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  Consent-Health & Human Services   #   22.    
Board of Supervisors Child, Youth & Family  
Meeting Date: 01/12/2021  
Brief Title:    First Amendment to Agreement No. 20-216 with Rural Innovations in Social Economics, Inc. for MHSA Rural School-Based Access & Linkage Program
From: Karen Larsen, Director, Health and Human Services Agency
Staff Contact: Karleen Jakowski, Child, Youth & Family Branch Director, Health and Human Services Agency, x2978

Subject
Approve first amendment to Agreement No. 20-216 with Rural Innovations in Social Economics, Inc. to extend the term of the Agreement through March 31, 2021 and add funding in the amount of $76,350 for a new contract maximum of $229,050 for the term of July 1, 2020 through March 31, 2021. (No general fund impact) (Larsen)
Recommended Action
  1. Approve the first amendment to Agreement No. 20-216 with Rural Innovations in Social Economics, Inc. (RISE) to extend the term of the Agreement through March 31, 2021; and add funding in the amount of $76,350 for a new contract maximum of $229,050 for the term of July 1, 2020 through March 31, 2021; and
     
  2. Delegate authority to the Director of the Yolo County Health and Human Services Agency or her/his designee to: 1) exercise an optional extension up to $76,350 for one additional three-month period in fiscal year 2020-21(April 1 to June 30); and 2) issue a related option year notice. Please see Section III(B)(2) of Attachment A. First Amendment.    
Strategic Plan Goal(s)
Thriving Residents
Reason for Recommended Action/Background
On April 4, 2017, the Yolo County Board of Supervisors approved the Yolo County’s Mental Health Services Act (MHSA) Three-Year Program and Expenditure Plan for FY 2017-2020 (Yolo MHSA 3-Yr. Plan 2017-20.)  The Yolo MHSA 3-Yr. Plan 2017-20, most specifically the Prevention and Early Intervention (PEI) component of MHSA, identified and provided for a Rural School-Based Mental Access & Linkage Program and a Rural School-Based Mentorship & Strengths-Building Program. HHSA is requesting an approval of this agreement for an extension of services to March 31, 2021 until the new K-12 Partnerships services agreements can be procured and executed, in collaboration with local school districts and following a competitive RFP process. The extension of services will allow RISE to continue these vital services to clients and prevent a gap in services while allowing for a smooth transition of services.
 
The Rural School-Based Mentorship & Strengths-Building Program serves three functions: 1) to provide school- and/or community-based education programs about children's mental health and mental health issues relevant to children, youth and child-serving agencies; 2) to provide school- and/or community-based prevention groups for school-age children; and 3) to provide after-school mentorship to children and youth.
 
The Rural School-Based Mental Health Services Access and Linkage Program places a clinical referral and access specialist staff-person at schools to provide timely mental health triage and referral for children and youth aged 6 – 18.  This program shifts the focus for MHSA funded clinical staff from providing brief treatment in the schools, to linking the child and family to the appropriate level of community outpatient mental health services.
 
Approval of this amendment will allow these vital services to continue through March 31, 2021 and allow HHSA to continue its development and implementation of the K-12 School Partnerships programs in collaboration with local school districts, as outlined in Yolo County’s MHSA Three-Year Program and Expenditure Plan for FY2020-23.

Performance Measures included in this Agreement are as follows:
Performance measures were included in Agreement No. 20-216 and are not being changed by this amendment. This amendment only clarifies the dates that Performance Measures will be due to the County.
Collaborations (including Board advisory groups and external partner agencies)
County Counsel has approved this Agreement as to form.
Competitive Bid Process
On April 24, 2017, Yolo County Health and Human Services Agency (HHSA) issued a Request for Proposals (RFP) from qualified community-based organizations to provide Rural School-Based Mental Health Services Access & Linkage Program and Rural Mentorship & Strengths Building Program services.  The RFP was open for twenty-two (22) days (just over 3 weeks). Bidders were required to submit their proposal electronically through BidSync. HHSA received one proposal from this solicitation.
 
On June 28, 2017, HHSA re-issued an RFP desiring to attract qualified community-based organizations to provide Rural School-Based Mental Health Services Access & Linkage Program and Rural Mentorship & Strengths Building Program Services. This second RFP included a revised scope of work and the opportunity to submit proposals via the electronic BidSync system or hand delivering a proposal directly to HHSA. A mandatory bidder’s conference held on July 6, 2017 which offered potential bidders an opportunity to ask questions. This RFP was open for thirty-six (36) days (just over 5 weeks).
 
