REPORT/RECOMMENDATION TO THE BOARD OF SUPERVISORS
OF SAN BERNARDINO COUNTY
AND RECORD OF ACTION
June 13, 2023
FROM
SHARON NEVINS, Director, Department of Aging and Adult Services
SUBJECT
Title
Amendment to Contracts for Senior Supportive Services
End
RECOMMENDATION(S)
Recommendation
Approve Amendment No. 1 to the following contracts for Senior Supportive Services, adding intergenerational activities to the Scope of Work and increasing the combined total contract amount by $970,000, from $1,711,000 to an amount not to exceed $2,681,000, with no change to the contract period of July 1, 2021 through June 30, 2024:
1. Bonnie Baker Senior Citizens Club, Contract No. 21-561, increasing the contract amount by $40,000, from $135,000 to a contract amount not to exceed $175,000.
2. City of Montclair, Contract No. 21-562, increasing the contract amount by $50,000, from $165,000 to a contract amount not to exceed $215,000.
3. Highland District Council on Aging, Inc. dba Highland Senior Center, Contract No. 21-563, increasing the contract amount by $85,000, from $140,000 to a contract amount not to exceed $225,000.
4. Inland Caregiver Resource Center, Contract No. 21-564, increasing the contract amount by $285,000, from $510,000 to a contract amount not to exceed $795,000.
5. Lucerne Valley Senior Citizens, Contract No. 21-565, increasing the contract amount by $10,000, from $66,000 to a contract amount not to exceed $76,000.
6. Reach Out Morongo Basin, Contract No. 21-567, increasing the contract amount by $125,000, from $260,000 to a contract amount not to exceed 385,000.
7. Trona Community Senior Center Operations, Inc., Contract No. 21-569, increasing the contract amount by $25,000, from $150,000 to a contract amount not to exceed $175,000.
8. Victor Valley Community Services Council, Contract No. 21-570, increasing the contract amount by $350,000, from $285,000 to an amount not to exceed $635,000.
(Presenter: Sharon Nevins, Director, 891-3917)
Body
COUNTY AND CHIEF EXECUTIVE OFFICER GOALS & OBJECTIVES
Provide for the Safety, Health and Social Service Needs of County Residents.
Pursue County Goals and Objectives by Working with Other Agencies and Stakeholders.
FINANCIAL IMPACT
This item does not impact Discretionary General Funding (Net County Cost). The total amount of amendments for these contracts is $970,000. Senior Supportive Services funding will be provided by a combination of Federal Area Plan (AP) revenue from the California Department on Aging (CDA), which includes Federal American Rescue Plan Act (ARPA) funding and Federal Older Adults’ Recovery and Resilience (OARR) Act funding. Adequate appropriation and revenue are included in the Department of Aging and Adult Services’ (DAAS) 2022-23 budget and will be included in the 2023-24 proposed budget. Review and approval is not required from the County’s Coronavirus Local Fiscal Recovery Fund County American Rescue Plan Act (CLFRF) team as the ARPA funding in these contracts is provided to DAAS by the Federal Area Plan and the CDA and not from the CLFRF.
BACKGROUND INFORMATION
As the designated Area Agency on Aging, DAAS has received funding for the last 45 years to provide supportive services to seniors. The Senior Supportive Services program provides a variety of services to seniors 60 years of age and older to address functional limitations, promote socialization, maintain health and independence, and promote access to and participation in the local community. Services include, but are not limited to, in home services (e.g., personal care, homemaker, chore, day care), access to the community (assisted transportation), and activities in local senior centers.
As a result of a competitive procurement (DAAS121-OAAGI-4112), on July 27, 2021 (Item No. 6), 10 vendors were awarded contracts for Senior Supportive Services. The eight agencies listed in the Recommendation provide Senior Supportive Services to eligible seniors throughout San Bernardino County. These vendors continue to experience an increased need for services such as transportation and other home-delivered services for seniors since the COVID-19 pandemic. Needles Senior Citizen Citizens Club is the only vendor not being recommended for additional funding, based on expenditures to-date as the vendor’s office was closed most of the first year of the contract due to COVID. Senior Citizens of Phelan’s contract was previously terminated at the vendor’s request.
The recommended amendments will allow San Bernardino County’s current vendors to continue to provide Senior Supportive Services to approximately 2,293 unduplicated clients per year at an average approximate cost per client of $423. Additionally, the amendments will allow Inland Caregiver Resource Center (ICRC) and Victor Valley Community Services Council (VVCSC) the opportunity to add additional services of intergenerational activities to approximately 150 unduplicated clients per year at an average approximate cost per client of $827.
On June 10, 2022, the California Department of Aging (CDA) issued Program Memo No. 22-09 for the OARR funding under Home and Community Based Services (HCBS) programs for the Older California Nutrition Program (OCNP) and Intergenerational Activities, with an expiration date of December 31, 2024. This funding provides California with the financial resources to strengthen older adults’ recovery and resilience from the isolation and health impacts resulting from staying at home during the COVID-19 pandemic. On February 16, 2023, the CDA reissued Program Memo No. 22-09 to change the expiration date of the OARR funding under HCBS to expire December 31, 2023.
OARR funding allows both nutrition and non-nutrition service providers to participate in intergenerational activities with options to include a nutritious meal or snack. Intergenerational activities may include, but are not limited to, story reading, games, crafts, gardening, educational classes, and karaoke that involve seniors interacting with other age groups. Adding the intergenerational component is mutually beneficial to all participants by promoting greater understanding and respect between generations. This program supports the goal of connecting older adults with people outside of their age group and to plan, develop, and implement intergenerational activities that connect OCNP participants with younger generations.
Due to the limited term of funding for the intergenerational activities through December 31, 2023, DAAS elected to reach out to current nutrition and supportive service providers to seek interest in participating in intergenerational activities. The Purchasing Department and the Office of County Counsel reviewed and concurred with the decision to amend contracts with existing providers.
ICRC and VVCSC are two of the current vendors providing senior supportive services and responded with interest to participate in intergenerational activities and submitted proposals. ICRC proposed a budget of $100,000 to implement a four-week educational course (both in person and virtually) to include a nutritious snack and held at least two times per month for older clients and younger caregivers. VVCSC proposed a budget of $24,000 to hold an intergenerational activity at least once a month, such as a craft, game, movie, etc. along with a meal that includes both seniors and younger generations that may include caregivers, high school students, or girl scout members.
Contractor performance will continue to be measured by reviewing monthly reports and annual site visits by San Bernardino County (County) staff to monitor compliance with the administrative, fiscal, and program requirements of the contract. The contracts may be terminated by the County immediately and without cause by the County by serving a written notice to the contractor 30 days in advance of termination or in the event that additional funding is not available to the County for the remainder of the contract period.
PROCUREMENT
On July 27, 2021 (Item No. 6), as a result of a competitive procurement, the Board approved 10 vendors for contract awards for Senior Supportive Services in a combined total contract amount not to exceed $1,813,000 for the contract period of July 1, 2021 through June 30, 2024.
REVIEW BY OTHERS
This item has been reviewed by Human Services Contracts (Patty Steven, Contracts Manager, 388-0241) on May 3, 2023; County Counsel (Jacqueline Carey-Wilson, Deputy County Counsel, 387-5455) on May 9, 2023; Finance (John Hallen, Administrative Analyst, 388-0208) on May 23, 2023; and County Finance and Administration (Cheryl Adams, Deputy Executive Officer, 388-0238) on May 25, 2023.