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  Consent-Health & Human Services   #   18.    
Board of Supervisors Adult & Aging  
Meeting Date: 01/15/2019  
Brief Title:    Communicare Substance Use Disorder Services FY18-20 Amd 1
From: Karen Larsen, Director, Health and Human Services Agency
Staff Contact: Sandra Sigrist, Adult and Aging Branch Director, Health and Human Services Agency, x8794

Subject
Approve first amendment to Agreement No. 18-154 with CommuniCare Health Centers, Inc. for DMC-ODS substance use disorder services to revise and clarify language regarding terms and conditions of the Agreement, with no change in maximum compensation. (No general fund impact) (Larsen)
Recommended Action
  1. Approve the first amendment to Agreement No. 18-154 with CommuniCare Health Centers, Inc. for DMC-ODS substance use disorder services to revise and clarify language regarding terms and conditions of the Agreement, with no change in maximum compensation; and
     
  2. Delegate authority to the Director of the Yolo County Health and Human Services Agency or her/his designee to approve option year letters not to exceed $1,246,231 per fiscal year, for a 5-year maximum payment obligation not to exceed $6,231,155.
Strategic Plan Goal(s)
Operational Excellence
Thriving Residents
Safe Communities
Reason for Recommended Action/Background
On July 10, 2018, the Yolo County Board of Supervisors (“Board”) approved the underlying Agreement (“Agreement No. 18-154”) with Communicare Health Centers, Inc. for the provision of Intensive Outpatient, Outpatient Services, Case Management, Physician Consultation, Recovery Services, and In-Person Screening/Referral Services. These services are part of the Adult Substance Use Disorder Continuum of Care.
 
Approval of this first amendment (“First Amendment”) to Agreement No. 18-154 revises the rate table to remove language that does not apply to the provision of services. Also, the First Amendment revises and clarifies language regarding option years to align with guidance provided by the Yolo County Procurement Manager to ensure transparency regarding 1) potential future costs via option years and 2) the Yolo County Health and Human Services Agency Director’s authority to exercise those options.
Collaborations (including Board advisory groups and external partner agencies)
County Counsel has approved this First Amendment as to form.
Competitive Bid Process
On February 26, 2018, HHSA issued a Request for Proposal (“RFP”) seeking contractors to provide Substance Use Disorder (“SUD”) Adult Continuum of Care services to eligible Yolo County residents.
 
HHSA received eight proposals from this solicitation. Below is a table of all providers who submitted proposals. All proposals were evaluated and the following proposals were determined to meet all the required qualifications necessary to successfully provide these services: CommuniCare, Turning Point, Progress House, Community Recovery Resources, Yolo Wayfarer Center, BayMark, and CORE.  Heritage Oaks was the only bid received that will not be awarded a contract.
 
Request for Proposals (RFP) Service Requested:
Substance Use Disorder Adult Continuum of Care

Evaluation Criteria Included in RFP
  • General company information (20 points)
  • Experience and past performance (100 points)
  • For contractors bidding on residential treatment services (6 points)
  • Preferred qualifications (20 points)
  • Responsiveness/responsibility (20 points)
  • Pricing requirements (40 points)
  • Proposer’s approach to project (100 points)
  • Quality assurance and oversight (20 points)
  • Outputs and outcomes measures (50 points)
  • Financial information (pass/fail)
  • Quality and completeness of submitted proposal (pass/fail)
 
Bidder Scopes included in Bid  Bid
CommuniCare Health Center, Inc. Intensive Outpatient, Outpatient, Case Management, Physician Consultation, Recovery Services, In-Person Screening/Referral $1,583,952
Turning Point Community Programs Intensive Outpatient, Outpatient, Case Management, Physician Consultation $278,388
Progress House Residential 3.1, Case Management, Physician Consultation $500,000
Community Recovery Resources Residential 3.1, Residential 3.5 Case Management, Physician Consultation, Residential 3.2 WM, Intensive Outpatient, Transitional Living *
Yolo Wayfarer Center dba Fourth and Hope Residential 3.1, Residential 3.5, Transitional, Case Management, Physician Consultation $1,001,950
Heritage Oaks Intensive Outpatient, Outpatient, Case Management, Physician Consultation $785,929
BayMark Health Centers (MedMark, Fairfield; MedMark, Sacramento;
Bi-Valley Medical Clinic)
Opioid (Narcotic) Treatment Program, Case Management, Physician Consultation $1,181,581**
CORE Medical Clinic, Inc. Opioid (Narcotic) Treatment Program, Case Management, Physician Consultation $2,000,000**.
 
  *  Community Recovery Resources declined to submit a bid amount. The entire program cost $3,823,974 was included in their proposal and expected to be funded by different sources.

** BayMark and CORE requested funding for two years. All other bids shown denote an annual budget.
 
 

Fiscal Information
Fiscal impact (see budgetary detail below)
Fiscal Impact of this Expenditure
Total cost of recommended action $1,246,231
Amount budgeted for expenditure $1,246,231
Additional expenditure authority needed $0
On-going commitment (annual cost) $1,246,231
Source of Funds for this Expenditure
DHCS Funding $1,246,231
Further explanation as needed
There is no immediate fiscal impact made by the action and no general funds are required by this action.  Agreement 18-154 is funded by Department of Health Care Services (DHCS) funds received from the State. The amount of $1,246,231 was included in the HHSA adopted budget for FY 2018-19.  Additionally, Agreement 18-154 provided for the following services and funding amounts:
Scope of Services FY 18-19
July 1, 2018
through
June 30, 2019
FY 19-20
July 1, 2019
through
June 30, 2020
 
Total
Outpatient Counseling $355,300 $355,300 $ 710,600
Intensive Outpatient $511,076 $511,076 $1,022,152
Recovery Services $25,571 $25,571 $  51,142
Case Management $180,048 $180,048 $ 360,096
Physician Consultation $5,536 $5,536 $  11,072
In-Person Screening/Referral $168,700 $168,700 $ 337,400
Total $1,246,23 $1,246,23 $2,492,462

It is anticipated that the funding required for future years, including any option years, will also be covered by DHCS funding. Further, the required funding for future years, including any option years, will be included in the requested budget process for future fiscal years.  Here is a breakdown of the potential future option years.
Option Year/
Fiscal Year
Increased Funding Amount Per Option Year/ Fiscal Year Revised Agreement Maximum after  Exercising Option Year
First/
FY 2020-21
Less than or equal to $1,246,231 Less than or equal to $3,738,693
Second/
FY 2021-22
Less than or equal to $1,246,231 Less than or equal to $4,984,924
Third/
FY 2022-23
Less than or equal to $1,246,231 Less than or equal to $6,231,155








 

.
In no event shall the term of Agreement 18-154 extend beyond June 30, 2023 nor shall the maximum payment obligation under Agreement 18-154 exceed the amount of $6,231,155, unless otherwise agreed to in writing, approved by the BOS.

Attachments
Att. A. First Amendment

Form Review
Inbox Reviewed By Date
Karen Larsen Karen Larsen 12/21/2018 05:22 PM
Financial Services Tom Haynes 12/31/2018 08:43 AM
County Counsel Hope Welton 12/31/2018 08:44 AM
Form Started By: ccontreras Started On: 09/04/2018 01:05 PM
Final Approval Date: 12/31/2018
Level double AA conformance,
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