Agenda

Back to Calendar Return

Consent-Health & Human Services # 33.

Board of Supervisors

Child, Youth & Family

Meeting Date:	09/10/2019
Brief Title: First Amendment to Agreement No. 18-270 with Yolo County Children's Alliance BSPF FY1820
From:	Karen Larsen, Director, Health and Human Services Agency
Staff Contact:	Jennie Pettet, Child, Youth and Family Branch Director, Health and Human Services Agency, x2929
Supervisorial District Impact:

Subject

Approve first amendment to Agreement No. 18-270 with Yolo County Children’s Alliance for Building and Strengthening Protective Factors to add funding in the amount of $91,025 for 2019-20, for a new contract maximum of $397,075; and revise and clarify contract language as needed. (No general fund impact) (Larsen)

Recommended Action

Approve first amendment to Agreement No. 18-270 with Yolo County Children’s Alliance for Building and Strengthening Protective Factors to add funding in the amount of $91,025 for fiscal year 2019-20, for a new contract maximum of $397,075; and revise and clarify contract language as needed.

Strategic Plan Goal(s)

Operational Excellence
Thriving Residents
Safe Communities

Reason for Recommended Action/Background

The purpose of this agreement is to provide services to parents, legal guardians and caretaker’s referred by Child Welfare Services (CWS) in order to build and strengthen protective factors; thus ensuring child safety, permanency, and well-being. These services shall improve the protective capacities and skills of parents, legal guardians and caretaker’s so that they can recognize safety concerns that created danger in the home, identify behavioral changes needed to increase safety and wellbeing, and demonstrate an increased awareness of protective factors in order to establish a safe, nurturing, and supportive environment for children by providing safety management.

There is an increased need for these services due to the increase in Family Maintenance cases in Yolo County. Family Maintenance cases are cases open to CWS and the Juvenile Court with children remaining in their home rather than in out of home care. The building and strengthening protective factors services have been found to be of value to newly reunified families to assist in safety planning, understanding safety threats and utilizing resources and connection to prevent re-entry into Foster Care.

Performance measures were included in Agreement No. 18-270 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 April 23, 2018, Yolo County Health and Human Services Agency (HHSA) issued a Request for Proposals (RFP) from qualified community based organizations to provide Building and Strengthening Protective Factors. The RFP was open for 44 days (just over 6 weeks), and staff offered potential bidders an opportunity to ask questions during a Mandatory Bidders’ Conference on May 3, 2018. 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 four (4) proposals from this solicitation. A Proposal Review Committee was formed that included three (3) HHSA employees from two (2) different HHSA branches, and one (1) member from an outside entity. The proposal submitted by Yolo County Children’s Alliance 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:
Building and Strengthening Protective Factors.

Evaluation Criteria Included in the RFP

Qualifications & Experience (70 points)
Description of Vendor Operations (10 points)
Proposer’s Approach to Project (50 points)
Demonstrated Competence/Past Performance (30 points)
Responsiveness and Responsibility (20 points)
Quality and Completeness of Submitted Proposal (30 points)
Financial Stability (15 points)

Bids Received

Bidder	Bid	Funding Recommendation
CommuniCare Health Centers, Inc.	$187,261	$150,00
Yolo County Children’s Alliance	$243,973	$139,114
Bobbie Stewart Consulting	$8,250	$8,250
Lilliput Children’s Services	$347,759	$0

Fiscal Impact

Fiscal Impact (Expenditure)
Fiscal impact (see budgetary detail below)
Total cost of recommended action:		$ 91,025
Amount budgeted for expenditure:		$ 91,025
Additional expenditure authority needed:		$
On-going commitment (annual cost):	$ 257,961

Source of Funds for this Expenditure

$91,025

Explanation (Expenditure and/or Revenue)

Further explanation as needed:

The action increases the contract maximum by $91,025 for a total of $397,075 for the period of September 1, 2018 through June 30, 2020. No general funds are required by this action. These services will be funded by Realignment. The amount of $91,025 is included in the HHSA recommended budget for FY19-20. 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.

Building and Strengthening Protective Factors	Fiscal Year 2018-19 September 1, 2018 through June 30, 2019	Fiscal Year 2019-20 July 1, 2019 through June 30, 2020	Total
In Home Safety Monitoring	$99,146	$210,000	$309,146
Family Life Skills Program	$39,968	$47,961	$87,929
Total	$139,114	$257,961	$397,075

The agreement also includes three (3) one-year extension options for July 1, 2020 through June 30, 2021, July 1, 2021 through June 30, 2022 and July 1, 2022 through June 30, 2023 in an amount less than or equal to $257,961 per year, as follows;

Option Year/ Fiscal Year	Revised Agreement Term Per Option Year/Fiscal Year	Increased Funding Amount Per Option Year/Fiscal Year	Revised Agreement Lifetime Maximum
Second/ (FY 2020-21)	On or before June 30, 2021	Less than or equal to $257,961	Less than or equal to $655,036
Third/ (FY 2021-22)	On or before June 30, 2022	Less than or equal to $257,961	Less than or equal to $912,997
Fourth/ (FY 2022-23)	On or before June 30, 2023	Less than or equal to $257,961	Less than or equal to $1,170,958

In no event shall the term of the Agreement extend beyond June 30, 2023 nor shall the total contract maximum exceed the amount of than ONE MILLION ONE HUNDRED SEVENTY THOUSAND NINE HUNDRED FIFTY-EIGHT DOLLARS ($1,170,958), 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.

Attachments
Att. A. First Amendment

Form Review

Inbox	Reviewed By	Date
Financial Services	Tom Haynes	09/05/2019 12:49 PM
County Counsel	Hope Welton	09/05/2019 12:51 PM
Form Started By: Kimberly Mayfield		Started On: 07/26/2019 03:11 PM
Final Approval Date: 09/05/2019