REPORT/RECOMMENDATION TO THE BOARD OF SUPERVISORS
OF SAN BERNARDINO COUNTY
AND RECORD OF ACTION
May 21, 2024
FROM
SHARON NEVINS, Director, Department of Aging and Adult Services
SUBJECT
Title
Amendment to Contracts for Older Americans Act Title III B Supportive Services
End
RECOMMENDATION(S)
Recommendation
1. Approve Amendment No. 1 to Contract No. 21-566 with Needles Senior Citizens Club for Older Americans Act Title III B supportive services, increasing the contract amount by $40,000, from $51,000 to an amount not to exceed $91,000, and extending the contract term by one year, for a total contract period of July 1, 2021 through June 30, 2025.
2. Approve Amendment No. 2 to the following contracts for Older Americans Act Title III B supportive services, increasing the combined total contract amount by $598,000, from $1,251,000 to an amount not to exceed $1,849,000, and extending the contract term by one year, for a total contract period of July 1, 2021 through June 30, 2025:
a. Bonnie Baker Senior Citizens Club, Contract No. 21-561, increasing the contract amount by $80,000, from $175,000 to a contract amount not to exceed $255,000.
b. City of Montclair, Contract No. 21-562, increasing the contract amount by $85,000, from $215,000 to a contract amount not to exceed $300,000.
c. Highland District Council on Aging, Inc. dba Highland Senior Center, Contract No. 21-563, increasing the contract amount by $85,000, from $225,000 to a contract amount not to exceed $310,000.
d. Lucerne Valley Senior Citizens, Contract No. 21-565, increasing the contract amount by $18,000, from $76,000 to a contract amount not to exceed $94,000.
e. Reach Out Morongo Basin, Contract No. 21-567, increasing the contract amount by $250,000, from $385,000 to a contract amount not to exceed $635,000.
f. Trona Community Senior Center Operations, Inc., Contract No. 21-569, increasing the contract amount by $80,000, from $175,000 to a contract amount not to exceed $255,000.
3. Approve Amendment No. 3 to the following contracts for Older Americans Act Title III B supportive services, increasing the combined total contract amount by $950,000, from $1,430,000 to an amount not to exceed $2,380,000, and extending the contract term by nine months, for a total contract period of July 1, 2021 through June 30, 2025:
a. Inland Caregiver Resource Center, Contract No. 21-564, increasing the contract amount by $600,000, from $795,000 to a contract amount not to exceed $1,395,000.
b. Victor Valley Community Services Council, Contract No. 21-570, increasing the contract amount by $350,000, from $635,000 to an amount not to exceed $985,000.
(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 $1,588,000. The Older Americans Act (OAA) Title III B supportive services funding will be provided by Federal Area Plan (AP) revenue from the California Department of Aging (CDA), which includes Federal American Rescue Plan Act (ARPA) funding and State Older Adults' Recovery and Resilience Act funding. Review and approval are not required from the County’s Coronavirus Local Fiscal Recovery Fund County American Rescue Plan (CLFRF) team as the ARPA funding in these contracts is provided to Department of Aging and Adult Services (DAAS) by the AP and the CDA, and not from the CLFRF. Adequate appropriation and revenue have been included in the DAAS 2023-24 budget and will be included in the 2024-25 Recommended Budget.
BACKGROUND INFORMATION
The OAA was designed to maintain the welfare and dignity of older individuals (aged 60 and over) and to meet the diverse needs of this growing population. As the designated Area Agency on Aging (AAA), DAAS has received funding for the last 45 years to provide supportive services to older individuals. The OAA Title III B supportive services program provides a variety of services to older individuals 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., residential repairs and modifications, 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 three-year contracts for the period of July 1, 2021 through July 30, 2024 with the option of two additional one-year extensions, for a combined total contract amount of $1,813,000.
On June 13, 2023, the Board of Supervisors (Board) approved Amendment No. 1 (Item No. 6), which increased the total combined contract amount for eight vendors, with no change to the contract period. One vendor, Needles Senior Citizens Club, was not recommended for additional funding as their office was closed for most of the first year of the contract due to the COVID-19 pandemic and they were not in need of additional funding. Another vendor, Senior Citizens of Phelan, requested that its contract be terminated, due to administrative challenges in maintaining contract terms and service performance.
On December 19, 2023, the Board approved Amendment No. 2 (Item No. 5) which added intergenerational activities to the scope of work and extended the total contract term by three additional months with no change to the contract amount for two vendors, Inland Caregiver Resource Center, and Victor Valley Community Services Council.
Approval of the recommended amendments will allow the nine current vendors to continue to provide OAA Title III B supportive services throughout San Bernardino County to approximately 2,784 eligible clients per year at an average approximate cost per client of $507.
Contractor performance will continue to be measured by reviewing monthly reports and annual site visits by 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 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
Not applicable.
REVIEW BY OTHERS
This item has been reviewed by Human Services Contracts (Patty Steven, Contracts Manager, 388-0241) on February 26, 2024; County Counsel (Jacqueline Carey-Wilson, Deputy County Counsel, 387-5455) on March 25, 2024; Finance (John Hallen, Administrative Analyst, 388-0208) on May 6, 2024; and County Finance and Administration (Cheryl Adams, Deputy Executive Officer, 388-0238) on May 6, 2024.