DATE: November 6, 2018
TO: Board of Supervisors
SUBMITTED BY: David Pomaville, Director, Department of Public Health
SUBJECT: Agreements to Implement Local Oral Health Plan Grant Program Activities
RECOMMENDED ACTION(S):
TITLE
1. Approve and authorize the Chairman to execute an agreement with the California State University, Fresno Foundation for local oral health program evaluation services, effective upon execution, not to exceed four years and eight months, which includes a two-year eight-month base contract and two optional one-year extensions, total not to exceed $295,894.
2. Approve and authorize the Chairman to execute an agreement with the Fresno Metro Ministry for community health assessment and improvement planning services, effective upon execution through February 29, 2020, which includes an optional no-cost 60-day extension, total not to exceed $221,740.
REPORT
Approval of the recommended actions will allow the Department of Public Health to implement required scope of work activities in the Department’s Local Oral Health Plan (LOHP) grant program in the areas of community health assessment, improvement planning, and overall program evaluation. The recommended agreements will be funded with LOHP, Tobacco Prevention Program grant, and Health Realignment funds, with no increase in Net County Cost (NCC). This item is countywide.
ALTERNATIVE ACTION(S):
Should your Board not approve the recommended actions, the Department could reissue one or both of the request for proposals (RFP); however, this would result in a delay of several months to implement required grant program and department objectives.
FISCAL IMPACT:
There is no increase in NCC associated with the recommended actions. The maximum compensation for the California State University, Fresno (CSUF) Foundation recommended agreement is $95,894 in the first year (Nov. 6, 2018 through Jun. 30, 2019) to allow for the development of the LOHP program evaluation plan, and the preliminary and final health assessment and improvement plan reports and $50,000 annually thereafter; $295,894 for the term. CSUF Foundation’s agreement will be funded entirely by LOHP grant funds. The maximum compensation to Fresno Metro Ministry (FMM) is $221,740 for the base term of one year and two months and possible 60-day extension period. The maximum compensation for FMM’s recommended agreement is $221,740, funded by LOHP grant funds ($125,000), Tobacco Prevention Program grant funds ($71,740), and Health Realignment ($25,000). Sufficient appropriations and estimated revenues are included in the Department’s Org 5620 FY 2018-19 Adopted Budget and will be included in future budget requests for the duration of the terms.
DISCUSSION:
On February 6, 2018, your Board approved Agreement No. 18-047 with the California Department of Public Health. LOHP grant funding allows the Department to develop, implement, and evaluate evidence-based best practice health and oral health interventions throughout the County with a focus on underserved populations burdened by health disparities. The recommended agreements will allow the Department to conduct and evaluate its first comprehensive countywide community health assessment and improvement plan, as well as complete other required LOHP grant activities related to overall program evaluation.
On June 5, 2018, the Internal Services Department - Purchasing Division (ISD - Purchasing) issued RFP Nos. 18-054 and 18-055 for local oral health program evaluation services and for community health assessment and planning services, respectively. Notices were sent to 13 evaluation service vendors and 35 assessment and planning service vendors, and was published on Public Purchase. The RFPs required bidders to demonstrate their capabilities, quality of work, organizational capacity, and cost effectiveness through their overall response to the scope of work. The RFPs closed on July 10 and 11, 2018, respectively.
The Department received one response to RFP No. 18-054 for evaluation services. A three-member evaluation committee consisting of Department staff and an oral health community partner evaluated the proposal and unanimously recommended for the solicited services. CSUF Foundation demonstrated the necessary experience and expertise to complete required scope of work activities through their comprehensive management plan, cost-effective budget, and previous successes in public health projects.
The Department did not receive any proposals in response to RFP No. 18-055 for assessment and planning services, but it did receive a letter from Fresno Community Health Improvement Partnership (FCHIP) and their fiscal sponsor FMM expressing interest pending an increase in compensation and revision of select scope of work activities and deadlines. Due to the highly collaborative nature of community health assessment and improvement planning, the Department, with ISD - Purchasing’s concurrence, met jointly with CSUF Foundation and FCHIP/FMM representatives during CSUF Foundation’s contract negotiations to discuss how to maximize each organization’s expertise and available resources to reach Department and community objectives. As a member of the FCHIP steering committee, the Department’s Assistant Director will help provide oversight throughout the project.
As a result, CSUF Foundation revised its original proposal to incorporate additional responsibilities the Department had previously assigned to RFP No. 18-055, most notably the development of the preliminary and final health assessment and improvement plan reports. Reassigning these activities to CSUF Foundation resulted in an increase of $20,894 in the first year of the contract. FCHIP/FMM submitted a proposal to complete all revised scope of work activities for $221,740, $146,740 above the Department’s initial estimated cost of $75,000. The additional cost improves FCHIP/FMM’s personnel structure to allow for greater community engagement for a more comprehensive understanding of community needs so that the Department and other leaders are equipped to make educated, effective health policy decisions.
The recommended agreement with CSUF Foundation contains non-standard termination language allowing CSUF Foundation to terminate without cause with 30 days advance written notice, and non-standard hold harmless language limiting CSUF Foundation’s indemnification requirements to the extent of their fault. The nature of CSUF Foundation’s scope of work does not involve protected health information, medical diagnoses, or other sensitive material. County Counsel has advised the risk of harm from this agreement is relatively low.
With your Board’s approval, the agreements will allow the Department to complete the LOHP grant program scope of work activities in the areas of community health assessment, improvement planning, and overall program evaluation.
REFERENCE MATERIAL:
BAI #26, February 6, 2018 - Agreement No. 18-047
ATTACHMENTS INCLUDED AND/OR ON FILE:
On file with Clerk - Agreement with CSUF Foundation
On file with Clerk - Agreement with Fresno Metro Ministry
CAO ANALYST:
Sonia M. De La Rosa