Approve tenth amendment to Agreement No. 19-16 with OLE Health dba CommuniCare OLE to extend the term of the agreement through February 29, 2024 and add funding in the amount of $11,801 for a new contract maximum of $397,447 for the period of July 1, 2018 through February 29, 2024, for the provision of secure supervised toxicology specimen collection for County referred Child Welfare Services clients. (No general fund impact) (Sullivan)

The tenth amendment will enable the Health and Human Services Agency (HHSA) to continue securing supervised toxicology specimen collections for County referred Child Welfare Services clients who are being asked to drug test prior to a case being referred to the Juvenile Court and for parents under investigation by Child Welfare Services where substance abuse related allegations of abuse/neglect have been made.

HHSA previously posted a request for proposal for supervised toxicology specimen collections; however, there were no proposals submitted. CommuniCare OLE has agreed to continue to provide services and extend the current agreement while HHSA completes the procurement process. HHSA believes it is the best interest of the County to extend this contract from the previous contract period based on satisfactory service. CommuniCare OLE continues to accept referrals and provides appropriate services for CWS clients. Extending this agreement will avoid the interruption of County business.

Performance Measures included in this Agreement are as follows:
Performance Measures are not associated with this Agreement.

County Counsel approved the amendment as to form.
General Services Department, Procurement Division

In compliance with the County’s Procurement Policy, the competitive selection process originally used for this agreement was “Informal Quotes.” Four potential vendors were contacted by Child Welfare Services staff regarding quotes for the provision of these services. Two potential vendors did not respond to HHSA’s overtures. Two potential vendors responded, CommuniCare Health Centers and Cache Creek Lodge. Of these, CommuniCare Health Centers quote was significantly less than Cache Creek’s quote. However, while Cache Creek Lodge provided a quote, they indicated they were not interested in providing these services due to capacity and commitments made to the Yolo County Probation Department. 

In fiscal year 2020-21 the contract rates increased due to increased cost of services for collections performed during the COVID-19 pandemic. Due to these increased costs the total amount of the contract and value of the services exceed the permissible amounts for procurement via Informal Quotes as provided by the Yolo County Procurement Policy. Thus, on or about June 2, 2020 the Yolo County Procurement Manager approved a single source procurement for these services.

On or about May 2, 2023, the County, via the General Services Department, Procurement Division (GSD-Procurement), issued a Request for Proposal (RFP) on behalf of the Health and Human Services Agency (HHSA) for toxicology/specimen collection services. The RFP closed on May 24, 2023. 

The County received zero (0) proposals from the May 2023 solicitation. Therefore, the Procurement Manager authorized a contract extension through January 31, 2024.

The Department confirms CommuniCare OLE has performed satisfactorily on the current agreement. Thus, pursuant to the authority provided to the Yolo County Procurement Manager as the Yolo County Purchasing Agent under the current Yolo County Procurement Policy, the Procurement Manager has determined that it is in the best interest of the County to extend this Agreement to February 29, 2024, based on satisfactory service and to avoid the interruption of County business. A formal solicitation for these services was processed in May 2023; however, HHSA did not receive any proposals. This tenth amendment will allow continuation of services while a subsequent solicitation is processed for a new contract.

No general funds are required by this action. These services will be funded by CWS Realignment. The action increases the contract maximum by $11,801 for a total of $397,447 for the period of July 1, 2018 through February 29, 2024. The amount of $11,801 is included in the HHSA adopted budget for 2023-24.

The following is the breakdown of the funding for this Agreement: