To: Board of Supervisors
From: Health and Human Services Agency
Meeting Date: May 25, 2021
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Department Contact: |
Bekkie Emery |
Phone: |
463-7761 |
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Department Contact: |
Jesse Vanvoorhis |
Phone: |
463-7981 |
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Item Type: Consent Agenda |
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Time Allocated for Item: N/A |
Agenda Title:
title
Approval of Ninth Amendment to Agreement No. PH-19-083, PA No. 20-129 with Egghead’s Restaurant in the Amount of $70,000 for a New Total of $572,500 to Provide Meals to Homebound Seniors in the Area of Fort Bragg Due to the COVID-19 Pandemic Through the Great Plates Delivered Program, Effective Upon Full Execution Through June 30, 2021; and Delegation of Authority to the Purchasing Agent to Sign Amendments to the Agreement up to $729,500 Total Through June 30, 2021, to Allow Continuation of the Program at Current Levels (i.e., With No Increase to the Cost Per Meal and That Maintain a Weekly Average of $15,246), Provided Said Amendments Are Reported to the Board of Supervisors
End
Recommended Action/Motion:
recommendation
Approve ninth Amendment to Agreement No. PH-19-083, PA No. 20-129 with Egghead’s Restaurant in the amount of $70,000 for a new total of $572,500 to provide meals to homebound seniors in the area of Fort Bragg due to the COVID-19 pandemic through the Great Plates Delivered Program, effective upon full execution through June 30, 2021; and delegate authority to the Purchasing Agent to sign Amendments to the Agreement up to $729,500 total through June 30, 2021, to allow continuation of the program at current levels (i.e., with no increase to the cost per meal and that maintain a weekly average of $15,246), provided said Amendments are reported to the Board of Supervisors; and authorize Chair to sign same.
End
Previous Board/Board Committee Actions:
July 14, 2020, Item 4(q), BOS 20-106 ($71,000);
August 18, 2020, Item 4(z), BOS 20-106-A1 ($55,000);
September 22, 2020, Item 4(q), BOS 20-106-A2 ($55,000);
October 20, 2020, Item 4(m), BOS 20-106-A3 ($51,000).
Summary of Request:
On April 24, 2020, Mendocino County Health and Human Services Agency (HHSA) became aware of available state funding for the “Great Plates Delivered” program, a meal delivery service for California’s older adults. Mendocino County HHSA immediately pursued this funding opportunity, and coordinated with state agencies, in addition to local restaurants, to launch the “Great Plates Delivered” program for the benefit of Mendocino County. The Great Plates Delivered program utilizes the Federal Emergency Management Agency (FEMA) Emergency Feeding Program Framework, which has a standard federal reimbursement of 75% of costs. Initially, California Office of Emergency Services (CalOES), in partnership with the California Department of Aging (CDA), contributed an additional 18.75% reimbursement, which resulted in an estimated county cost share of 6.25% of costs. In January 2021, by executive order from President Biden, the FEMA reimbursement amount was increased to 100% of eligible costs, effectively eliminating the county cost share; this order was retroactive to March 2020. The program has established restaurant meal reimbursement amounts of up to $66 per day, per person served.
Great Plates Delivered has two purposes: 1) To help seniors (65+) and other adults (60-64) at high risk from COVID-19, (having documented exposure to COVID-19 or underlying health condition) to stay home and stay healthy by delivering three nutritious meals a day; and 2) To provide essential economic stimulus to local businesses struggling to stay afloat during the COVID-19 crisis.
HHSA originally coordinated with five restaurants to prepare and deliver up to three meals a day to local homebound seniors. Over the previous months, and with positive response from the community, HHSA coordinated with five additional restaurants to provide meals within Mendocino County. Egghead’s Restaurant has agreed to provide services to program participants in the city of Fort Bragg and the surrounding area.
This item requests execution of a ninth amendment to the Great Plates Delivered contract with Egghead’s Restaurant. The Board of Supervisors approved amendments to the initial $49,500 contract beginning on July 14, 2020. On October 20, 2020, after previous discussion at the Board meeting on September 22, 2020, the Board of Supervisors granted additional authority to the Purchasing Agent to execute amendments up to $538,445 through March 31, 2021. This dollar amount, established in September 2020, was based on an anticipated weekly average expense amount, which was calculated using the number of participants assigned to the restaurant at that time, which was 30. Currently, Egghead’s has 33 participants, which will result in an anticipated weekly average invoice amount of $15,246, when using an average of $66 per person, per day.
Additionally, the proposed amendment will increase the current contracted amount from $502,500 to $572,500, which exceeds the authority originally given to the Purchasing Agent. Therefore, HHSA requests that the Board of Supervisors delegate authority to the Purchasing Agent to continue to sign amendments up to $729,500 through June 30, 2021, to align with ongoing need for the program and the community’s increased participation. This maximum amount is calculated at the weekly average invoice amount of $15,246 with a small percentage added for cushion. To date, the state has extended the program monthly, and HHSA expects the state will continue to extend the program during the ongoing COVID-19 pandemic. Short notifications from the state, however, have caused hardships for the restaurants as they are forced to provide food and services without payment while amendments are being executed. These late notifications from the state are the reason the amendments have been retroactive. Delegation of signing authority will allow more timely processing and faster turnaround times for payments to restaurants providing services through the Great Plates Delivered Program.
Alternative Action/Motion:
Return to staff for alternative handling.
Supervisorial District: District 4
vote requirement: Majority
Supplemental Information Available Online At: <HTTPS://COVID19.CA.GOV/RESTAURANTS-DELIVER-HOME-MEALS-FOR-SENIORS/>
Fiscal Details:
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source of funding: IG |
budgeted in current f/y: No |
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current f/y cost: $729,500 through June 30, 2021 |
if no, please describe: The State issued funding in response to the COVID-19 pandemic. |
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annual recurring cost: N/A |
revenue agreement: No |
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budget clarification: FEMA will reimburse 100% of the County’s eligible costs for the Great Plates Delivered Program. |
Agreement/Resolution/Ordinance Approved by County Counsel: Yes
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CEO Liaison: Darcie Antle, Deputy CEO |
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CEO Review: Yes |
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CEO Comments:
FOR COB USE ONLY
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Executed By: Atlas Pearson, Deputy Clerk I |
Final Status:Approved |
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Date: May 27, 2021 |
Executed Item Type: Agreement Number: 20-106-A4 |
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Note to Department Number of Original Agreements Returned to Dept: 0 Original Agreement Delivered to Auditor? No |
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