HomeMy WebLinkAboutItem 08 - Santa Ana Jail Inmate Medical Services Police Department
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Item # 8
City of Santa Ana
20 Civic Center Plaza, Santa Ana, CA 92701
Staff Report
March 7, 2023
TOPIC: Santa Ana Jail Inmate Medical Services
AGENDA TITLE:
Final Payment to Naphcare, Inc. in the amount of $66,772 for Inmate Medical Services
(General Fund)
RECOMMENDED ACTION
Authorize final payment to Naphcare, Inc. for past services rendered in the amount of
$66,772.
DISCUSSION
On October 1, 2017, the City entered into agreement #A-2017-249 with NaphCare, Inc,
for the provision of medical and mental health services for persons incarcerated in the
Santa Ana Jail. Upon expiration of the initial two year term of this agreement on
September 30, 2019, the Police Department had incurred expenses totaling $218,580
over the not to exceed limit due to higher than anticipated need for pharmaceutical
services and X-ray procedures that exceeded the annual $50,000 contingency included
in the agreement. Additionally, the monthly parking stipend amount was inadvertently
not included in the not-to-exceed contract total amount.
Three subsequent one-year extensions to this agreement were executed on October 1,
2019, October 1, 2020, and October 1, 2021 that increased the aggregate not to
exceed total amount for these services to $13,400,361.15. These amendments
increased the annual contingency amount to cover the pharmaceutical services, X-ray
procedures, and the monthly parking. However, the imbalance from the original term of
the agreement was not addressed appropriately because the Police Department did not
have a mechanism to track this vendor’s payments properly. As a result, staff was
unaware that there was an over-expenditure in the first agreement period and relied on
the overall not to exceed amount (Exhibit 1).
Through the implementation of improved budgetary and accounting practices, staff
identified the net overage for the life of the agreement and all extensions as
66,772. Due to insufficient contract authority remaining on the not-to-exceed amount of
Santa Ana Jail Inmate Medical Services
March 7, 2023
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the agreement, the department was only able to compensate NaphCare for a portion of
the services provided in September 2022, the final month of the contract. Therefore, the
Police Department is requesting City Council authority to pay NaphCare, Inc. for the
unpaid portion of the September 2022 invoice (#106555) in the amount of $66,772.
FISCAL IMPACT
Funds in the amount of $66,772 for this amendment are available in the Jail Operations,
Contract Services account (no. 01114475-62300).
EXHIBIT(S)
1. Table - Agreement and expenditure analysis
Submitted By: David Valentin, Police Chief
Approved By: Kristine Ridge, City Manager
NaphCare Agreement
Agreement Term Not to Exceed
Amount
Expenditure Balance +/-
A-2017-249 10/01/17-
09/30/19
$4,991,486.78 $5,210,066.86 ($218,580.08)
A-2017-249-01;
First Amdt.
10/01/19-
09/30/20
$2,717,709.56 $2,666,323.23 $51,386.33
A-2020-187;
Second Amdt.
10/01/20-
09/30/21
$2,836,417.94 $2,802,332.98 $34,084.96
A-2021-184;
Third Amdt.
10/01/21-
09/30/22
$2,854,746.87 $2,788,410.05 $66,336.82
Total $13,400,361.15 $13,467,133.12 ($66,771.97)
Exhibit 1