1 on the date stated in the introductory
2 clause.
3
Valley Center for the Blind COUNTY OF FRESNO
4
5 S 9�Zgeg bk
Shellena Heber(Feb 21,2023 09:11 PST)
6 Shellena Heber, Executive Director S Q in ro, Chairman of the Board of
S is f the County of Fresno
7 3417 W Shaw Avenue
Fresno, CA 93711 Attest:
8 Bernice E. Seidel
Clerk of the Board of Supervisors
g County of Fresno, State of California
10
By: -`
11 Deputy
12 For accounting use only:
13 INTERNAL SERVICES:
Org No.: 8905
14 Account No.: 7295
Fund No.: 1020
15 Subclass No.: 10000
16 PUBLIC HEALTH:
Org No.: 56201019
17 Account No.: 7295
Fund No.: 0001
18 Subclass No.: 10000
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6
EXHIBIT B
CONTRACTOR SERVICE RATES
Description Est. Hours Hourly Rate
COF Phone Operator Administration: Years 1-3 7,047 $ 29.00
COF Phone Operator Administration: Year 4 2,358 $ 30.00
COF Phone Operator Administration: Year 5 2,349 $ 31.00
COF Disability Equity/Covid Information Line 7,740 $ 29.00
Administration: Years 1-3
COF Disability Equity/Covid Information Line 2,580 $ 30.00
Administration: Year 4
COF Disability Equity/Covid Information Line 2,580 $ 31.00
Administration: Year 5
COF COVID-19 Contact tracing and outbreak
mitigation: January 1st, 2022-June 30t", 2022 2,080 $ 30.50
COF Public Health Program Support Services: 43,680 $ 45.00
Years 1-3
COF Public Health Program Support Services: 16,640 $ 46.00
Year 4
COF Public Health Program Support Services: 16,640 $ 47.00
Year 5
Additional Services: Years 1-3 --- $ 45.00
Additional Services: Year 4 --- $ 46.00
Additional Services: Year 5 --- $ 47.00
EXHIBIT E
SCOPE OF WORK
PUBLIC HEALTH PROGRAM SUPPORT
Public Health —Job Description
Activity Description
Public Health Performs paraprofessional/technical work in support of County
Program Support department programs and services involving the knowledge,
interpretation, and application of County policies, rules,
regulations, and procedures.
Assists in the preparation and maintenance of statistical data,
reports, and correspondence.
Typing, data entry, word processing, filing, sorting, distributing,
and processing materials, checking documents for
completeness, and maintaining various types of records.
Reviews, processes, and maintains program transactions,
records, and other documents in accordance with County
policies, rules, regulations, and procedures.
Participates in ongoing training opportunities as it relates to
programmatic activities, new guidance, and other programmatic
needs.
Follows up with medical providers, lab facilities and other
medical entities to acquire patient information to ensure data
quality.
Follows up with medical providers and labs in our community
and educates them on proper reporting guidelines or submittal
procedures.
Operates a multi-line, modern telephone system including
screening, transferring, or referring calls, and answering
questions.
May attend meetings with other County department staff and
other governmental agencies.
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