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  Consent-Health & Human Services   #   19.    
Board of Supervisors Adult & Aging  
Meeting Date: 01/12/2021  
Brief Title:    Third Amendment to Agreement No. 18-61 with Empower Yolo, Inc.
From: Karen Larsen, Director, Health and Human Services Agency
Staff Contact: Ian Evans, Adult and Aging Branch Director, Health and Human Services Agency, x8297

Subject
Approve third amendment to Agreement No. 18-61 with Empower Yolo, Inc. to extend the term of the Agreement through August 15, 2021 and add funding in the amount of $258,706 for a new contract maximum of $1,525,771, for the period of April 1, 2018 through August 15, 2021, for the provision of housing assistance services for clients linked with the Proposition 47, Steps to Success program. (No general fund impact) (Larsen)
Recommended Action
Approve third amendment to Agreement No. 18-61 with Empower Yolo, Inc. to extend the term of the Agreement through August 15, 2021 and add funding in the amount of $258,706 for a new contract maximum of $1,525,771, for the period of April 1, 2018 through August 15, 2021, for the provision of housing assistance services for clients linked with the Proposition 47, Steps to Success program.
Strategic Plan Goal(s)
Thriving Residents
Safe Communities
Reason for Recommended Action/Background
In November 2016, the California Board of State and Community Corrections (BSCC) released a Request for Proposals (RFP) soliciting applications for funding from the proposition 47 Grant Program. The Proposition 47 funding is available to public agencies (in partnership with the communities they serve) through a competitive application process. The aim of the funding is to offer criminal justice diversion opportunities coupled with mental health and substance use treatment for people involved with the criminal justice system.
 
On January 10, 2017 HHSA staff provided a presentation to the Board of Supervisors to share information regarding the draft proposal and to seek input from the Board. Additionally, staff facilitated a community engagement process over a period of several months to seek input from local residents and partner organizations on how to best utilize the available funds. On January 24, 2017, the Board of Supervisors adopted a resolution authorizing HHSA to submit a grant proposal for Proposition 47 grant funds and receive and administer the funds to expand the existing diversion programs in Yolo County and provide intensive case management and treatment, civil legal assistance and permanent housing assistance.
 
On June 8, 2017, the BSCC awarded HHSA $5,968,215 in funding for the proposed project – Steps to Success.  Steps to Success is a significant expansion to Yolo County’s existing continuum of criminal justice diversion programs. Specifically, the project applies the principles of restorative justice and trauma-informed care to provide wraparound services to individuals that are eligible for a diversion program, but are unlikely to succeed without intensive supports due to their history and current issues with mental health and/or substance use disorders. All components of the project – Civil Legal Services, Outreach and Assessment, and Intensive Case Management & Treatment and Housing Assistance - provide services for individuals linked with the Steps to Success Program within the Yolo County Health and Human Services Agency. The project proposes to reduce recidivism and advance the recovery of people in this target population.
 
In September 2019, the BSCC offered grantees a no-cost one-year extension. The intent of this no-cost extension is to provide grantees an additional 12-months to deliver services and collect data. Yolo County HHSA took advantage of the extension in order to continue program operation for an additional year. During this time HHSA staff has monitored actual expended funds and determined underspent funds would best be spent in Housing Assistance.   
 
This third amendment extends the term through August 15, 2021 and increases the total maximum payment obligation by $258,706 for a new maximum payment obligation of $1,525,771. This third amendment also revises and clarifies fiscal year (FY) totals by: a) rolling unspent funds in the amount of $19,302.59 from FY 2019-20 to FY 2020-21; b) adding new funding in the amount of $211,648.23 to FY2020-21, for  a revised FY2020-21 total of $376,462.20; and adding new funding in the amount of $47,057.77 for FY 2021-22.
 
Approval of this third amendment will allow Empower Yolo, Inc. to continue providing housing assistance services for individuals referred by the Steps to Success staff. The purpose of providing housing assistance services to the individuals linked with the Steps to Success Program is to reduce recidivism and increase program completion by increasing permanent housing placements and decreasing homelessness.

