TRANSMITTAL

Transcription

1 it TO The City Council TRANSMITTAL D am/g l!i COUNCIL FILE NO,, FROM The Mayor COUNCIL DISTRICT Alt Authorization to Execute Standard Agreement HI to Accept H1CAP Grant Funds from the California Department of and Execute Proposed Contract with The Center for Health Care Rights for the Provision of HICAP Services The attached City Administrative Officer report is submitted for your consideration. Ana Guerrero i ERIC GARCETTI MAYOR MAS:EOS:0816QO2'1 CAO 649 d

2 Report From OFFICE OF THE CITY ADMINISTRATIVE OFFICER Analysis of Proposed Contract ($25,000 or Greater and Longer than Three Months) To: The Mayor Date: C.D. No. CAO File No.: Contracting Department/Bureau: Department of All Contact: Dale Osborne Reference: Transmittal from the Department of dated August 12,2015, referred for a report on August 13,2015 Purpose Of Contract: Standard Agreement HI to accept Health Insurance Counseling and Advocacy Program (HiCAP) funding and execute a new contract with The Center for Health Care Rights to provide HICAP services. Type of Contract. (x) New contract ( ) Amendment Contract/Amendment : $654,425 Proposed amount $ 654,425+ Prior award(s) $ o= Total $ 654,42s Contract Term Dates: July 1, 2015 to June 30, 201S, with three optional one-year extensions for a total of 4 years. Source of funds: Older Californians Act and State Health Insurance and Assistance Program (SHIP) funds from the California Department of Name Of Contractor: The Center for Health Care Rights Address: 520 S. La Fayette Park Place, Suite 214, Los Angeles, CA Yes No N/A* 6. Contractor haa complied with: Yes No N/A* 1. Council has approved the purpose x a, Equal Emplovmt. Qpptv,/Affirm. Action X 2. Appropriated funds are available x b.good Faith Effort Outreach * X 3. Charter Section 1022 findings completed x c. Equal Benefits Ordinance x 4 Proposals have been requested x d.contractor Responsibility Ordinance X 5. Risk Management review completed x e. Slavery Disclosure Ordinance X 6. Standard Provisions for City Contracts included x f. Bidder Certification CEC Form 50 x 7. Workforce that resides in the City: % N/A» not applicable * Contracts over $100,000 COMMENTS In accordance with Executive Directive No. 3, the Department of (Department) requests authority to execute a contract with The Center for Health Care Rights (Contractor) for the delivery of Health Insurance Counseling and Advocacy Program (HICAP) services, The total funding for the contract is $654,425 for a term of one year, with three optional extensions for a total of four years. i The term of the agreement is retroactive to July 1, 2015, and will expire on June 30, Section 903, of the Pro-Forma agreement included as Attachment 3 of the Department's transmittal, includes ratification language acknowledging services performed prior to the execution of the agreements. The Department requests approval of the HICAP budget and authorization to execute Standard Agreement HI with the California Department of (CDA) to accept $712,737 in HICAP grant funds. HICAP is an Older Californians Act Community-Based Services Program which provides counseling, community education, and outreach events to Medicare beneficiaries and is the primary local source of information and assistance with Medicare benefits, prescription drug plans and health plans. SHIP is a federal grant program which provides support for local programs assisting Medicare beneficiaries and is a major funding component of HICAP. The HICAP funds are budgeted across a nine-month time period ($535,039) and a three-month time period ($177,698) for a one-year. / T - y.. EOS I Analyst CAO 661 Rev. 5/2007 r Assistant 37L4 City Administrative Officer

