To: Board of Supervisors
From: Anna Roth, Health Services Director
Report Title: Contract #72-124-5 with Ride Roundtrip, 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 Agreement #72-124-5 with Ride Roundtrip, Inc., a corporation, effective October 1, 2024, to increase the payment limit of Contract #72-124-3 (as amended by Contract Amendment #72-124-4), by $4,000,000, from $10,500,000 to a new payment limit of $14,500,000 for a hosted software portal for transportation coordination, scheduling, and dispatch for Medi-Cal patients with no change in the term; successive 1-year period renewals until terminated.
FISCAL IMPACT:
Approval of this Amendment will result in additional annual expenditures of up to $4,000,000 and will be funded as budgeted by the department in FY 2024-25, by 69% Contra Costa Health Plan Enterprise Fund II, 16% CCRMC/Health Centers Hospital Enterprise Fund I, and 15% Health Care for the Homeless/HRSA.
BACKGROUND:
The Health Services Department’s Public Health Division provides social service case management to Medi-Cal patients who are identified as high utilizers who need additional services to improve their health outcomes. The County began contracting with this vendor in 2019 because transportation is a significant need for these patients. These services allow County personnel access to arrange rides for these patients via a web-based transportation booking portal. The Department of Health Care Services provides transportation services as a benefit to Medi-Cal Managed Care members under All Plan Letter (APL) 22-008.
On March 19, 2019, the Board of Supervisors approved contract #72-124 with Ride Roundtrip in the amount of $800,000 for the provision of electronic services to schedule and provide transportation to patients, including interfacing with the county’s Electronic Health Record System for the period January 1, 2019 through December 31, 2020.
On December 8, 2020, the Board of Supervisors approved Contract Amendment/Extension agreement #72-124-1 to increase the payment limit by $1,000,000 to a new payment limit of $1,800,000, to extend the term from December 31, 2020, to December 31, 2021, to reflect the continued provision of the Monthly Subscription System Access services.
On April 27, 2021, the Board of Supervisors approved Contract Amendment/Extension agreement #72-124-2 to increase the payment limit by $1,100,000 to a new payment limit of $2,900,000 for additional hosted software portal services for transportation coordination, scheduling, and dispatch for Medi-Cal patients with no change in the term through December 31, 2021.
On December 14, 2021, the Board of Supervisors approved Contract Amendment/Extension agreement #72-124-3 to increase the payment limit by $150,000 to a new payment limit of $3,050,000 for increased usage of hosted software portal services for transportation coordination, scheduling, and dispatch for Medi-Cal patients with no change in the term through December 31, 2021. Though not noted in prior recommendations to the Board, a section of this contract contains term language of successive (1) year period renewals unless terminated by either party with sixty (60) day notice.
On May 10, 2022, the Board of Supervisors approved Contract Amendment #72-124-4 with Ride Roundtrip in the amount of $10,500,000 for the provision of additional electronic services to schedule and provide transportation to patients, including interfacing with the County’s Electronic Health Record System, and clarify the term to include successive 1-year period renewals, until terminated by either party with sixty (60) day notice.
Approval of this Contract Amendment #72-124-5 will allow the Board of Supervisors to approve a payment limit increase of $4,000,000 to cover payment of invoices to the Contractor through the end of the current fiscal year, with no change in the term (of successive 1-year period renewals, until terminated by either party with sixty (60) day notice) to allow the Contractor to continue to provide services.
CONSEQUENCE OF NEGATIVE ACTION:
If this recommendation is not approved, the County will lose access to these vital services, having a negative impact on holistic patient care.