Item 4AGENDA ITEM NO.4
AGENDA STAFF REPORT
City of West Covina I Office of the City Manager
DATE: June 21, 2022
TO: Mayor and City Council
FROM: David Carmany
City Manager
SUBJECT: CONSIDERATION OF FIRST AMENDMENT TO PROFESSIONAL SERVICES
AGREEMENT WITH TRANSTECH ENGINEERS, INC. FOR HEALTH RESOURCE
SERVICES
RECOMMENDATION:
It is recommended that the City Council approve the First Amendment to the Professional Services
Agreement (PSA) with Transtech Engineers, Inc. (Transtech) for Health Resource Services.
BACKGROUND:
The City of West Covina currently receives its public health services through the Los Angeles County
Department of Public Health (County Health Department). In 1936, the City of West Covina adopted
Resolution No. 2, consenting to the enforcement of all orders, quarantine regulations and rules prescribed
by the State Board of Health, of all statutes relating to public health and to vital statistics by the County of
Los Angeles (County) Health Officer within West Covina limits. In 1963, West Covina entered into its
current Health Services Agreement (Agreement) with the County. Pursuant to the Agreement, the County
provides health department services, including the enforcement of all ordinances relating to health and
sanitation, inspections and related functions.
Commencing in December 2020, the City began taking steps to establish its own health department. The
following are the steps to date the City has taken towards establishing our own Health Department:
December 1, 2020 - In response to complaints from residents and the business community and a
desire to provide a more appropriate response to the pandemic based on West Covina's data, the
West Covina City Council directed staff to explore methods to improve local public health —
including alternatives to the County Health Department.
December 9, 2020 - The City engaged Valley Physicians Medical Group, through Dr. P. Basil
Vassantachart, MD, to provide consulting services relating to evaluating options for establishing a
local health department.
February 23, 2021 - The City Council adopted Resolution 2021-15 and Urgency Ordinance No.
2476, terminating the Los Angeles County Health Officer services identified in Health and Safety
Code section 101375. Staff submitted certified copies to the County by the March 1, 2021
deadline. The termination was effective July 1, 2021.
February 23, 2021 - The City received a letter from the County Health Department stating the
County Health Department will continue to serve West Covina in its current capacity. The
City intends for services paid for by local property taxes to continue to benefit the community.
March 16, 2021 - The City Council introduced Ordinance No. 2478 (adding the position of Public
Health Director as an exempt position in the Municipal Code) and Ordinance No. 2479 (adopting
by reference County Health Code provisions). On April 6, 2021, the City Council adopted
Ordinance No. 2478 and Ordinance No. 2479.
April 7, 2021 - At the Human Resources Commission meeting, the Commission approved the job
description and salary grade for a Public Health Officer. On April 20, 2021, the City Council
adopted the job description and salary grade for a Public Health Officer.
May 4, 2021 - The West Covina City Council, by a 4-1 vote (No: Tabatabai), introduced for first
reading Ordinance No. 2484, establishing a Public Health Department. Ordinance No. 2484 was
adopted, by a 3-1 vote (Absent: Castellanos, No: Tabatabai) at the May 18, 2021 City Council
meeting.
May 4, 2021 - The City Council authorized the City Manager to execute a Professional Services
Agreement with Transtech. .
May 2021 - The City submitted the West Covina Health Department Overview & Summary to the
California Department of Public Health (CDPH).
DISCUSSION:
On March 25, 2021, the City of West Covina released a Request for Qualifications for qualified consulting
firms to initiate and support community health and wellness. The City received one statement of
qualifications submission from Transtech in association with Constant Associates (Constant) by the
deadline of April 15, 2021. Transtech's statement of qualifications included a comprehensive approach to
establishing a local health department. On May 4, 2021, by a 4-1 vote (No: Tabatabai) the City
Council approved a Professional Services Agreement with Transtech Engineers, Inc. (Transtech).
Since Transtech was brought on board, City staff and the Transtech team have met monthly with CDPH
representatives. At this time, the City is waiting for a response to the West Covina Health Department
Overview & Summary that was submitted last May. CDPH representatives have informed the City that
after receiving the City's submittal, and having reviewed the State law, they determined much of State
law is outdated. Prior to proceeding with any new requests for establishing a Health Department, CDPH
expressed their desire to revaluate the process and update it. At this time City staff has been working
regularly with CDPH in preparing for the anticipated new regulations. As part of the new process CDPH
anticipates the City will be required to complete the following:
. Preliminary Application for CDPH
. City to do Initial Implementation
. Final Application to CDPH
. West Covina Community Health Needs Assessment
. West Covina Community Health Improvement Plan
Staff is seeking approval to the First Amendment to the PSA with Transtech to in order to proceed with
this phase of the establishment of a West Covina Health Department. The amendment seeks to increase
the Transtech's compensation by an additional $500,000 and extend the term trough June 30, 2023.
