HomeMy WebLinkAboutAgreement A-18-123-1 with Public Consulting Group.pdfCOUNTY OF FRESNO
Fresno, CA
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AMENDMENT I TO AGREEMENT
THIS AMENDMENT, hereinafter referred to as Amendment I, is made and entered into
this__________ day of __________________, 2020, by and between the COUNTY OF FRESNO, a
Political Subdivision of the State of California, hereinafter referred to as “COUNTY,” and Public
Consulting Group, Inc., a Massachusetts corporation, whose address is 148 State Street, Tenth Floor,
Boston MA 02109, hereinafter referred to as “CONTRACTOR.”
WHEREAS, the parties entered into that certain Agreement, identified as COUNTY Agreement
No. A-18-123, effective April 1, 2018, 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, the parties wish to extend the term of the Agreement for an additional twelve (12)
month period; and
WHEREAS, COUNTY desires continued consultant services for its Call Center/Ongoing 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 COUNTY Agreement No. A-18-123, 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 number “2020.”, be deleted and the following inserted in its place:
“The term of this Agreement shall be for a period of three (3) years , commencing on the 1st day
of April, 2018 through and including the 31st of March, 2021.”
2.That COUNTY Agreement No. A-18-123, 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:
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Agreement No. 18-123-1
24th March
COUNTY OF FRESNO
Fresno, CA
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“For actual services provided as identified in the terms and conditions of this Agreement,
including Revised Exhibits A and B, COUNTY agrees to pay CONTRACTOR and CONTRACTOR
agrees to receive compensation in accordance with 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 March 31, 2021 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 One Million Six Hundred Forty-Eight
Thousand Six Hundred Sixty and No/100 Dollars ($1,648,660.00). 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
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
COUNTY OF FRESNO
Fresno, CA
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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 the existing COUNTY Agreement No. A-18-123, Page Six (6), Section Ten (10)
(Insurance), beginning with Line Sixteen (16), with the word “Without” and ending on Page Eight (8),
Line Fourteen (14) with the word “better.”, be deleted and the following inserted in its place:
“Without limiting the COUNTY's right to obtain indemnification from CONTRACTOR or any
third parties, CONTRACTOR, at its sole expense, shall maintain in full force and effect, the following
insurance policies or a program of self-insurance, including but not limited to, an insurance pooling
arrangement or Joint Powers Agreement (JPA) throughout the term of the Agreement:
A.Commercial General Liability
Commercial General Liability Insurance with limits of not less than Two Million
Dollars ($2,000,000.00) per occurrence and an annual aggregate of Four Million
Dollars ($4,000,000.00). This policy shall be issued on a per occurrence basis.
COUNTY may require specific coverages including completed operations,
products liability, contractual liability, Explosion-Collapse-Underground, fire
legal liability or any other liability insurance deemed necessary because of the
nature of this contract.
B.Automobile Liability
Comprehensive Automobile Liability Insurance with limits of not less than One
Million Dollars ($1,000,000.00) per accident for bodily injury and for property
damages. Coverage should include any auto used in connection with this
Agreement.
C.Professional Liability
If CONTRACTOR employs licensed professional staff, (e.g., Ph.D., R.N.,
L.C.S.W., M.F.C.C.) in providing services, Professional Liability Insurance with
limits of not less than One Million Dollars ($1,000,000.00) per occurrence, Three
Million Dollars ($3,000,000.00) annual aggregate.
D.Worker's Compensation
A policy of Worker's Compensation insurance as may be required by the
California Labor Code.
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Fresno, CA
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Additional Requirements Relating to Insurance
CONTRACTOR shall obtain endorsements to the Commercial General Liability insurance
naming the County of Fresno, its officers, agents, and employees, individually and collectively, as
additional insured, but only insofar as the operations under this Agreement are concerned. Such
coverage for additional insured shall apply as primary insurance and any other insurance, or
self-insurance, maintained by COUNTY, its officers, agents and employees shall be excess only and
not contributing with insurance provided under CONTRACTOR's policies herein. This insurance shall
not be cancelled or changed without a minimum of thirty (30) days advance written notice given to
COUNTY.
CONTRACTOR hereby waives its right to recover from COUNTY, its officers, agents, and
employees any amounts paid by the policy of worker’s compensation insurance required by this
Agreement. CONTRACTOR is solely responsible to obtain any endorsement to such policy that may
be necessary to accomplish such waiver of subrogation, but CONTRACTOR’s waiver of subrogation
under this paragraph is effective whether or not CONTRACTOR obtains such an endorsement.
