Honorable Mayor and Members of the City Council. Contract No Amendment: Geiss Consulting for Medi-Cal Reporting Services

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1 Office of the City Manager CONSENT CALENDAR July 19, 2011 To: From: Honorable Mayor and Members of the City Council Phil Kamlarz, City Manager Submitted by: Beth Meyerson, Director, Health Services Subject: Contract No Amendment: Geiss Consulting for Medi-Cal Reporting Services RECOMMENDATION Adopt a Resolution authorizing the City Manager to execute an amendment to Contract No with Geiss Consulting for consultancy services related to the preparation of Medi-Cal Cost reporting and Administrative Claiming Plan preparation; to increase the amount by $15,000 for a total contract amount not to exceed $63,950 and to extend the expiration date to June 30, FISCAL IMPACTS OF RECOMMENDATION Approval of the recommended action will require an expenditure of $15,000 from the adopted FY12 budget for the provision of consulting services related to the annual Medi-Cal Cost Report and Medi-Cal Administrative Activities (MAA) Claiming Plan. Funds are available in the FY12 budget to cover these expenditures from the City s General Fund. The expenditure code to be charged is This contract amendment has been entered into the City contract management database, and assigned Contact Management System No. EGKSU. CURRENT SITUATION AND ITS EFFECTS The authorized spending limit for Contract No has been reached and Council approval is required to increase that spending authority pursuant to Article XI, Sections 67 and 67.5 of the Charter of the City of Berkeley. Failure to obtain Council approval for the recommended action will interrupt the provision of consulting services related to the annual Medi-Cal Cost Report and MAA Claiming Plan. BACKGROUND Pursuant to the City s guidelines for an informal bid process, three quotes were obtained for a vendor to provide consulting services related to the annual Medi-Cal Cost Report and MAA Claiming Plan RFP and Geiss Consulting was deemed to be the best responsible bidder Milvia Street, Berkeley, CA Tel: (510) TDD: (510) Fax: (510) manager@cityofberkeley.info Website:

2 Contract No Amendment: Geiss Consulting CONSENT CALENDAR for Medi-Cal Reporting Services July 19, 2011 Past Action On December 1, 2004 by Ordinance No. 7,035-N.S., the City Manager authorized Contract No with Geiss Consulting for the provision of assistance, support, and report preparation of the annual Medi-Cal Cost Report and MAA Claiming Plan in an amount not to exceed $4,950 for the period of December 1, 2004 to June 30, On June 7, 2005 in accordance with section 3, paragraph a of Contract No. 6531, a letter was sent to Geiss Consulting providing official notification of the City s intent to extend the contract to June 30, On July 13, 2005 by Ordinance No. 6,248-N.S., the City Manager authorized an $10,000 for a total contract amount not to exceed $14,950. On June 7, 2006 in accordance with section 3, paragraph a of Contract No. 6531, a letter was sent to Geiss Consulting providing official notification of the City s intent to extend the contract to June 30, On October 27, 2006 by Ordinance No. 6,248-N.S., the City Manager authorized an $6,500 for a total contract amount not to exceed $21,450 and extend the term to June 30, On June 7, 2008 in accordance with section 3, paragraph a of Contract No. 6531, a letter was sent to Geiss Consulting providing official notification of the City s intent to extend the contract to February 28, On February 25, 2009 by Ordinance No. 6,248-N.S., the City Manager authorized an $7,500 for a total contract amount not to exceed $28,950 and extend the term to June 30, On June 2, 2010 by Ordinance No. 6,248-N.S., the City Manager authorized an $20,000 for a total contract amount not to exceed $48,950 and extend the term to June 30, RATIONALE FOR RECOMMENDATION Geiss Consulting has been invaluable in partnering with the City in responding to the State Department of Mental Health Audits for four prior fiscal years and has been instrumental in reducing the potential impact of proposed cost disallowances. In order to ensure the uninterrupted provision of consulting services related to the annual Medi- Cal Cost Report and MAA Claiming Plan, it is recommended that Council authorize the execution of an amendment to Contract No with Geiss Consulting to increase the contract amount and to extend the expiration date. Page 2

