To: Board of Supervisors
From: Dr. Grant Colfax, Health Services Director
Report Title: Contract Amendment #77-485-5 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 Amendment #77-485-5 with Coffey Communications, Inc., a corporation, effective September 1, 2025, to amend Contract #77-485-3 (as amended by Contract Amendment #77-485-4), for additional professional design, publication, distribution and technical assistance services in regard to the Contra Costa Health Plan (CCHP) Member Services Health Sense Newsletter with no change in the payment limit of $1,700,000, and no change in the original term ending June 30, 2027.
FISCAL IMPACT:
Approval of this Contract Amendment will not result in additional expenditures and is funded 100% by CCHP Enterprise Fund II revenues. (No rate increase)
BACKGROUND:
Contractor provides consultation, technical assistance, and hosts an automated system for producing, printing, and mailing of the 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. Contractor has been providing professional design, publication, and distribution of the Health Sense Newsletter 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. CCHP’s Quality Management, Utilization Management and Contract Monitor Staff meet to ensure monitoring and performance measures in the Contract are upheld. A “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 was approved by the Public Works Department’s Purchasing Division on May 21, 2024.
On June 25, 2024, the Board of Supervisors approved Contract #77-485-3 with Coffey Communications, Inc., in an amount not to exceed $1,200,000, 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, 2024 through June 30, 2027.
On April 28, 2025, the Board of Supervisors approved Contract Amendment #77-485-4 with Coffey Communications, Inc., effective May 1, 2025, to increase the payment limit by $500,000 to a new payment limit of $1,700,000, for 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 Amendment #77-485-5 will allow the Contractor to modify the rates to provide additional professional design, production and printing of Provider Directories for the CCHP Member Services Health Sense Newsletter through June 30, 2027.
CONSEQUENCE OF NEGATIVE ACTION:
If this Contract Amendment is not approved, CCHP members will not receive the updated Health Sense Newsletter and CCHP will be out of compliance with California state mandates.