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Consent-Health & Human Services # 19.
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| Board of Supervisors Meeting/Budget Workshop Part 2 |
Adult & Aging |
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| Subject |
Delegate authority to the Procurement Manager to execute an agreement with Wellspace Health in the amount of $2,202,000, for the period of March 29, 2024 through June 30, 2026, for the provision of high tech call center services. (No general fund impact) (Sullivan)
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| Recommended Action |
- Delegate authority to the Procurement Manager to execute an agreement with Wellspace Health in the amount of $2,202,000, for the period of March 29, 2024 through June 30, 2026, for the provision of high tech call center services; and
- Delegate authority to the Director of the Yolo County Health and Human Services Agency or her/his designee to: 1) exercise optional year extensions up to $976,000 per fiscal year for fiscal years 2026-27 and 2027-28 and 2) issue related option year notices.
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| Strategic Plan Goal(s) |
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Thriving Residents |
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Safe Communities |
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County Mandated Service |
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| Reason for Recommended Action/Background |
The 24/7 High-Tech Call Center will provide phone support, information, behavioral health screening, crisis services, and service linkage for calls made to the County’s toll-free 24/7 telephone number known currently as the 24/7 Access and Crisis Line (“Access Line”). This phone line is a state requirement and must conform with the applicable State Contract, providing services to the community 24-hours per day, 7-days per week, 365 days per year.
Essential to effective, modern, and comprehensive crisis care, the clinically staffed Call Center will provide Yolo County residents with crisis intervention capabilities (telephonic, text, and chat.) As per SAMHSA’s National Guidelines for Behavioral Health Crisis Care, the Call Center is designed to meet National Suicide Prevention Lifeline standards for risk assessment and engagement of individuals at imminent risk of suicide.
The Center will offer quality coordination of crisis care in real-time, with access to a live person every moment of every day and be equipped to take all calls with expertise in delivering telephonic intervention services, triaging the call to assess for additional needs, and coordinating connections to additional support based on the assessment of the team and the preference of the caller.
Once callers have been screened for any behavioral health crisis need, Call Center staff will offer mental health and substance use disorder screenings and linkage to appropriate County and/or community behavioral health providers or services. These screenings include statewide Youth and Adult Mental Health Screening tools and/or the Yolo County Assessment for Substance Use Screening tool.
Performance Measures included in this Agreement are as follows:
The Performance Measures will be included in the underlying Agreement.
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| Collaborations (including Board advisory groups and external partner agencies) |
County Counsel will approve the final draft of the agreement prior to execution.
General Services Department, Procurement Division
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| Competitive Bid Process/Vendor Performance |
On September 14, 2023, the County via the General Services Department, Procurement Division (GSD) issued a Request for Proposal (RFP) on behalf of the Health and Human Services Agency (HHSA) for 24/7 High Tech Call Center. The solicitation was open for 42 days, (6 weeks). On September 26, 2023, GSD and HHSA offered potential bidders an opportunity to ask questions during a bidder’s conference.
The County received 2 proposals from this solicitation. GSD reviewed the proposals for minimum requirements and forward to the Review Committee, comprised of 4 HHSA staff and 1 community stakeholder.
The Review Committee evaluated the proposal and determined that the proposal submitted by Wellspace Health met all the required qualifications necessary to successfully provide these services. On January 3, 2024, the County issued an Intent to Award letter.
Additional information regarding the Competitive Bid Process is provided below, including a summary of the solicitation evaluation criteria.
Evaluation Criteria Included in RFP
- Company overview (10 points)
- Experience and past performance (20 points)
- Responsiveness/Responsibility (10 points)
- Approach to Project (40 points)
- Pricing Requirements (15 points)
- Quality Assurance and Oversight (11 points)
- Outputs and Outcome Measures (10 points)
- Financial Information (pass/fail)
- Quality and Completeness of Submitted Proposal (pass/fail)
Bids Received
| Bidder |
Bid |
| Wellspace Health |
$2,404,000 |
| BHC Heritage Oaks Hospital |
$2,404,000 |
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| Fiscal Impact |
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| Source of Funds for this Expenditure |
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Explanation (Expenditure and/or Revenue) |
| Further explanation as needed: |
No general funds are required by this action. These services will be funded by Mental Health Services Act (MHSA) and Federal Financial Participation (FFP) under Medi-Cal. The total amount of this action is $2,202,000 for the period of March 29, 2024 through June 30, 2026. The amount of $250,000 (MHSA funding) is included in the HHSA adopted budget for fiscal year 2023-24. The related funding will be included in the requested budget process for future fiscal years.
The following is the breakdown of funding for this agreement.
Fiscal Year 2023-24
March 29, 2024
through
June 30, 2024 |
Fiscal Year 2024-25
July 1, 2024
through
June 30, 2025 |
Fiscal Year 2025-26
July 1, 2025
through
June 30, 2026 |
Total |
| $250,000 |
$976,000 |
$976,000 |
$2,202,000 |
This Agreement also includes two (2) one-year optional extensions for 2026-27 and 2027-28 in an amount less than or equal to $976,000 per fiscal year.
Option Year/
Fiscal Year
(OY/FY) |
Revised Agreement Expiration Date Per OY/FY |
Maximum Increased Funding Amount
Per OY/FY |
Revised Agreement Lifetime Maximum
Per OY/FY |
| OY/FY 2026-27 |
On or before
June 30, 2027 |
Less than or equal to $976,000 |
Less than or equal to $3,178,000 |
| OY/FY 2027-25 |
On or before
June 30, 2028 |
Less than or equal to $976,000 |
Less than or equal to $4,154,000 |
In no event shall the term of the Agreement extend beyond June 30, 2028, nor shall the total contract maximum exceed the amount of FOUR MILLION ONE HUNDRED FIFTY-FOUR THOUSAND DOLLARS ($4,154,000), unless otherwise agreed to in writing by the Parties and in conformity with the then-current Yolo County Procurement Policy approved by the Yolo County Board of Supervisors.
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