3 CAO File No. Hage 2 funding total of $712,737. Of the total amount, $58,312 will fund the administrative costs of the Department and $654,425 will fund the contract for HICAP services. In January 2015, the Mayor and City Council authorized to.release 27 Requests for Proposals (RFP) for the selection of contractors for operation of the multipurpose senior centers and to provide various senior services, including HICAP (C.F ), The Department released the RFPs on January 29, On February 12, 2015, the LADOA conducted two (2) Proposers Conferences for all interested parties of the subject RFPs. The conferences were conducted to respond to questions specific to each program RFP. The LADOA staff provided technical assistance to all perspective bidders from January 29, 2015 through March 2, 2015, the duration of time between release and due date of the RFPs. The HICAP RFP proposal submitted by the Center for Health Care Rights, the current service provider of HICAP services, was the sole response to the HICAP RFP. The proposal was evaluated by Department staff based on criteria included in the RFP. In accordance with Charter Section 1022, the Personnel Department determined that City Employees did not have the expertise to perform the work. To the best of our knowledge, the Contractor has complied with the City s contracting requirements, policies and procedures. The proposed amendment is subject to review by the City Attorney as to form. Pursuant to Los Angeles Administrative Code Section 10.5, Council approval is required because the total term of the contract exceeds three years and the total annual payments to or by the City exceed $141,949. RECOMMENDATIONS That the Council, subject to approval of the Mayor; 1. Approve the Health Insurance Counseling and Advocacy Program Budget and Standard Agreement HI ; 2. Authorize the General Manager of the Department of, or designee, to execute Standard Agreement HI ; 3. Authorize the General Manager of the Department of, or designee, to execute the proposed contract with the Center for Health Care Rights, for a term of one year, retroactive to July 1, 2015, with three optional one-year extensions for a total of four years, subject to review and approval of the City Attorney as to form; 4. Authorize the Controller to A. Establish new accounts and appropriate $535,039 within the Health Insurance Counseling and Advocacy Program (HICAP) Fund Number 47Y for the period covering July 1, 2015 to March 31, 2016 as follows:

4 CAO File No. Page 3 Account No. 02MD01 Account Title HiCAP $ 43,793 $ Total $535,039 B. Increase appropriations in Fund 100, Department 02 and transfer funds on an as-needed basis as follows: Fund No. Dept. Account No. Account Title From: 47Y 02 $43,793 To: Salaries, General $43,793 C. Establish new accounts and appropriate $177,698 within the Health Insurance Counseling and Advocacy Program (HICAP) Fund Number 47Y for the period covering April 1, 2016 to June 30, 2016 as follows: Account No. Account Title 02MD01 HICAP $ 14,519 $ Total $177,698 D. Increase appropriations in Fund 100, Department 02 and transfer funds on an as-needed basis as follows: Fund No. Dept, Account No. Account Title From: 47Y 02 $14,519 To: Salaries, General $14,519 E. Authorize the Controller to disburse funds to the recommended service provider upon submission of proper demand from the General Manager of the Department of, or designee, and; 5. Authorize the General Manager of the Department of, or designee, to prepare Controller instructions for any technical adjustments, subject to the approval of the City Administrative Officer, and authorize the Controller to implement the instructions. FISCAL IMPACT STATEMENT Pending approval of the recommendations in this report, funding for the proposed contract is provided by State Health Insurance and Assistance Program funds for the Health Insurance Counseling and Advocacy Program from the State of California Department of. There is no additional impact on the General Fund. Approval of this amendment is in compliance with the City s Financial Policies as one-time funding is being used for one-time expenditures. MAS:EOS:0B Attachments

5 Laura Trejo GENERAL MANAGER City of Los Angeles CALIFORNIA ill % -tit* DEPARTMENT OF AGING An Area agency on 22 1 N RGUEROA St. STE. 180 LOS ANGELES, CA < '7251 ERIC GARCETTI MAYOR Date: To: Attention: August 12, 2015 Honorable Eric Garcetti, Mayor City of Los Angeies Mandy Morales, Legislative CoorgUrrator From: Laura Trejo, General Managej Department of l REQUEST APPROVAL TO ACCEPT HEALTH INSURANCE COUNSELING AND ADVOCACY PROGRAM (HICAP) FUNDS FOR FISCAL YEAR (HI ) AND NEGOTIATE AND EXECUTE A NEW CONTRACT WITH THE CENTER FOR HEALTH CARE RIGHTS CONSIDERATION Per Mayor s Executive Directive 3, the Los Angeles Department of (LADOA) requests Mayor and City Council approval and acceptance of $712,737 in HICAP funds for Fiscal Year under the California Department of 's Standard Agreement HI This approval will allow the LADOA to execute the aforementioned Standard Agreement. The LADOA also requests approval to negotiate and execute a new contract with the HICAP program service provider, the Center for Health Care Rights (CHCR) RECOMMENDATIONS That the City Council, subject to the approval of the Mayor: Approve Fiscal Year Health Insurance Counseling and Advocacy Program budget (Attachment 1) and Standard Agreement HI (Attachment 2); Authorize the General manager of the Los Angeles Department of (or designee) to execute the Standard Agreement for HI ; Negotiate and execute the new contract (Attachment 3) with the Center for Health Care Rights for the Health Insurance Counseling and Advocacy Program, Instruct the Controller to: AN EQUAL EMPLOYMENT OPPORTUNITY - AFFIRMATIVE ACTION EMPLOYER GG

