HCA Matters-12.3.25 Show Slides

Veronica Rodarte

Stacey McCoy Executive Director

Human Resources Llesena Ontiveras

Flu Vaccination/Exemption/Accommodation • HCA employees are required to adhere to the Flu Mandate by Friday, January 9, 2026. Up to two (2) hours of regular time can be used to obtain the flu vaccine.

• If requesting medical exemption or religious accommodation additional forms are needed.

• HCA HR Intranet Site • Medical Exemption Request Form – must be completed by medical provider. (Employees with a permanent medical exemption on file DO NOT need to re-submit the form.)

• Religious Accommodation Form Questions - contact the HCA Return to Work team at HCAReturntoWork@ochca.com

Electronic W2  Register to receive your W2 statement online through the County OC Employee Portal.  View and print your W2 up to a week earlier than those who have not consented to receive electronically.  You must complete an online consent by 4:30 p.m. on January 14, 2026.  If you do not consent, a hard copy will be mailed by January 31, 2026.

December 2025 Lunch and Learns Retirement Seminars • Stepping into Retirement – An overview of your Health Reimbursement Arrangement (HRA) • 12/4 – Gallagher • 12/11 – Gallagher • 12/18 – Gallagher • Empower • 12/10 – Getting to know your Roth Options • 12/15 – Getting to know your Roth Options • 12/17 – Plan Overview

December 2025 Lunch and Learns Wellness and Health • Sponsored by The County of Orange Employee Health Plan • 12/8 – Holiday Stress Survival Guide • 12/16 – Why Sleep Matters • 12/17 – Year-End Reset • Sponsored by the Employee Assistance Program • 12/9 – Unplug to Recharge • 12/18 – Coping with Anxiety

Employee Assistance Program (EAP) Resources for the Holiday Season • Beating the winter blahs • Give yourself the gift of happier holidays • Managing grief during the holidays • Away for the holidays: home safety tips • Creating meaningful rituals • Give back www.resourcesforliving.com username Orange County ca password: eap

Upcoming County Holidays County offices will be closed: • Thursday, December 25th • Thursday, January 1st Wishing you all a Healthy and Happy Holiday Season from your Human Resources Team

Compliance Corner Kelly Sabet

Office of Compliance (OOC) •Gift Ban (Holiday & Clinical Considerations) •Conflict of Interest •Why Ethics Matter •Responsibility •Closing & Support

Administrative Services Lorraine Daniel

ADMINISTRATIVE SERVICES Agencywide Policies & Procedures (P&Ps) Update • Fraud Hotline Receipt, Referral, and Tracking • External Observer Access and Conduct

Policies and Procedures (P&Ps) can be accessed via the HCA Intranet homepage by selecting the “HCA Policies and Procedures” link under the “HCA Quick Links” section.

Procurement & Contract Services (PCS) Overview

PCS Metrics Function​

FY24-25 & FY25-26 Metrics ​ (YTD as of 11/26/25)

Transactions and supporting documentation reviewed for:​ Purchasing & Travel Card ​ FY24-25: 3,474 transactions valued at $1,671,006.72​ FY25-26 YTD: 1,120 transactions valued at $573,843.24​ Invoices - ​ Acknowledge of Goods/Services​

Invoices routed, reviewed, and processed:​ FY24-25: 3,184 invoices ​ FY25-26 YTD: 1,161 invoices​

Encumbrances​

CAPS+ encumbrance documents created: ​ FY24-25: 1,463 ​ FY25-26 YTD: 1,058​

Notices of Expiration​

YTD 18-month lookahead of tracked NOEs in process:​ 74 Active Human Service ​ 141 Active Professional Services & Commodities ​

Contract Closeouts​

Review, audit, and approve financial/fiscal 60+ contractual close out cost reports in partnership with Accounting​

Vendor Codes​ Contract Inventory​

FY24-25: 117 created, 43 modified​ FY25-26 YTD: 33 created, 17 modified​ FY24-25: 131 new contracts valued at $435,294,041.97​ FY25-26 YTD: 62 new contracts valued at $204,789,533.72​

PCS Agenda Staff Reports (ASRs)

PCS Request for Proposals (RFP) Enhancements Executive Review Requirement

All RFP solicitations, RFP Panel recommendations, and Evaluation Panels be reviewed and approved by the HCA Executive Team.

RFP Cost Scoring

If cost is identified as one of the evaluation factors then the dollar amount must be converted into awarded points. This method is known as the ratio method where the lowest cost receives the maximum points allowed for this criterion. The assigned Deputy Purchasing Agent will calculate the points and administrative score this component, which is consistent with County Policy and Procedure.

RFP Solicitations

Mandatory reviews by Service Area Deputies and Directors, prior to finalizing the solicitation.

RFP Interviews

If interviews are not going to be done for some of the providers, this will be escalated to the PCS Manager and Services Area Deputy for review.

Scoring Enhancement

Questions in the RFP should be able to be on a range (A, B, C, D, F) similar to academic scoring. Yes/No questions should only be pass/fail criteria.

Scoring Tools

All scoring tools that PCS drafts for the evaluation panels must be reviewed and weighted by Service AreaProgram. The scoring will be left blank for each scored criteria to ensure program is adequately reviewing and providing thoughtful feedback to scoring tools. Service Area Deputy Director and Director must review and approve scoring tools going forward.

