COUNTY OF SAN MATEO

Inter-Departmental Correspondence

Health Department

DATE:

November 10, 2005

BOARD MEETING DATE:

December 6, 2005

SPECIAL NOTICE/HEARING:

None

VOTE REQUIRED:

Majority

TO:

Honorable Board of Supervisors

FROM:

Charlene A. Silva, Director, Health Department
Lisa Mancini, Director, Aging and Adult Services

SUBJECT:

Agreement with Self-Help for the Elderly for Aging and Adult Services for FY 2005-06

RECOMMENDATION:

Adopt a resolution authorizing:

1.

The execution of an Agreement with Self-Help for the Elderly for the provision of supportive, nutrition and Health Insurance Counseling and Advocacy Program (HICAP) services for the term of July 1, 2005 through June 30, 2006, for the total amount of $376,558; and

2.

The Director of the Health Department to execute subsequent amendments and minor modifications not to exceed $25,000 and to make minor changes in the types of services and activities provided under the Agreement

VISION ALIGNMENT:

Commitment: Ensure basic health and safety for all.

Goal(s): Help vulnerable people—the aged, disabled, mentally ill, at-risk youth and others—achieve a better quality of life

Aging and Adult Services (AAS) strives to provide services, including contracted services, to severely impaired individuals to help them remain in the most independent setting possible. The provision of these services to this targeted population is a division-wide performance measure.

Performance Measure(s):

Measure

FY 2004-05
Actual

FY 2005-06
Projected

Percent of severely impaired client population maintained in an independent setting through case management

95%

90%

BACKGROUND:

On November 8, 2004, the Commission on Aging approved issuance of a Request for Proposals (RFP) for the provision of services to older adults and adults with disabilities. AAS issued the competitive RFP during the third quarter of 2004-05 for a four-year cycle effective July 1, 2005 through June 30, 2009. Services through the RFP are funded through a combination of federal, state and county dollars, along with contributions from providers, the individuals served, the community, and other grants. Federal and state funding is provided through agreements with the California Department of Aging (CDA) for Title III/VII and Title V of the Older Americans Act (OAA), Community-Based Services Program (CBSP) and the Nutrition Services Incentive Program (NSIP) funds.

Self-Help for the Elderly was selected through the RFP process to provide case management, congregate nutrition, meals on wheels and the Health Insurance Counseling and Advocacy Program (HICAP) services. Due to an appeal regarding the HICAP provider selection, a second RFP was issued for HICAP services only. This RFP was released on August 30, 2005. Through the evaluation process, both the evaluation team and the Commission on Aging recommended Self-Help for the Elderly to be the provider of HICAP services.

Aging and Adult Services contracted with Self-Help for the Elderly to provide case management, congregate nutrition, meals on wheels and HICAP services during fiscal year 2004-2005. To ensure continuity of service during the appeal process, the Self-Help for the Elderly contract was placed on continuing resolution pending the completion of the second RFP for HICAP.

This agreement is in accordance with the California Department of Aging and/or state licensing regulations and the standards and requirements established by AAS.

DISCUSSION:

Services to be provided through the Self-Help for the Elderly agreement are case management, congregate nutrition, HICAP, and home-delivered meals. Self-Help for the Elderly’s case management, congregate nutrition and home-delivered meal programs primarily provide services to San Mateo County’s monolingual and limited-English speaking Chinese community. HICAP services are provided to all Medicare beneficiaries in San Mateo County by staff and/or counselors who speak English, Spanish, Mandarin, Cantonese, Greek and Yiddish.

County Counsel has reviewed and approved the Resolution and Agreement as to form. Risk Management has reviewed and approved the Contractor’s insurance coverage.

FISCAL IMPACT:

The term of this agreement is July 1, 2005 through June 30, 2006. The total combined state, federal and county amount for this agreement is $376,558. Of this amount $363,740 is provided through state and federal funding. Funding from the County Meals on Wheel Trust Fund, specifically for the Supplemental Meals on Wheels program, is $1,398. The remaining $11,420 of the total program expense represents the Net County Cost. The federal, state, and county and funding is included in the 2005-06 AAS budget.

1.