LEGAL REVIEW:
The City Attorney's Office has reviewed the amendment and approved it as to form.
OPTIONS:
The options available to the City Council are as follows:
1. Approve staffs recommendation; or
2. Provide alternative direction.
Prepared by: Paulina Morales, Assistant City Manager
Fiscal Impact
FISCAL IMPACT:
Funding for the First Amendment to the PSA with Transtech will be funded by the American Rescue
Plan Act:
Project
Fund
Account No.
Current
Amount
New
Budget
Requested
Balance
Balance
22011, PSA for 179, ARPA Local 179.80.7003.7900
501,810
500,000
1,810
Health Dept. Fiscal Recovery Funds
Services
Total
$501,810
$500,0001
$1,810
Attachments
Attachment No. 1 - First Amendment with Transtech Engineerings, Inc.
CITY COUNCIL GOALS & OBJECTIVES: Protect Public Safety
Enhance City Image and Effectiveness
FIRST AMENDMENT TO
CITY OF WEST COVINA
PROFESSIONAL SERVICES AGREEMENT
WITH
TRANSTECH ENGINEERS, INC.
FOR
HEALTH DEPARTMENT SERVICES
THIS FIRST AMENDMENT ("Amendment") is made and entered into as of June 21, 2022
("Effective Date") by and between the CITY OF WEST COVINA, a municipal corporation ("City"),
and TRANSTECH ENGINEERS, INC., a California corporation ("Consultant").
WHEREAS, City and Consultant entered into a Professional Services Agreement dated
May 4, 2021 for Consultant to provide services relating to establishing, implementing and
operating the City's health department ("Original Agreement"); and
WHEREAS, City and Consultant desire to amend the Scope of Services to include the
additional services set forth in Exhibit 'A" attached hereto and incorporated herein; and
WHEREAS, City desires to increase Consultant's maximum compensation accordingly;
and
WHEREAS, Section 4.1 of the Original Agreement provides for an initial term of through
June 30, 2022, with the option for City and Consultant to extend the term for up to two (2)
additional one (1) year periods; and
WHEREAS, City and Consultant desire to extend the term for one (1) year, through June
30, 2023.
NOW, THEREFORE, for valuable consideration, the receipt and sufficiency of which is
hereby acknowledged, the parties agree as follows:
Section 2.1(a) of the Original Agreement shall be amended to read as follows:
(a) Establishment and Implementation. For the establishment and
implementation of the health department, Consultant shall be paid in
accordance with the hourly rate schedule set forth in Exhibit "B," attached
hereto and made a part of this Agreement (the "Consultant's Hourly Rate
Schedule"). Consultant's total compensation during the establishment and
implementation phase shall not exceed Five Hundred Ninety -Eight
Thousand One Hundred Ninety Dollars ($598,190.00).
2. The term of the Original Agreement shall be extended through June 30, 2023.
3. All terms not defined herein shall have the same meaning and use as set forth in
the Original Agreement.
4. All other terms, conditions, and provisions of the Original Agreement shall remain
in full force and effect.
Transtech Engineers, Inc.
Form Revised April 2020
IN WITNESS WHEREOF, City and Consultant have executed this Amendment as of the
date set forth above.
CITY OF WEST COVINA
David Carmany
City Manager
ATTEST:
Lisa Sherrick
Assistant City Clerk
APPROVED AS TO FORM:
Thomas P. Duarte
City Attorney
2
CONSULTANT
Allen Cayir
President
Sybil Cayir
Secretary
Transtech Engineers, Inc.
Form Revised April 2020
EXHIBIT A
ADDITIONAL SERVICES
March 15, 2022
David Carmany, City Manager
CITY OF WEST COVINA
1444 West Garvey Avenue South
West Covina, CA 91790
i
TRANSTECh
Est. 1989
Subject: THE CITY OF WEST COVINA EFFORTS TO ESTABLISH OWN HEALTH DEPARTMENT
(PHASE TWO)
Dear Mr. Carmany,
www.transtech.org
855.595.2495 (toll -free)
ISO 9001:2015 certified
It is our pleasure to provide the attached Scope of Services envisioned to be accomplished under Phase
Two of the ongoing efforts by the City, to establish its own Health Department.
The services will be provided by Transtech Team in partnership with the City's designated Health
Officer/Director, Dr. Basil Vassantachart's expertise in the medical aspect of the tasks.
