COUNTY OF SAN MATEO

Inter-Departmental Correspondence

 

Health Services Agency

 

DATE:

September 18, 2003

BOARD MEETING DATE:

October 7, 2003

 

TO:

Honorable Board of Supervisors

   

FROM:

Margaret Taylor, Director of Health Services

Gale Bataille, Director, Mental Health Services

 

SUBJECT:

Payroll Manager, Inc.

 

Recommendation

Adopt a resolution authorizing:

1.

The President of the Board to execute an Agreement with Payroll Manager, Inc., and

2.

The Director of Health Services or her designee to execute amendments and minor modifications to the Agreement up to an aggregate of $25,000 for the term of the Agreement.

 

Background

Since 1995 the County has contracted with outside agencies to manage the fiscal administration of the Wrap-Around Funds for the Child and Youth System of Care and of the Shadow Program, and to provide oversight of the personnel administration of the Shadow Program. Wrap-Around Funds are flexible funds to purchase goods and services for children/youth with serious emotional and behavioral disorders. The Shadow Program (also funded with Wrap-Around Funds) is a mentoring program that employs adults to provide one-on-one interaction with youth referred by San Mateo County Mental Health Services.

 

Wrap-Around Funds administered through this Agreement include flexible funds from the Wrap-Around pilot project (SB 163) and the Supportive and Therapeutic Options Program (STOP), both of which are funded by the State Department of Social Services. The purpose of STOP is to provide treatment, support, and aftercare services to families with at-risk children and youth that cannot access needed services through current funding mechanisms. The current contractor, who provides multiple services to the County, is discontinuing the provision of these services.

 

Discussion

In July 2003, Mental Health Services issued a Request for Proposals for the provision of fiscal administration of the Wrap-Around Funds for the Child and Youth System of Care and the Shadow Program, and to provide oversight of the personnel administration of the Shadow Program. Payroll Manager, Inc. was the only agency that submitted a proposal and subsequently was selected to provide these services in August 2003.

 

Upon receiving Mental Health Services Division authorized requests for Shadow and/or Wrap-Around funded goods and services, the Contractor shall issue a check for the amount requested to the specified vendor or to reimburse a provider. Each month the Contractor shall be reimbursed for the previous month's Shadow Program and/or Wrap-Around expenditures plus receive an administrative fee in the amount of ten percent of these expenditures.

 

We are requesting that the Director of Health Services or her designee be given signing authority to execute amendments and minor modifications to the Agreement up to an aggregate of $25,000 for the term of the Agreement.

 

Performance Measure

2003-04 Objective

Minimum percent of regular requests for payment received on time by Contractor from County resulting in checks cut and in the mail within one (1) working day.

95%

 

Vision Alignment

The Agreement with Payroll Manager, Inc. keeps the commitment to Ensure Basic Health and Safety for All and goal number 8: Help vulnerable people - the aged, disabled, mentally ill, at risk youth, and others - achieve a better quality of life. The Agreement contributes to this commitment and goal by providing fiscal and personnel administrative services.

 

Fiscal Impact

The term of the Agreement is October 1, 2003 through June 30, 2004 with two one-year options to renew. Exercise of the options to renew will be solely at the discretion of the County.

 

This Agreement has been reviewed and approved by Risk Management and County Counsel. The Agreement maximum of $408,620 covers FY 2003-04. $371,473 of the Agreement maximum is for Shadow and/or Wrap-Around funded goods and services, and $37,147 is Contractor's maximum administrative fee. The State Department of Social Services Wrap-Around pilot project funds (DSS SB 163) cover 61.2% or $250,000 of the costs for the Wrap-Around Funds and Shadow Services fiscal administration service. Supportive Therapeutic Options Program (STOP) funded by State Department of Social Services will cover 30.2% or $123,620. The net County cost is 8.6% or $35,000, which serves as the required match for STOP.

Exhibit A

 

1.

General Description of RFP

The contractor shall manage the fiscal distribution of the Wrap-Around Funds for the Child-Youth System of Care and of the Shadow Program, and to oversee the personnel administration of the Shadow Program services. Upon receiving Mental Health Services Division authorized requests for goods and services for the Programs, the contractor shall issue a check for the amount requested to the specified vendor or to reimburse a provider.

2.

List key evaluation criteria

1. Philosophy and Values: Demonstration of a clearly articulated understanding of the clients to be served; and a clear commitment to achieving the goal.

   

2. Applicant's Experience: Experience providing fiscal management services; and capability and experience of key personnel.

   

3. Program Description: There is a clear understanding of the scope of services to be provided; there is sufficient staffing and supervision proposed to provide the services; and there is sufficient understanding of internal control and proper accounting procedures.

   

4. Cultural Competency: Involvement of ethnic minorities, women and consumers in service planning and delivery; understanding and sensitivity to the cultural diversity of consumers.

   

5. Organizational Capacity: Based on the description of similar work, prior experience of Mental Health Services staff with agency, and references, the following items will be considered: History of successfully providing similar services and ability to be responsive and timely with Wrap-Around requests; history of successfully managing other contracts with public or private agencies; and evidence of satisfactory accounting and record keeping.

   

6. Financial Narrative: Financial narrative is clearly presented; costs are economical and realistic; and administrative costs are reasonable.

3.

Where advertised

San Mateo County Times, and County of San Mateo website: www.co.sanmateo.ca.us under Health Services Agency/Mental Health/Requests for Proposals

4.

In addition to any advertisement, list others to whom RFP was sent

AchieveKids; Telecare; Caminar CLC; Children Health Council; Clara-Mateo Alliance, Inc.; Children's Learning Center; Edgewood Children's Center; Family and Children's Services; Family Service Agency - San Mateo; Fred Finch Youth Center; Hearing Society for the Bay Area, Inc.; Mateo Lodge, Inc.; Mental Health Association; NPFA - North Peninsula Family Alternatives; Payroll Manager, Inc.; Starlight Community Treatment Facility; Women's Recovery Association; Youth & Family Enrichment Services

5.

Total number sent to prospective proposers

18

6.

Number of proposals received

1

7.

Who evaluated the proposal

Deborah Torres

8.

In alphabetical order, names of proposers (or finalists, if applicable) and location

Payroll Manager, Inc. 801 98th Avenue, Oakland, CA 94602