DATE: August 6, 2024
TO: Board of Supervisors
SUBMITTED BY: Sanja Bugay, Director, Department of Social Services
SUBJECT: Amendment No. 1 to Agreement with InTelegy Corp for Organizational Consulting Services
RECOMMENDED ACTION(S):
TITLE
Approve and authorize the Chairman to execute First Amendment to Agreement with InTelegy Corp. for organizational consulting services, extending the term by two years from October 1, 2024 to September 30, 2026, and increasing the maximum by $300,000 to a total of $975,000.
REPORT
There is no additional Net County Cost associated with the recommended action. Approval of the recommended action will extend the term of the agreement by two years and increase the maximum compensation by $300,000 to continue administrative and program enhancement consultation services provided by InTelegy Corp. This amendment will allow the Department to continue this collaboration at the current pace and support completion of the nine existing projects and several upcoming projects. The amendment will further allow flexibility based on actual Department necessity and acceleration of project completion during the two remaining contract years. The recommended agreement will be financed primarily with State and Federal funds. This item is countywide.
ALTERNATIVE ACTION(S):
Should your Board choose not to approve the recommended action, the Department will be unable to continue using InTelegy services until the new contract term begins, due to lack of funds available for use during the initial 13-month term of the agreement.
FISCAL IMPACT:
There is no increase in Net County Cost associated with the recommended action. The increased maximum compensation amount of ($975,000) will be offset with State and Federal funds ($837,329), 2011 Realignment ($67,542) in lieu of State General Funds for Child Welfare Services and Adult Protective Services Programs that were realigned to counties through Assembly Bill (AB) 118, 1991 Social Services Realignment funds ($62,560) and the required Net County Cost ($7,569) which is offsets the General Relief Program share of cost. Sufficient appropriations and estimated revenues are included in the Department’s Org 5610 FY 2024-2025 Recommended Budget and will be included in the subsequent budget requests.
DISCUSSION:
In April 2022, the Department began the Child Welfare Services (CWS) Enhancement Project which involved updating and creating new business processes in the CWS division to improve access and delivery of services. Coordinated efforts throughout the Department were initiated to ensure all referral, case, placement and/or service decisions are made in the best interest of the children in care to achieve safety, permanency, and wellbeing.
On July 06, 2022, the Department established a purchasing agreement with InTelegy for CWS project management consultation as part of these enhancement efforts. InTelegy has since supported the Department with workgroup facilitation, implementation of various projects, and document template creation among other services. Partnering for these services has proven to be an excellent support in addressing service and practice infrastructure review and improvement in cross-organizational collaboration and project management throughout the Department.
On October 10, 2023, your Board approved a retroactive agreement with InTelegy Corp. to continue providing consulting services. Since entering into the agreement, the Department has identified additional areas of improvement to better serve the community. The challenges of realizing these improvements have resulted in increased Departmental demand for InTelegy services. InTelegy is assisting the Department with new processes, policy review and projects which were not envisioned in the development of the original agreement. To date InTelegy has supported the Department in completion of over twenty projects producing tools, policies and business processes. These projects include updating policy and procedure guides for Court, streamlining our business processes for Resource Family Approval and improving the Department’s Emergency Response practice. The Department has further implemented the Quality Parenting Initiative through the development of a policy and procedure guide focused on how Child Welfare transitions children in care from one caregiver to another.
The Department has expanded the use of InTelegy Services to include enhancement to Executive/Managerial staff processes and collaborations, with the intention of building internal capacity. This capacity building will include coaching to ensure the Department embeds into practice the processes and tools that have been created with InTelegy, which will lead to a reduced reliance on these consulting services. To ensure services and funding are managed and maximized for the best return on investment, the Department will prioritize projects based on the overall benefit to our services offered. As effective completion of projects occurs, the Department will adjust the expected use of funds accordingly, as well as maximizing the opportunity for additional projects.
Adjusting the total maximum compensation of the agreement will ensure current projects and business process enhancements are completed timely. Furthermore, adjusting the term to three years will provide the Department with the flexibility to utilize InTelegy services as needed, with the Department lessening its use of InTelegy as internal capacity is built.
REFERENCE MATERIAL:
BAI #69, October 10, 2023
ATTACHMENTS INCLUDED AND/OR ON FILE:
On file with Clerk - Amendment No. 1 to Agreement with InTelegy Corp
CAO ANALYST:
Ron Alexander