General Description of RFP

San Mateo County Aging and Adult Services announces the availability of Federal, State and County funds for the provision of services to seniors and adults with disabilities for the period of July 1, 2005 through June 30, 2009. A total of $3,079,375 has been allocated for FY 2005-2006.

2.

List key evaluation criteria

Program Service Components

Program Management Components

Budget Components

Collaborative Service Planning Components

3.

Where advertised

Public Noticed three times in the San Mateo County Times

4.

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

Over 900 letters were sent to potential service providers throughout the Bay Area

5.

Total number sent to prospective proposers

51

6.

Number of proposals received

26

7.

Who evaluated the proposals

Susan Spiller Arline Elliott

Bonnie Brae Terrace Commission on Aging
2400 Carlmont Drive 524 Valverde Dr.
Belmont, CA 94002 So. San Francisco, CA

94080

Lisa Ito

Mary Louise Zernakie

Delbert Walker Emily Lam

Alameda County County of San Mateo

Aging and Adult Services PONY HLT 312

6955 Foothill Blvd., Ste. 300

Oakland, Ca 94605

Natasha Quinn Katy Rhoades

County of San Mateo Commission On Disab.

PONY HSA 202SD 183 W. Poplar Ave

San Mateo, CA 94402

8.

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

• Alzheimer’s Assoc. of Northern California

Mountain View

• Avenidas, Palo Alto

• Catholic Charities CYO, San Mateo/San Carlos

• Center for the Independence of the Disabled,

Belmont

• City of Belmont, Belmont

• City of Daly City, Daly City

• City of East Palo Alto, East Palo Alto

• City of Menlo Park, Menlo Park

• City of Pacifica, Pacifica

• City of San Bruno, San Bruno

• City of San Mateo, San Mateo

• City of So. San Francisco, So. San Francisco

• Coastside Adult Day Health Center,

Half Moon Bay

• County of San Mateo Health Policy, Planning and

Promotion (Public Health)

• County of San Mateo Mental Health

La Esperanza Vive

• Edgewood Center for Children & Families,

South San Francisco

• Family Service Agency, San Mateo, Redwood City

• Legal Aid Society, San Mateo

• Mills-Peninsula Senior Focus,

Burlingame, San Mateo

• Ombudsman Services of San Mateo County, Inc.

San Mateo

• Peninsula Volunteers, Menlo Park

• Second Harvest Food Bank, San Carlos

• Self-Help for the Elderly, San Mateo, Daly City

• Senior Coastsiders, Half Moon Bay

• Sequoia Hospital Foundation, Redwood City

1.

General Description of RFP

San Mateo County Aging and Adult Services announces the availability of Federal, State and County funds for the provision of Health Insurance Counseling and Advocacy Program (HICAP) services to seniors and adults with disabilities in San Mateo County for the period of January 2006 through June 2009. A total of $119,518 has been allocated for January 1, 2006 through June 30, 2006.

2.

List key evaluation criteria

Overall Proposal

Program Service Description

Program Management

Budget

Collaborative Service Planning

3.

Where advertised

Public Noticed two times in the San Mateo County Times (7/29-7/30/05)

4.

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

Over 30 letters were sent to potential service providers throughout the Bay Area

5.

Total number sent to prospective proposers

4

6.

Number of proposals received

3

7.

Who evaluated the proposals

Susan Castoria Connie Corrales, Prgm Mgr Commission on Disabilities HICAP

426 Dehoff Canyon Rd. Council on Aging Silicon Valley

Half Moon Bay, CA 94019 2115 The Alameda

San Jose, CA 95125

Ellen R. Dunn-Malhotra Stacey Hawver, Esq.

Director of Planning & Evaluation Legal Aid Society of SMCo.

Health Plan of San Mateo 521 East 5^th Ave

701 Gateway Blvd., Ste. 400 San Mateo, CA 94402

So. San Francisco, CA 94080

Cheri Jackson Srija Srinivasan

Older Adults Care Mgt Health Services Mgr.

3335 Birch St Co. S.M. Health Adm.

Palo Alto, CA 94306 PONY HLT 312

8.

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

§ Legal Assistance for Seniors, Oakland

§ Self-Help for the Elderly, San Mateo

§ Senior Action Network, San Francisco