COUNTY OF SAN MATEO

Inter-Departmental Correspondence

Health Department

DATE:

January 3, 2006

BOARD MEETING DATE:

January 24, 2006

SPECIAL NOTICE/HEARING:

None

VOTE REQUIRED:

Majority

FROM:

Charlene A. Silva, Director of Health

Gale Bataille, Director of Mental Health Services

SUBJECT:

Agreement with Payroll Manager, Inc.

RECOMMENDATION:

Adopt a resolution:

1) Authorizing the President of the Board to execute an Agreement with Payroll Manager, Inc. for the period July 1, 2005 through June 30, 2006, for a maximum obligation of $290,800; and

2) Authorizing the Director of Health to execute subsequent amendments and minor modifications not to exceed $25,000 in aggregate and to make minor changes in the type of services and activities provided under the Agreement.

VISION ALIGNMENT:

Commitment: Ensure Basic Health and Safety for All

Goal 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.

Performance Measure:

Measure

FY 2004-05
Actual

FY 2005-06
Projected

Minimum percent of regular check requests received by Contractor from County by 5:00 PM Tuesday resulting in checks issued the following Monday.

* 84%

95%

*Mental Health will work with this Contractor to improve performance.

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 used 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.

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. Mental Health Services has contracted with this provider since August 2003. We are renewing this Agreement for FY 2005-06.

Upon receiving Mental Health Services Division authorized requests for Shadow and/or Wrap-Around funded goods and services, the Contractor issues a check for the amount requested to the specified vendor or to reimburse a provider. Each month the Contractor is reimbursed for the previous month’s Shadow Program and/or Wrap-Around expenditures. The Contractor is paid an administrative fee in the amount of fifteen percent of these expenditures.

This Agreement is currently on the continuing resolution.

FISCAL IMPACT:

The term of the Agreement is July 1, 2005 through June 30, 2006. This Agreement has been reviewed and approved by Risk Management and County Counsel.

The Agreement maximum is $290,800. Of that amount $252,870 is for Shadow and Wrap-Around funded goods and services, and $37,930 is the Contractor’s maximum administrative fee. The State Department of Social Services Wrap-Around pilot project funds (DSS SB 163) cover 86% or $250,000 of the costs for the Wrap-Around Funds and Shadow Services. Realignment will fund the balance of $40,800. There is no Net County Cost.