As discussed, the budget levels required in this Phase of the efforts, is estimated to be at $500,000.
Thank you for the opportunity to submit the proposed scope of services. As ever, please feel free to
contact us with any questions or comments you may have.
Sincerely,
Ahmad Ansari, PE, Principal
E: ahmad.ansari@tanstech.org
C: 949-702-5612
0:909-595-8599
Attachment: Scope of Services
Phase Two tasks and deliverables for establishment of the City of West Covina Health
Department
13367 Benson Avenue I Chino CA 91710 1 T 909 595 8599 1 F 909 590 8599 1 Transtech.org
Scope of Services
Phase Two tasks and deliverables for establishment of the City of West Covina Health Department
1. Preliminary Application. Prepare a Preliminary Application for review and determination by the
California Department of Public Health, with a copy to the Los Angeles County Health Department.
The application will include a copy of the authorizing resolution or minute order, an overall
description of the process the City intends to follow to form the department, a description of
approach for delivering state -mandated and other public health services, and an implementation
schedule. Consistent with statutory requirements, the Preliminary Application shall include, but is
not limited to:
(a) Local Governing Body Resolution. Resolution shall formally indicate intent to form a health
department through adoption of a resolution authorizing City Managerto initiate the process.
(b) Notification of Intent. Letter shall notify the Los Angeles County Health Department and the
California Department of Public Health of City's intent to form a local health department.
(c) Coordination with California Department of Public Health. To coordinate a graceful
transition, establish a schedule and meet regularly with designated California Department of
Public Health and Los Angeles County Health Department staff.
(d) Ensure that the Preliminary Application addresses statutory requirements. Work with the
State of California Department of Public Health to modify the Preliminary Application as
necessary.
2. Initial Implementation. Upon California Department of Public Health approval of the Preliminary
Application, review and finalize any actions required to form a municipal health department
including preparation of necessary ordinances and fee schedules for City Council consideration,
organizing & equipping the department, hiring consultant staff, and coordinating with the county
health department for the transfer of functions recognizing that the city and county may mutually
agree for the county health department to continue to perform certain functions for temporarily or
long term.
3. Final Application. Prepare for submittal to California Department of Public Health, with a copy to
the Los Angeles County Health Department, a final application that includes:
(a) Certification that the city is prepared to assume responsibility for statutorily required public
health functions, directly or through agreements with other public or private entities.
(b) An implementation schedule to include any functions that are to be phased.
(c) MOUs or other forms of agreement for functions to be performed by other public or private
entities.
(d) Certification that the city has appointed a Public Health Officer.
(e) Coordinate California Department of Public Health Site Visits. Coordinate, at the discretion
of the California Department of Public Health, site visits requested by California Department
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Scope of Services
Phase Two tasks and deliverables for establishment of the City of West Covina Health Department
of Public Health, at a time mutually agreed upon, prior to final approval of the city's
application.
(f) West Covina Community Health Needs Assessment (CHA) identifying key health needs and
issues through systematic, comprehensive data collection and analysis. The CHA shall
employ the following principles: 1) Multisector collaborations that support shared ownership
of all phases of community health improvement, including assessment, planning, investment,
implementation, and evaluation, 2) Proactive, broad, and diverse community engagement to
improve results, 3) A definition of community that encompasses both a significant enough
area to allow for population -wide interventions and measurable results, and includes a
targeted focus to address disparities among subpopulations, 4) Maximum transparency to
improve community engagement and accountability, 5) Use of evidence -based interventions
and encouragement of innovative practices with thorough evaluation, 6) Evaluation to inform
a continuous improvement process and 7) Use of the highest quality data pooled from, and
shared among, diverse public and private sources.
(g) West Covina Community Health Improvement Plan (CHIP), a long-term, systematic effort
involving the community to address public health problems based on the results of
community health assessment activities and the community health improvement process.
This plan will be used by health and other governmental education and human service
agencies, in collaboration with community partners, to set priorities and coordinate and
target resources. The West Covina CHIP shall be sufficient for developing policies and defining
actions to target efforts that promote health. It shall define the vision for the health of the
community through a collaborative process and shall address the gamut of strengths,
weaknesses, challenges, and opportunities that exist in the community to improve the health
status of West Covina residents, workers, and visitors.
4. Programs to control the spread of COVID-19 & variants and improve public health & wellness.
Upon California Department of Public Health approval of the Preliminary Application, consultant
shall design, execute and improve public health programs which address the COVID-19 pandemic.
