To: Board of Supervisors
From: Anna Roth, Health Services Director
Report Title: Contract #77-485-3 with Coffey Communications, Inc.
☒Recommendation of the County Administrator ☐ Recommendation of Board Committee
RECOMMENDATIONS:
APPROVE and AUTHORIZE the Health Services Director, or designee, to execute on behalf of the County Contract #77-485-3 with Coffey Communications, Inc., a corporation, in an amount not to exceed $1,200,000, to provide professional design, publication, distribution and technical assistance for Contra Costa Health Plan (CCHP) Member Services Health Sense Newsletter for the period from July 1, 2024 through June 30, 2027.
FISCAL IMPACT:
Approval of this contract will result in contractual service expenditures of up to $1,200,000 over a three-year period and will be funded 100% by CCHP Enterprise Fund II revenues. (Rate increase)
BACKGROUND:
CCHP has an obligation to provide health services information for its members under the terms of their Individual and Group Health Plan membership contracts with the County. This contractor provides consultation and technical assistance, and hosts an automated system for producing, printing, and mailing CCHP Member Services Health Sense Newsletter. Contractor produces three (3) issues per year and twelve (12) versions which includes current and critical health information pertaining to health education topics and services to comply with California state mandates. This contractor has been providing professional design, publication, distribution of the Health Sense Newsletter services and fostering a deep understanding of the CCHP organizations mission, values, and long-term objectives since July 1, 2022.
This contract is entered into under and subject to the following legal authorities: California Government Code §§ 26227 and 31000; Health and Safety Code § 1451. Health Services Personnel approved this contract to ensure no conflicts with labor relations. This contractor currently cooperates with and participates in CCHP’s Quality Management Program which consists of quality improvement activities to improve the quality of care and services and member experience. Cooperation includes collection and evaluation of performance measurement data and participation in the organization’s clinical and service measure Quality Improvement Programs. A recent “Request for Proposal” (RFP) was conducted in which several vendors were evaluated. Coffey Communications, Inc., was selected as they were the sole provider in CCHP’s service area that met all Medi-Cal Managed Care Plan mandated criteria required by the State of California Department of Managed Health Care (DMHC) and Department of Health Care Services (DHCS) to best inform, remind, and update CCHP members regarding new programs, health education topics and materials, new policies and any changes within CCHP. This contractor has been approved by the Public Works Department’s Purchasing Division on May 21, 2024.
On May 16, 2023, the Board of Supervisors approved Contract #77-485-1 with Coffey Communications, Inc., in an amount not to exceed $220,000, for the provision of professional design, publication, distribution and technical assistance services in regard to the CCHP Member services Health Sense Newsletter, for the period July 1, 2023 through June 30, 2024.
On February 22, 2024, the Board of Supervisors approved Contract Agreement #77-485-2 with Coffey Communications, Inc., effective March 1, 2024, to increase the payment limit by $680,000 to a new payment limit of $900,000, to provide additional professional design, publication, distribution, and technical assistance services in regard to the CCHP Member services Health Sense Newsletter with no change in the term.
Approval of Contract #77-485-3 will allow the contractor to continue to provide professional design, publication, distribution and technical assistance through June 30, 2027.
CONSEQUENCE OF NEGATIVE ACTION:
If this contract is not approved, CCHP members will not receive the Health Sense Newsletter and CCHP will be out of compliance with California state mandates.