DATE: 9/26/17
TO: Board of Supervisors
SUBMITTED BY: Elizabeth Diaz, Public Defender
SUBJECT: Retroactive Amendment III to Purchasing Agreement P-15-431-R with Evelyn Machado
RECOMMENDED ACTION(S):
TITLE
Approve and authorize the Chairman to execute retroactive Amendment III to Purchasing Agreement P-15-431-R with Evelyn Machado, for Alternative Sentencing Services increasing the contract maximum by $15,001 to a total of $115,000 for the term ending on November 1, 2017.
REPORT
Approval of the recommended action will increase the maximum compensation for Alternative Sentencing Services provided by Evelyn Machado. The original Purchasing agreement was for a one-year term ending November 1, 2016 with a maximum compensation not to exceed $70,000. In December 2016, an Amendment I to the Purchasing agreement was executed, extending the term an additional year to November 1, 2017. In May 2017, an Amendment II was executed, increasing the maximum compensation to $99,999. The proposed Amendment will increase the maximum compensation amount to $115,000 for the entire two-year term ending November 1, 2017, thereby allowing the Department to pay outstanding invoices for services rendered.
ALTERNATIVE ACTION(S):
There is no viable alternative action.
RETROACTIVE AGREEMENT:
In May 2017, Amendment II to the agreement was executed increasing the maximum compensation of the Purchasing agreement. It was later determined that the maximum compensation allowable was going to be exceeded due to outstanding referrals for the vendor’s services.
FISCAL IMPACT:
There is no increase in Net County Cost associated with the recommended action. Sufficient appropriations are included in the FY 2017-18 Org 2880 Adopted Budget.
DISCUSSION:
In November 2015, the Public Defender contracted with Evelyn Machado to perform Alternative Sentencing Services through Purchasing agreement P-15-431-R, which includes psychological evaluations of clients, determining appropriate treatment and programs available, and transporting clients to rehabilitation programs.
Once the contract was implemented in 2015, it became evident that there was a greater need for supportive services regarding treatment and support. In May 2017, the Public Defender requested funds from the Community Corrections Partnership (CCP) to fund two full-time Social Workers in order to expand upon and lessen the need to contract out these services. The CCP approved these funds and the positions are included in the FY 2017-18 Org 2880 Adopted Budget. The Social Workers will address all client needs ranging from housing, employment, education, and community resources, to life skills and family support systems in order to promote independence and further reduce recidivism.
In the process of planning for the transition of services to the new Social Worker Unit, the contract with Evelyn Machado went over the maximum compensation level of $99,999 for the Purchasing agreement. Though referrals were diverted to other contracted vendors that also provide Alternative Sentencing Services to the Department, the vendor already had enough referrals to exceed her allotted amount and services have been rendered. Amendment III will increase the maximum compensation to $115,000 in order to pay for these services.
REFERENCE MATERIAL:
Amendment II P-15-431-R, dated 5/8/17
Amendment I P-15-431-R, dated 12/1/16
Purchasing Agreement P-15-431-R, dated 10/7/15
ATTACHMENTS INCLUDED AND/OR ON FILE:
On file with Clerk - Amendment III to Agreement
CAO ANALYST:
Samantha Buck