COUNTY OF SAN MATEO

Inter-Departmental Correspondence

Human Services Agency

 

DATE:

June 7, 2004

BOARD MEETING DATE:

June 29, 2004

 

TO:

Honorable Board of Supervisors

FROM:

Maureen D. Borland, Director, Human Services Agency

Yvonne Frazier, Director, Alcohol and Other Drug Services

SUBJECT:

Second Amendment to the Agreement with O’Rorke, Inc.

 

Recommendation

Adopt a Resolution:

 

1.

Waiving the Request for Proposal Process (RFP); and

 

2.

Authorizing the execution of a Second Amendment with O’Rorke, Inc. increasing the Agreement by $62,328 and extending the term from June 30, 2004 to June 30, 2005.

 

Background

On April 8, 2003 the Board of Supervisors approved an Agreement with O’Rorke, Inc. to provide social marketing and media consulting services with the Alcohol and Other Drug Services Tobacco Prevention Program. A First Amendment to the Agreement approved by the Board of Supervisors on August 2, 2003 clarified the rate of payment from funding sources shown in the Agreement. Of these sources $25,000 was available under time limited Proposition 99 (Prop 99) funds and $140,000 was available under the Tobacco Master Settlement Agreement (MSA) for a total of $165,000 for the term of this Agreement.

 

Discussion

This Second Amendment increases funding under Prop 99, utilizes budgeted Net County Cost, reallocates funds under MSA to FY 2004-05 and extends the term of the Agreement for the purpose of providing additional media services to publicize existing tobacco cessation services, educate the public about tobacco control laws and policies, and support the implementation and enforcement of those laws and policies.

 

The increase in Prop 99 contracted funds is due to a shift of under-utilized Salaries and Benefits and Services and Supplies line items to contractual services. Since Prop 99 funds are time limited and must be utilized by June 30, 2004, a decision was made to carryover a portion of unexpended MSA funds to FY 2004-05 to better utilize time limited funding sources in the current year. Budgeted Net County Cost is being utilized at this time to fund the services listed above.

 

This Contractor was initially identified through a Request for Proposal (RFP). The Board of Supervisors is being asked to waive the RFP process as the additional Prop 99 funds being added to the contract has to be spent by June 30, 2004, and the time to complete an RFP would cause the loss of these funds.

 

County Counsel has reviewed and approved this Second Amendment as to form and Risk Management has approved the Contractor’s insurance.

 

Vision Alignment

The Agreement with O’Rorke, Inc. keeps the commitment of: 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. This Agreement contributes to this commitment by providing media in support of tobacco cessation and prevention services, which in turn contributes to the health and safety of the communities in San Mateo County.

 

Fiscal Impact

The amended term of this Agreement is January 1, 2003 through June 30, 2005. This Second Amendment increases the Agreement by $62,328, changing the maximum Agreement from $165,000 to $227,328. Of this additional amount, $18,908 is from Prop 99 funds and $43,420 is budgeted Net County Cost. These amounts have been included in the FY 2003-04 Adopted Budget. Funding in the amount of $30,069 from unexpended prior year MSA funds are not currently included in the FY 2004-05 Recommended Level Budget. A budget revision will be submitted to the Board of Supervisors in September for the final budget adoption.