6 Page 2 Honorable Eric Garcetti August 12, 2015 A. Establish new accounts and appropriate $535,039 within the Health Insurance Counseling and Advocacy Program (HICAP) Fund Number 47Y for the period covering from July 1, 2015 to March 31, 2016 as follows: Account No. Account Title $ 43,793 02MD01 HICAP 491,246 TOTAL $ 535,039 B. Increase appropriations within Fund Department 02 and transfer funds on an as needed basis as follows: FUND Dept Account No. I Account Title From: 47Y 02 $43,793 To: Salaries- General $43,793 C. Establish new accounts and appropriate $177,698 within the Health Insurance Counseling and Advocacy Program (HICAP) Fund Number 47Y for the period covering from April 1, 2016 to June 30, 2016 as follows: Account No. Account Title M'ng. $ 14,519 02MDD1 HICAP TOTAL 163,179 $ 177,698 D. Increase appropriations within Fund Department 02 and transfer funds on an as needed basis as follows: FUND Dept Account No Account Title From: 47Y 02 $ 14,519 To: Salaries- General $ 14,519 E. Expend funds upon proper demand of the General Manager,, or designee. F. Authorize the General Manager of the Department of, or designee, to prepare Controller instructions for any technical adjustments, subject to the approval of the City Administrative Officer, and authorize the Controller to implement the instructions. NARRATIVE AND SUMMARY The HICAP program is an Older Californians Act Community-Based Services Program that provides personalized counseling, community education and outreach events for Medicare beneficiaries. HICAP is the primary local source for information and assistance with Medicare benefits, prescription drug plans and health plans. The Center for Health care Rights is the service provider for HICAP as a result of a Request

7 Page 3 Honorable Eric Garcetti August 12, 2015 for Proposal (CF ). The chart below illustrates how the HICAP grant award is budgeted across a nine-month and three-month time period. Nine-Month HICAP Funding Chart (7/1/15-3/31/16) Administrative $43,793 Contractor Funding $491,246 Subtotal $535,039 Three-Month HICAP Funding Chart (4/1/16-6/30/16) Administrative $14,519 Contractor Funding $163,179 Subtotal $177,698 Summary HICAP Funding Chart Nine-Month Subtotal $535,039 Three-Month Subtital $177,698 Total Fiscal Year HICAP Funding $712,737 A major funding component of HICAP is the State Health Insurance and Assistance Programs (SHIP). SHIP is a federal grant program that enhances and supports local programs in directly helping beneficiaries to understand how to use their Medicare benefits including Prescription Drug Plan coverage, Medicare Advantage plans, Medicare supplemental policies, Medicare Savings Programs and long term care insurance. On July 16, 2015, the California Department of (CDA) released a Program Memo transmitting the LADOA's Fiscal year budget display and original contract (Standard Agreement Hf ) in the total amount of $712,737. Part of this request is to authorize the Department to negotiate and execute a new contract (Attachment 3) with the Center for Health Care Rights for the Health Insurance Counseling and Advocacy Program. FISCAL IMPACT STATEMENT Approval of the Fiscal year HICAP grant has no fiscal impact on General Fund dollars. A copy of this transmittal and attachments is being forwards to the City Attorney and the Council on for concurrent review and approval. LT:JD:mn:z\HICAP Trans Attachments cc: City Attorney City Administrative Officer President, Council on