As directed by the City, these new or heightened public health measures may include, but are not
limited to:
(a) Actions to control the spread of COVID-19 and support health care workers caring for the
sick. COVID-19 testing, contact tracing, support for individuals in isolation or quarantine,
enforcement of public health orders, public communication efforts, public health surveillance
(e.g., monitoring case trends and genomic sequencing for variants), enhancement to health
care capacity through alternative care facilities, and enhancement of public health data
systems to meet new demands or scaling needs, efforts to prevent COVID-19 spread through
safety measures at key settings like nursing homes, schools, congregate living settings, dense
worksites, incarceration settings, and in other public facilities, implementing infection
prevention measures or making ventilation improvements in congregate settings, health care
settings, or other key locations.
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Scope of Services
Phase Two tasks and deliverables for establishment of the City of West Covina Health Department
(b) Capital investments in public facilities to meet pandemic operational needs. Physical plant
improvements to health clinics or adaptations to public buildings to implement COVID-19
mitigation tactics, mobilization to support vaccination campaigns.
(c) Addressing emergent public health needs, including through measures to counter the
spread of COVID-19, through the provision of care for those impacted by the virus, and
through programs or services that address disparities in public health that have been
exacerbated by the pandemic.
(d) Implementation of programs which address the effects of the COVID-19 public health
emergency, including:
(1) COVID-19 Mitigation and Prevention. A broad range of services and programming
including vaccination programs; medical care; testing; contact tracing; support for
isolation or quarantine; supports for vulnerable populations to access medical or public
health services; public health surveillance (e.g., monitoring case trends, genomic
sequencing for variants); enforcement of public health orders; public communication
efforts; enhancement to health care capacity, including through alternative care
facilities; purchases of personal protective equipment; support for prevention,
mitigation, or other services in congregate living facilities (e.g., nursing homes,
incarceration settings, homeless shelters, group living facilities) and other key settings
like schools; ventilation improvements in congregate settings, health care settings, or
other key locations; enhancement of public health data systems; and other public
health responses. They also include capital investments in public facilities to meet
pandemic operational needs, such as physical plant improvements to public hospitals
and health clinics or adaptations to public buildings to implement COVID-19 mitigation
tactics. These COVID-19 prevention and mitigation programs and services, among
others, were eligible expenditures under the CRF and are eligible uses under this
category of eligible uses for the Fiscal Recovery Funds.
(2) Medical Expenses. The COVID-19 public health emergency continues to have
devastating effects on public health; the United States continues to average hundreds
of deaths per day and the spread of new COVID-19 variants has raised new risks and
genomic surveillance needs. Moreover, our understanding of the potentially serious
and long-term effects of the virus is growing, including the potential for symptoms like
shortness of breath to continue for weeks or months, for multi -organ impacts from
COVID-19, or for post -intensive care syndrome. State and local governments may need
to continue to provide care and services to address these near- and longer -term needs.
(3) Behavioral Health Care. In addition, new or enhanced State, local, and Tribal
government services may be needed to meet behavioral health needs exacerbated by
the pandemic and respond to other public health impacts. These services include
mental health treatment, substance misuse treatment, other behavioral health
services, hotlines or warmlines, crisis intervention, overdose prevention, infectious
disease prevention, and services or outreach to promote access to physical or
behavioral health primary care and preventative medicine.
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Scope of Services
Phase Two tasks and deliverables for establishment of the City of West Covina Health Department
(4) Public Health and Safety Staff. Treasury recognizes that responding to the public
health and negative economic impacts of the pandemic, including administering the
services described above, requires a substantial commitment of State, local, and Tribal
government human resources. As a result, the Fiscal Recovery Funds may be used for
payroll and covered benefits expenses for public safety, public health, health care,
human services, and similar employees, to the extent that their services are devoted to
mitigating or responding to the COVID-19 public health emergency.46 Accordingly, the
Fiscal Recovery Funds may be used to support the payroll and covered benefits for the
portion of the employee's time that is dedicated to responding to the COVID-19 public
health emergency. For administrative convenience, the recipient may consider public
health and safety employees to be entirely devoted to mitigating or responding to the
COVID-19 public health emergency, and therefore fully covered, if the employee, or his
or her operating unit or division, is primarily dedicated to responding to the COVID-19
public health emergency. Recipients may consider other presumptions for assessing
the extent to which an employee, division, or operating unit is engaged in activities that
respond to the COVID-19 public health emergency, provided that the consultant
reassesses periodically and maintains records to support its assessment, such as payroll
records, attestations from supervisors or staff, or regular work product or
correspondence demonstrating work on the COVID-19 response, however, consultant
need not routinely track staff hours.
(5) Expenses to Improve the Design and Execution of Health and Public Health Programs.
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