Scoring Results

All scoring for RFPs, after consensus, and before memorandum of recommendation, require Service Areas Deputy review. If scores are close or the solicitation is highly political, our team will conduct “what if” scenarios and these will be escalated to the Executive Team.

PCS RFP Office Hours

Employee Recognition Kenny Nguyen

Assistant Environmental Health Specialist

Public Health Updates Dr. Anissa Davis

Communicable Disease: Respiratory Virus Season Updates Influenza

• Activity currently low but test positivity increasing • Other countries are seeing steep increases • Now is the perfect time to get your flu shot Respiratory Syncytial Virus (RSV) • Activity is rising • Can cause severe disease in infants and older adults • Infants and toddlers, pregnant people and older adults should be immunized against RSV

Communicable Disease: Respiratory Virus Season Updates

COVID-19 • Currently in a lull • Formulation for this season is currently available for everyone 6 months of age and older

Acute Gastroenteritis aka “stomach flu or bug” Norovirus most common cause of foodborne illness and infectious vomiting and diarrhea

• Any time of year, but November to April most common • Lots of outbreaks: schools, cruise ships, institutions • Prevention: wash hands with soap (hand sanitizer doesn’t kill norovirus) • Cleaning and disinfection • Food preparation and handling

MENTAL HEALTH DURING THE HOLIDAYS Andrew Parker, LMFT, Disaster Response

HOLIDAY SURVIVAL TIPS AND TRICKS Our holiday season is a wonderful time of year, however…

• Holidays can also bring added stressors and mental health symptoms • Anxiety • Depression • Grief and loss

• A few tips and tricks to make it through the holidays include: • • • •

Self-care Boundary setting Managing expectations Connecting to community

• Check in on your family, friends, and co-workers

QUIZ TIME!~

Announcem ents

NEW HCA BRANDING Templates and Downloads!

Now Available on the HCA Intranet!

HCA INTRANET COMMUNICATIONS SECTION

• https://intranet.ochca.com/director-office/gac/comm/

D O W N LO A D S • • • •

F LY E R S LETTERHEADS POWERPOINT P R E S E N TAT I O N S R E P O RT C O V E R S

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HCA INTRANET COMMUNICATIONS SECTION

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LO G O S

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HCA INTRANET COMMUNICATIONS SECTION S E RV I C E A R E A B RA N D I N G

All Service Area Templates includes that branding combination. No additional Program titles are to be included. Only the primary Service Areas.

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LETTERHEAD

Office of the Director includes Administrative Services, Government Affairs and Communications.

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HCA INTRANET COMMUNICATIONS SECTION

• https://intranet.ochca.com/director-office/gac/comm/flyers

D OW N LOA D S • FLYE R S

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HCA INTRANET COMMUNICATIONS SECTION

• https://intranet.ochca.com/director-office/gac/comm/flyers

D O W N LO A D S •

F LY E R S

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HCA INTRANET COMMUNICATIONS SECTION

D O W N LO A D S •

POWERPOINTS

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HCA INTRANET COMMUNICATIONS SECTION

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R E P O RT C O V E R S

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HCA INTRANET COMMUNICATIONS SECTION

D O W N LO A D S •

R E P O RT C O V E R S

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HCA INTRANET COMMUNICATIONS SECTION

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R E P O RT C O V E R S

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HCA INTRANET COMMUNICATIONS SECTION

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R E P O RT C O V E R S

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HCA COMMUNICATIONS Up Next: - Virtual Backgrounds - Email Signature Instructions - Business Cards - Formal Branding Guidelines

Questions or Input, please email: HCAdesigns@ochca.com O C H E A LT H C A R E A G E N C Y | 4 6

Give a gift, get a gift!

Give blood 12/8-18 & get a $15 Amazon Gift Card by email!

Red Cross Blood Drive Tuesday, December 9, 2025 - 9 a.m. to 3 p.m.

601 N. Ross Street, Santa Ana, CA 92705 CAS Multi-Purpose Room, Room 103

Please obtain approval from your supervisor prior to registering.

Donating blood must be done during break times or posting leave balances; mileage is not reimbursable or email ehs@ochca.com

Sign up online at RedCrossBlood.org and enter Sponsor Code: OC1

Nominations extended!

Visit the LMC Intranet site: https://intranet.ochca.com/admin/lmc/team/tea-application/

Nominations due December 15, 2025 QR code requires intranet access

My Work Matters!

The HCA would like to hear from you for “My Work Matters.” Click on this link and fill out the questions.

The HCA will give one of the stylish “My Work Matters” mugs to respondents, while supplies last.

Sarah Moore

Senior Deputy Public Guardian Specialized Medical Services

“I want to make a difference and improve the lives of Orange County residents. I’m part of a team that safeguards people who are at risk. My Work Matters because protecting our residents who are at risk is important and it matters. I feel honored to be a part of this Agency.”

Social Media Highlights!

https://intranet.ochca.com/

HCA Movember Men!

Winners!

See you next month!

Wednesday, January 14th, 2026 at noon!

Legislative Updates James Kim