Within Thirty (30) days from the date CONTRACTOR signs and executes this Agreement,
CONTRACTOR shall provide certificates of insurance and endorsement as stated above for all of the
foregoing policies, as required herein, to the County of Fresno, DSS, PO BOX 1912, Fresno,
California, 93718-1912, Attention: Andrew Cervantes, stating that such insurance coverage have been
obtained and are in full force; that the County of Fresno, its officers, agents and employees will not be
responsible for any premiums on the policies; that for such worker’s compensation insurance the
CONTRACTOR has waived its right to recover from the COUNTY, its officers, agents, and employees
any amounts paid under the insurance policy and that waiver does not invalidate the insurance policy;
that such Commercial General Liability insurance names the County of Fresno, its officers, agents and
employees, individually and collectively, as additional insured, but only insofar as the operations under
this Agreement are concerned; that such coverage for additional insured shall apply as primary
insurance and any other insurance, or self-insurance, maintained by COUNTY, its officers, agents and
employees, shall be excess only and not contributing with insurance provided under CONTRACTOR's
policies herein; and that this insurance shall not be cancelled or changed without a minimum of thirty
COUNTY OF FRESNO
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(30) days advance, written notice given to COUNTY.
In the event CONTRACTOR fails to keep in effect at all times insurance coverage as herein
provided, the COUNTY may, in addition to other remedies it may have, suspend or terminate this
Agreement upon the occurrence of such event.
All policies shall be issued by admitted insurers licensed to do business in the State of
California, and such insurance shall be purchased from companies possessing a current A.M. Best, Inc.
rating of A FSC VII or better.”
4.That all references in existing COUNTY Agreement No. A-18-123 to Exhibit A shall be
changed to read “Revised Exhibit A,” which is attached hereto and incorporated herein by this
reference.
5.That all references in existing COUNTY Agreement No. A-18-123 to Exhibit B shall be
changed to read “Revised Exhibit B,” which is attached hereto and incorporated herein by this
reference.
6.COUNTY and CONTRACTOR agree that this Amendment I is sufficient to amend
Agreement No. A-18-123 and, that upon execution of this Amendment I, the original Agreement and
Amendment I, 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 I shall become effective upon execution on the day first written
hereinabove.
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IN WITNESS WHEREOF , the parties hereto have executed this Amendment I to Agreement as
of the day and year first hereinabove written.
CONTRACTOR:
Public Consulting Group, Inc.
Mark R. Kmetz, Assistant Secretary
Public Consulting Group. lnc.
Mailing Address:
148 State Street, Tenth F loor
Boston, MA 021 09
Phone No.: (617) 717-1084
Contact: Brian Howells
Fund /Subclass: 0001 /10000
Organization: 56107001
Account/Program: 7295
DE ·:ac
COUNTY OF FRESNO
~ ~
Ernest ~hairman 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: lJ\. t:)o.', ~
Deputy
-6 -COUNTY ()Ii FR l •:SNO
l 'n.:s n o , ( ::\
Revised Exhibit A
1
Summary of Services
ORGANIZATION: Public Consulting Group, Inc.
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, Inc. (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
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 March 31, 2021, 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. Additional 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 March 31, 2021via conference call or in-person meetings.
Contractor is to provide a status report of progress against contract deliverables
and timeframes to project managers as requested.
Revised Exhibit A
2
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. For WTW, GR, Staff Development, and Service Center excluding the call center
and ongoing areas, 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.
5. For all other areas, Contractor shall develop a continuing operations plan with
Department management by March 31, 2021, to allow for transition of project
management functions to the Department effective March 31, 2021.
6. Contractor shall provide invoices and supporting documentation monthly to the
Department.
7. For WTW, GR, Staff Development, and Service Center excluding the call center
and ongoing areas, 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.
8. For all other areas, Contractor shall provide all deliverables by March 31, 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 March
31, 2021.
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.
Revised Exhibit A
3
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 March 31, 2021.
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 plan 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 Call
Center/Ongoing committees and workgroups in line with the Department’s
reorganization.
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
Revised Exhibit A
4
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.
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.
Revised Exhibit A
5
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.
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.
Revised Exhibit A
6
B. Provide an on-site work station (cubicle, phone, and computer) at a County office in
the metro Fresno area.
Revised Exhibit B
1
Budget
ORGANIZATION: Public Consulting Group, Inc.
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
$220 795 hrs. $174,900 3
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
Revised Exhibit B
2
Services Provided April 1, 2020 through
March 31, 2021:
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 $39,332
Total: 12 1,440 hrs. $356,132