Performance measures were included in Agreement No. 18-61 and are not being changed by this amendment.  
Collaborations (including Board advisory groups and external partner agencies)
County Counsel has approved this Agreement as to form.
Competitive Bid Process
On September 5, 2017, Yolo County Health and Human Services Agency (HHSA) issued a Request for Proposals (RFP) from qualified community-based organizations to provide Intensive Case Management & Treatment and Housing Assistance. The RFP was open for six weeks, and staff offered potential bidders an opportunity to ask questions during a Mandatory Bidders’ Conference on September 11, 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 one proposal from this solicitation, from the Sacramento County Office of Education (“SCOE”).  A Proposal Review Committee was formed that included two HHSA employees and three members from outside entities. The Proposal Review Committee evaluated the proposal submitted by SCOE and determined that it met all the required qualifications necessary to successfully provide these services.  However, after further examination, it was determined that SCOE did not meet the State’s mandatory criteria as a community-based organization and therefore was disqualified from receiving this funding.
 
A committee was formed to determine the best course of action for the project and to identify potential providers. The committee consisted of representatives from the County. Administrator’s Office, Health and Human Services Agency, District Attorney’s Office, Public Defender’s Office, and Probation. The committee met on February 16, 2018 and again on February 27, 2018.  Although Empower Yolo did not submit a proposal in response to the RFP, SCOE had identified them in SCOE’s proposal as the subcontractor that would perform this portion of the work.  The committee also identified Empower Yolo as the contractor qualified to successfully provide these services for this portion of the RFP.  HHSA and Empower Yolo subsequently negotiated the final terms and conditions relating to these services, and this agreement is a reflection of the completion of that process.  An RFP was conducted, but because there were no proposers other than SCOE which was disqualified, HHSA prepared a sole source letter, which the Procurement Department processed and approved.
 
Additional information regarding the competitive bid process is provided below, including a summary of the RFP evaluation criteria.
 
Request for Proposals (RFP) Service Requested:
Housing Assistance

Evaluation Criteria Included in RFP
  • Company overview (20 points)
  • Experience and past performance (30 points)
  • Preferred Qualifications (6 bonus points)
  • Responsiveness/Responsibility (10 points)
  • Approach to Project (50 points)
  • Pricing Requirements (30 points)
  • Quality Assurance and Oversight (20 points)
  • Outputs and Outcome Measures (40 points)
  • Financial Information (pass/fail)
  • Quality and Completeness of Proposal (pass/fail)
Bids Received
Bidder Bid
Sacramento County Office of Education $1,079,100 (for three years, for Housing Assistance services)


 

Fiscal Information
Fiscal impact (see budgetary detail below)
Fiscal Impact of this Expenditure
Total cost of recommended action $230,951
Amount budgeted for expenditure $230,951
Additional expenditure authority needed $0
On-going commitment (annual cost) $47,058
Source of Funds for this Expenditure
Prop 47 $230,951
Further explanation as needed
No general funds are required by this action.  These services will be funded by Proposition 47.  The action increases the total maximum payment obligation by $258,706 for a new maximum payment obligation of $1,525,771 through August 15, 2021. This action also revises and clarifies fiscal year (FY) totals by: a) rolling unspent funds in the amount of $19,302.59 from FY 2019-20 to FY 2020-21; b) adding new funding in the amount of $211,648.23 to FY2020-21, for  a revised FY2020-21 total of $76,462.20; and adding new funding in the amount of $47,057.77 for FY 2021-22. The total increase to the current fiscal year contract budget is $230,950.82 ($19,302.59 +$ 211,648.23.)
 
The amount of $230,950.82 is included in the HHSA adopted budget for FY2020-21. 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.
FY 17-18
April 1, 2018 through
June 30, 2018
FY 18-19
July 1, 2018 through
June 30, 2019
FY 19-20
July 1, 2019 through
June 30, 2020
FY 20-21
July 1, 2020 through
June 30, 2021
FY 21-22
July 1, 2021 through
August 15, 2021
Total
$90,000 $231,553.62 $780,697.41 $376,462.20 $47,057.77* $1,525,771
Attachments
Att. A. Third Amendment

Form Review
Inbox Reviewed By Date
Karen Larsen Karen Larsen 01/04/2021 10:40 AM
Financial Services mqader 01/04/2021 10:54 AM
County Counsel Hope Welton 01/05/2021 09:20 AM
Form Started By: Kimberly Mayfield Started On: 12/04/2020 01:56 PM
Final Approval Date: 01/05/2021
Level double AA conformance,
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