Inter-Departmental Correspondence

Health System



May 5, 2009


June 9, 2009







Honorable Board of Supervisors


Jean S. Fraser, Chief, Health System
Lisa Mancini, Director, Aging and Adult Services



Agreements with three providers for Adult Day Care Services



Adopt a Resolution:


Authorizing the President of the Board to execute Agreements with Catholic Charities CYO; the City of South San Francisco Adult Day Care Program; and Peninsula Volunteers, Inc., for Adult Day Care Services for the term July 1, 2009 through June 30, 2013, in the collective amount of $141,600; and



Authorizing the Chief of the Health System or designee to execute contract amendments which modify the County's maximum fiscal obligation by no more than $25,000 (in aggregate), and/or modify the contract term and/or services so long as the modified term or services is/are within the current or revised fiscal provisions.



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.


Multipurpose Senior Service Program (MSSP) funds contribute to this commitment and goal by allowing Aging and Adult Services (AAS) to contract with community partners to provide adult day care services to this targeted population.


AAS strives to provide a continuum of services necessary to allow at-risk seniors and adults with disabilities to remain in a least restrictive setting. Adult day care services are a part of the continuum that helps maintain individuals in the most independent setting possible.


Performance Measure:


FY 2008-09

FY 2009-10

Percent of at-risk individuals maintained in a least restrictive setting through case management





Adult day care services provide a structured and therapeutic program of supervised social, recreational, and nutritional services, provide respite to caregivers, and link participants to needed supportive services. The goal of adult day care services is to maintain or improve the well-being of seniors and adults with disabilities. Clients of MSSP are eligible for adult day care services upon referral from designated case managers on staff at AAS.


AAS receives funding from the California Department of Aging (CDA) for MSSP. These funds allow clients of MSSP to receive a variety of services such as adult day care, transportation, attendant care, and family caregiver support through agreements with community-based organizations.



The adult day care service providers have been selected through a Request for Proposals process conducted by AAS for the 2009-13 contract period. CDA has funded MSSP for over twenty-five years.


The primary objective of MSSP is to foster and maintain independence and dignity in community settings for frail seniors by preventing or delaying their placement in a nursing facility. Adult day care is a comprehensive service MSSP is able to provide to eligible clients and their families that enables clients to remain in their homes.


County Counsel has reviewed and approved the Resolution and Agreements as to form. Risk Management has reviewed and approved the insurance levels.



The term of each of the Agreements is July 1, 2009 through June 30, 2013. The maximum the County shall be obligated to pay collectively for these Agreements under a single resolution for FY 2009-10 is $141,600. Funding is a blend of State and federal funds and is included in the AAS FY 2009-10 Recommended Budget. There is no Net County Cost.


The amounts to be paid for these services in subsequent fiscal years will be determined at a later date. Amendments to the Agreements will be brought before your Board for approval to include the additional amounts when that information is available. Any ongoing expenditures will be reduced if State and federal funds are unavailable in future years.

Exhibit A

Request for Proposals (RFP) Matrix


General Description of RFP

Adult Day Care Services


List key evaluation criteria

Prior experience, demonstrated competence in performing the services required, staff training and experience, skills expertise, ratio of staff to clients,
cost, and ability to document services, provide reports and maintain records.


Where advertised

Daily Journal


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

700 letters were mailed to community-based providers and service organizations informing them of the RFP.


Total number sent to prospective proposers

Requests were downloaded from the Health System’s website.


Number of proposals received



Who evaluated the proposals

The Evaluation Committee consisted of three members: a community services representative, an out of County program representative, and an administrative staff from the Health System.


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

Catholic Charities, CYO, San Francisco (services provided in San Carlos)
City of South San Francisco Adult Day Care Program (South San Francisco)

Peninsula Volunteers (Menlo Park)

* Four proposals were received and approved. One contractor has since decided to no longer provide the service.