To: Board of Supervisors
From: Dr. Grant Colfax, Health Services Director
Report Title: Payment for Services Provided by Optimas Services, Inc.
Recommendation: Recommendation of the County Administrator
RECOMMENDATIONS:
APPROVE and AUTHORIZE the Auditor-Controller, or designee, to pay $12,143 to Optimas Services, Inc., for the provision of technical support and training to County-designated staff regarding Federal Reimbursement programs including Mental Health Medi-Cal Administrative Activities (MHMAA) and Public Health’s Targeted Case Management (TCM) program, for the period May 1, 2026 through June 30, 2026, as recommended by the Health Services Director.
FISCAL IMPACT:
Approval of this payment will result in a one-time expenditure of up to $12,143 and will be funded 100% by Mental Health Realignment revenue.
BACKGROUND:
Contractor provides training and consulting services on how to report MHMAA, conduct research into TCM specific policy inquiries as they relate to Public Health’s TCM program and prepare the claim forms to submit to the State. These services will help increase the amount of federally reimbursed funding to the County and reduce or eliminate any denials of funding from the State Department of Health Care Services.
This Contract is entered into under and subject to the following legal authorities: California Government Code §§ 26227 and 31000. This Contract was approved by Health Services Personnel to ensure there is no conflict with labor relations. The Behavioral Health’s Quality Management, Utilization Management and Contract Monitor Staff meet on a regular basis to ensure monitoring and performance measures in the Contract are upheld. Following a Request for Proposal (RFP), this Contract was awarded to Optimas Services, Inc. by Public Works Department on March 10, 2025.
In September 2025, the Purchasing Services Manager executed Contract #74-545-8 with Optimas Services, Inc., in an amount not to exceed $126,000, to technical support and training to County-designated staff regarding Federal Reimbursement programs including MHMAA and Public Health’s TCM program, for the period July 1, 2025 through June 30, 2026.
Contractor did not submit invoices for services provided between November 2025 through June 2026 until June 30, 2026. As a result, it was determined that the MHMA hours exceeded the contract allocation because the hours for MHMAA and TCM funding sources had not been tracked separately. Contractor provided these services in good faith, which exceeded the original payment limit by $12,143.
Therefore, the County has determined that Optimas Services, Inc., is entitled to payment for the reasonable value of their services under the equitable relief theory of quantum meruit. That theory provides that where a person has been asked to provide services without a valid contract, and the provider does so to the benefit of the recipient, the provider is entitled to recover the reasonable value of those services. As such, the Department recommends that the Board authorize the Auditor-Controller to issue a one-time payment not to exceed $12,143 to Optimas Services, Inc.
CONSEQUENCE OF NEGATIVE ACTION:
If this payment is not approved, the Contractor will not be paid for services the Contractor provided in good faith.