3 Contract No Amendment: Geiss Consulting CONSENT CALENDAR for Medi-Cal Reporting Services July 19, 2011 ALTERNATIVE ACTIONS CONSIDERED Based on the initial award of this contract pursuant to the City s guidelines for an informal bid process, three quotes were obtained for a vendor to provide consulting services related to the annual Medi-Cal Cost Report and MAA Claiming Plan. Given the need to maintain uninterrupted consulting services during ongoing audit activities, no other alternatives were considered. CONTACT PERSON Dr. Karyn Tribble, Interim Manager of Mental Health, Attachment: 1. Resolution Page 3

4 RESOLUTION NO. -N.S. CONTRACT NO AMENDMENT: GEISS CONSULTING FOR CONSULTANCY SERVICES RELATED TO THE ANNUAL MEDI-CAL COST REPORT AND MEDI-CAL ADMINISTRATIVE ACTIVITIES CLAIMING PLAN WHEREAS, the Department of Health and Human Services, Mental Health Division is required to submit an annual Medi-Cal Cost Report and Medi-Cal Administrative Activities Claiming Plan to the State of California; and WHEREAS, in October 2004, bids for the provision of assistance, support, and report preparation of the annual Medi-Cal Cost Report and Medi-Cal Administrative Activities Claiming Plan were obtained and Geiss Consulting was determined to be the best responsible bidder; and WHEREAS, on December 1, 2004 by Ordinance No. 7,035-N.S., the City Manager authorized Contract No with Geiss Consulting for the provision of assistance, support, and report preparation of the annual Medi-Cal Cost Report and Medi-Cal Administrative Activities Claiming Plan in an amount not to exceed $4,950 for the period of December 1, 2004 to June 30, 2005; and WHEREAS, on June 7, 2005 in accordance with section 3, paragraph a of Contract No. 6531, a letter was sent to Geiss Consulting providing official notification of the City s intent to extend the contract to June 30, 2006; and WHEREAS, on July 13, 2005 by Ordinance No. 6,248-N.S., the City Manager amount by $10,000 for a total contract amount not to exceed $14,950; and WHEREAS, on June 7, 2006 in accordance with section 3, paragraph a of Contract No. 6531, a letter was sent to Geiss Consulting providing official notification of the City s intent to extend the contract to June 30, 2007; and WHEREAS, on October 27, 2006 by Ordinance No. 6,248-N.S., the City Manager amount by $6,500 for a total contract amount not to exceed $21,450 and extend the term to June 30, 2008; and WHEREAS, on June 7, 2008 in accordance with section 3, paragraph a of Contract No. 6531, a letter was sent to Geiss Consulting providing official notification of the City s intent to extend the contract to February 28, 2009; and WHEREAS, on February 25, 2009 by Ordinance No. 6,248-N.S., the City Manager amount by $7,500 for a total contract amount not to exceed $28,950 and extend the term to June 30, 2010; and

5 WHEREAS, on June 2, 2010 by Ordinance No. 6,248-N.S., the City Manager amount by $20,000 for a total contract amount not to exceed $48,950 and extend the term to June 30, 2011; and WHEREAS, funds are available to perform this work in the FY 2012 budget, General Fund, , and this contract amendment has been entered into the Citywide contracts database, and assigned CMS No. EGKSU. NOW THEREFORE, BE IT RESOLVED by the Council of the City of Berkeley that the City Manager is authorized to execute an amendment to Contract No with Geiss Consulting for the provision of services related to the preparation of the annual Medi-Cal Cost Report and Medi-Cal Administrative Activities Claiming Plan; to increase the amount by $15,000 for a total contract amount not to exceed $63,950 and to extend the expiration date to June 30, A record signature copy of said contract and any amendments to be on file in the Office of the City Clerk.

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