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Consent-Health & Human Services # 21.
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| Board of Supervisors |
Service Centers |
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| Subject |
Approve second amendment to Agreement No. 17-222 with Yolo County Children’s Alliance to reduce funding in the amount of $19,552 for 2019-20, for a new contract maximum of $713,648, due to the reduction from the Workforce Innovation and Opportunity Act funding that provides comprehensive employment and/or training services to eligible youth, ages 14 to 24, which includes the communities of Clarksburg, Davis and West Sacramento. (No general fund impact) (Larsen)
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| Recommended Action |
- Approve second amendment to Agreement No. 17-222 with Yolo County Children’s Alliance to reduce funding in the amount of $19,552 for fiscal year (FY) 2019-20, for a new contract maximum of $713,648 due to the reduction from the Workforce Innovation and Opportunity Act funding that provides comprehensive employment and/or training services to eligible youth, ages 14 to 24, which includes the communities of Clarksburg, Davis and West Sacramento; and
- 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 $244,400 per fiscal year, for a 4-year maximum payment obligation not to exceed $958,048 (Please see Section 1. of the Second Amendment amending Section III. of Agreement 17-193).
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| Strategic Plan Goal(s) |
Operational Excellence
Thriving Residents
Safe Communities |
| Reason for Recommended Action/Background |
Workforce Innovation and Opportunity Act (WIOA) is an employment and training services program for the youth in Region 2 which includes the Yolo County communities/cities of Clarksburg, Davis and West Sacramento. The purpose is to provide comprehensive employment and/or training services to eligible youth, ages 14 to 24. These comprehensive employment and/or training activities must be tied to the Workforce Innovation Board approved by local and/or regional industries. By approving this second amendment the Yolo County Health and Human Services Agency (HHSA) can align the funding in the agreement with the reduction in WIOA funding from the State.
On August 1, 2017, the County entered into Agreement No. 17-222 with Yolo County Children’s Alliance for the provision of these services for the period July 1, 2017 through June 30, 2018, in the amount of $244,400.
At that time, it was the intention of HHSA to include language allowing the HHSA Director to exercise option years and issue related option year notices for three additional fiscal years. Based on guidance at that time, HHSA included the following language in Agreement No. 17-222:
" I. TERM
The term of this Agreement shall be from July 1, 2017 through June 30, 2018 unless sooner terminated as provided in this Agreement. This Agreement may be extended upon written agreement of the Yolo County Health and Human Services Agency Director, and/or her/his designee, and an authorized representative of Contractor for three (3) additional twelve (12) month periods on the same terms and conditions as set forth in this Agreement." (Emphasis added.)
Since this Agreement was executed, HHSA received new guidance from the Yolo County Procurement Manager regarding the sufficiency of this language and a request for increased transparency regarding the future option years. Thus, HHSA is amending Agreement No. 17-222 to add language to clarify the additional option year amounts. Please see Section 3. of this Second Amendment which revises Section III. Compensation and Reimbursement of Expenses of Agreement No. 17-222, by adding paragraph B2. which states:
" B2. Option Years: The County may exercise its option to extend the term of the Agreement pursuant to Section II(A), above. Upon request of the County, Contractor shall provide a contract budget for each option year in conformance with the requirements of this Agreement. The option year contract budgets shall be sent to HHSAContracts@yolocounty.org for review and approval by the Director. In the event that the County elects to exercise an option, County shall notify the Contractor in writing. The notice shall include the revised agreement term, approved funding amount to be added to the Agreement; and revised agreement maximum compensation, subject to the maximums set forth below:
Option Year/
Fiscal Year |
Revised Agreement Expiration Per Option Year/Fiscal Year |
Increased Funding Amount Per Option Year/Fiscal Year |
Revised Agreement
Lifetime Maximum
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Third/
(FY 2020-21) |
On or before
June 30, 2021 |
Less than or equal to $224,848 |
Less than or equal to $938,496 |
In no event shall the term of the Agreement extend beyond June 30, 2021 nor shall the total contract maximum exceed the amount of NINE HUNDRED THIRTY-EIGHT THOUSAND FOUR HUNDRED NINETY-SIX DOLLARS ($938,496), 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."
Performance Measures are not included in this agreement. |
| Collaborations (including Board advisory groups and external partner agencies) |
| County Counsel has approved this Agreement as to form. |
| Competitive Bid Process |
On March 29, 2017, HHSA issued a Request for Proposals (RFP) from qualified community-based organizations to provide comprehensive youth services to registered youth ages 14-24 who reside in Yolo County. The RFP was open for approximately 4 weeks, and staff offered potential bidders an opportunity to ask questions during a Mandatory Bidders’ Conference on April 12, 2017. Bidders were offered the opportunity to submit proposals via the electronic BidSync system or by dropping off a paper proposal directly at HHSA.
HHSA received 3 proposal(s) from this solicitation. A Proposal Review Committee was formed that included 3 HHSA employees from 2 different HHSA branches. The proposal submitted by Yolo County Children’s Alliance was selected as the top choice by all members of the Review Committee, and was evaluated and determined to meet all the required qualifications necessary to successfully provide these services.
Additional information regarding the Competitive Bid Process is provided below, including a summary of the RFP evaluation criteria.
Request for Proposals (RFP) Service Requested:
Workforce Innovation and Opportunity Act (WIOA) Youth Services
Evaluation Criteria Included in RFP
- Program/Project Design (112 points)
- Administration and Staffing (10 points)
- Program/Project Budget (21 points)
- Proposal (13 points)
Bids Received
| Bidder |
Bid |
Funding Recommendation |
| Leaders Must Serve (Region 1) |
$275,600 ($69,000 in in-kind donations) |
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| Rural Innovation in Social Economics (Region 1) |
$275,600 (plus $58,928 in matching funds) |
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| Yolo County Children’s Alliance (Region 2) |
$244,400 plus $11,109 in matching funds |
$244,400 |
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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: |
The action decreases the contract maximum by $19,552 for a total of $713,648 for the period of July 1, 2017 through June 30, 2020. No general funds are required by this action. These services will be funded by Federal funds. The amount of $224,848 is included in the HHSA adopted budget for FY 2019-20. 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.
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Fiscal Year 2017-18
July 1, 2017
through
June 30, 2018 |
Fiscal Year 2018-19
July 1, 2018
through
June 30, 2019 |
Fiscal Year 2019-20
July 1, 2019
through
June 30, 2020 |
Total
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| WIOA Region 2 |
$244,400 |
$244,400 |
$224,848 |
$713,648 |
The agreement also includes one (1) one-year extension option for (July 1, 2020 through June 30, 2021) in an amount less than or equal to $224,848.
Option Year/
Fiscal Year |
Revised Agreement Expiration Per Option Year/Fiscal Year |
Increased Funding Amount Per Option Year/
Fiscal Year |
Revised Agreement
Lifetime Maximum
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Third/
(FY 20-21) |
On or before
June 30, 2021 |
Less than or equal to $224,848 |
Less than or equal to $938,496 |
In no event shall the term of the Agreement extend beyond June 30, 2021 nor shall the total contract maximum exceed the amount of NINE HUNDRED THIRTY-EIGHT THOUSAND FOUR HUNDRED NINETY-SIX DOLLARS ($938,496), 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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