This opportunity was noticed via Bidsync, via an email that was sent out to approximately sixty (60) potential bidders who had previously viewed the original RFP issued on April 24, 2017 and was also shared with the behavioral health providers that currently contract with HHSA during several monthly meetings of the Provider Stakeholder Work Group. The opportunity was also posted publicly on the HHSA website and shared with a variety of partner email distribution lists, including the Health Council, Homeless and Poverty Action Coalition, Local Mental Health Board, and Substance Use Disorder Provider Network. 
HHSA received one proposal from this second solicitation. The proposal in the second solicitation was submitted by RISE. A proposal review committee was formed that included three (3) HHSA employees from two (2) different HHSA branches.  The proposal submitted by RISE was evaluated and determined to meet all the required qualifications necessary to successfully provide the Rural Mentorship and Strengths Building Program portion of the RFP. 
 
For the Rural Access & Linkage Program services, Yolo Family Service Agency (YFSA) was identified by HHSA staff as the qualified contractor to successfully provide these services for this portion of the RFP although YFSA did not submit a proposal.  HHSA and YFSA subsequently negotiated the final terms and conditions relating to these services, and a separate Agreement was presented to the Board for approval.  However, HHSA was later notified that YFSA could no longer provide these services, and HHSA terminated the Agreement.  On July 24, 2018, an amendment was approved by the Board to add the Access and Linkage portion of services to the then current agreement for Rural Mentorship and Strengths Building Program portion with RISE.
 
Additional information regarding the Competitive Bid Process is provided below, including a summary of the RFP evaluation criteria.
 
Request for Proposals (RFP) Service Requested:
Rural School-Based Mental Health Services Access & Linkage Program and Rural Mentorship & Strengths Program services.
 
Evaluation Criteria Included in RFP
  • Company overview (20 points)
  • Experience and past performance (30 points)
  • Responsiveness/Responsibility (10 points)
  • Approach to Project (200 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
Rural Innovations in Social Economics, Inc. $133,355 (FY17-18)
$305,400 (FY18-19 &FY19-20)  

Fiscal Information
Fiscal impact (see budgetary detail below)
Fiscal Impact of this Expenditure
Total cost of recommended action $76,350
Amount budgeted for expenditure $76,350
Additional expenditure authority needed $0
On-going commitment (annual cost) $76,350
Source of Funds for this Expenditure
MHSA PEI Funds $76,350
Further explanation as needed
The total amount of this action is $76,350 for the period of July 1, 2020 through March 31, 2021. No general funds are required by this action.  These services will be funded by MHSA PEI funds.  Of the $76,350 $42,756 is added to the contract budget for the Mentorship & Strengths Building Program and $33,594 is added to the contract budget for the Mental Health Access & Linkage Program.  The amount of $76,350 is included in the HHSA proposed budget for FY 2020-21.
 
The following is the breakdown of funding for this agreement.
  FY 2020-21
July 1, 2020
through
March 31, 2021
Rural School-Based Mentorship & Strengths Building Program $127,500
Rural School-Based Mental Health Access & Linkage Program $101,550
Total  $229,050
 
The agreement also includes one three-month extension option for Fiscal Year 2020-21 in an amount less than or equal to $76,350.
 
Fiscal Year
Option Period/
 (FY/OP)
Revised Agreement Expiration Date
Per FY/OP
Maximum Increased
Funding Amount
Per FY/OP
Revised Agreement
Lifetime Maximum
Per FY/OP
 FY 2020-21/
April 1, 2021
through
June 30,2021
On or before
June 30, 2021
Less than or equal to $76,350 Less than or equal to $305,400
  
In no event shall the term of the agreement extend beyond June 30, 2021, nor shall the total contract maximum, including the 3-month optional extension, exceed the amount of $305,400 unless otherwise agreed to in writing by the parties and in conformity with the then-current Yolo County Procurement Policy approved by the Board of Supervisors.
Attachments
Att. A. First Amendment

Form Review
Inbox Reviewed By Date
Karen Larsen Karen Larsen 01/04/2021 10:40 AM
Financial Services mqader 01/04/2021 11:07 AM
County Counsel Hope Welton 01/05/2021 09:22 AM
Form Started By: Laura Checa Started On: 12/17/2020 05:07 PM
Final Approval Date: 01/05/2021
Level double AA conformance,
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