DATE: October 19, 2021
TO: Board of Supervisors
SUBMITTED BY: David Luchini, RN, PHN, Interim Director, Department of Public Health
SUBJECT: Retroactive Agreement with California State University Fresno Foundation
RECOMMENDED ACTION(S):
TITLE
Approve and authorize the Chairman to execute a retroactive Agreement with California State University Fresno Foundation for local oral health program evaluation services, effective June 30, 2021 through June 30, 2022, with the option to extend for one additional 12-month period, total not to exceed $295,894.
REPORT
There is no additional Net County Cost associated with the recommended action. Approval of the recommended agreement with California State University (CSU) Fresno Foundation will allow continued comprehensive evaluation services for the Department’s Local Oral Health Plan (LOHP) grant program to support the Department’s effort to provide activities that support the state oral health plan, build capacity at the local level and for future assessment of the oral health needs of our communities. This item is countywide.
ALTERNATIVE ACTION(S):
Should your Board not approve the recommended action, the Department would be unable to complete grant activities outlined in the California Department of Public Health Local Oral Health Plan involving comprehensive evaluation services and be unable to compensate CSU Fresno Foundation for work completed after June 30, 2021.
RETROACTIVE AGREEMENT:
The current Agreement (A-18-634) was effective November 1, 2018 through June 30, 2021 and included two optional one-year extensions, upon written approval by both parties no later than 30 days prior to the first day of the next 12-month extension period. However, the extension letter did not allow for the 30-days advance notice due to staff oversight, which resulted in the agreement expiring and subsequent need to enter a new agreement. Approval of the recommended Agreement would ensure appropriate compensation to the contractor and eliminate a gap in comprehensive evaluation services.
FISCAL IMPACT:
There is no increase in Net County Cost associated with the recommended action. The recommended agreement is fully funded with the California Department of Public Health Local Oral Health Plan funds. Through June 2021, $189,359 of the $295,894 agreement had been spent resulting in a remaining contract amount of $106,535. This agreement will allow use of the remaining funds. Sufficient appropriations and estimated revenues are included in the Department’s Org 5620 FY 2021-22 Adopted Budget and will be included in future Department budget requests should the extension option in the proposed agreement be exercised.
DISCUSSION:
On November 6, 2018, your Board approved Agreement No. 18-634 with the CSU Fresno Foundation for local oral health program evaluation services in the areas of community health assessment, improvement planning, and overall program evaluation. The evaluation services are required to aid the Department in developing a local oral health evaluation plan to monitor and assess oral health activities, as well as develop the preliminary and final health assessment and improvement plan reports.
The term of the proposed agreement is retroactive to June 30, 2021 to adjust the budget year ending on June 30, 2021 to actual expenditures, with services beginning July 1, 2021 through June 30, 2022, with the option to extend for an additional one-year period. If approved, the proposed agreement would allow CSU Fresno to continue providing continual assessment of the oral health needs of our community and evaluate current activities, subject to the same terms and conditions of Agreement 18-634. The total contract amount for the five years of services under Agreement 18-634 continues to be $295,894.
The Department has utilized the contracted evaluation services for the past three years, beginning in November 2018 through June 30, 2021 and anticipates the need for these services to continue through June 2023 to monitor and assess the progress of the local oral health grant program. Therefore, the Department recommends retroactive approval of this agreement to continue the required services, effective retroactive to June 30, 2021 through June 30, 2023.
REFERENCE MATERIAL:
BAI #47, November 6, 2018
BAI #26, February 6, 2018
ATTACHMENTS INCLUDED AND/OR ON FILE:
On file with Clerk - Agreement with CSU Fresno Foundation
CAO ANALYST:
Ron Alexander