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  Consent-Health & Human Services   # 18.       
Board of Supervisors Adult & Aging  
Meeting Date: 02/09/2021  
Brief Title:    Second Amendment to Agreement No.18-55 with CommuniCare Health Centers
From: Karen Larsen, Director, Health and Human Services Agency
Staff Contact: Ian Evans, Adult and Aging Branch Director, Health and Human Services Agency, x8297
Supervisorial District Impact:
Subject
Approve second amendment to Agreement No.18-55 with CommuniCare Health Centers to increase funding for fiscal year (FY) 2020-21 in the amount of $39,000 for a new contract maximum of $285,201.15; add option year extensions for (FY) 2021-22 and (FY) 2022-23 in the amount of $155,990.30 per FY for a lifetime maximum payment obligation not to exceed $597,181.75; and delegate authority to the Health and Human Services Agency Director to exercise the option year extensions and issue related option year notices. (No general fund impact) (Larsen)
Recommended Action
  1. Approve second amendment to Agreement No.18-55 with CommuniCare Health Centers to increase funding for fiscal year (FY) 2020-21 in the amount of $39,000 for a new contract maximum of $285,201.15;
     
  2. Add option year extensions for (FY)2021-22  and (FY)2022-23 in the amount of $155,990.30 per FY for a lifetime maximum payment obligation not to exceed $597,181.75; and
     
  3. Delegate authority to the Director of the Yolo County Health and Human Services Agency or her/his designee to: 1) exercise optional year extensions up to $155,990.30 per fiscal year for fiscal years 2021-22 and 2022-23 and 2) issue related option year notices. Please see Section III. of Att. A. Second Amendment.
Strategic Plan Goal(s)
Thriving Residents
Safe Communities
Reason for Recommended Action/Background
In October 2017, the Yolo County Health and Human Services Agency (HHSA) submitted an application to the California Department of Social Services (CDSS) for Housing and Disability Advocacy Program (HDAP) funding. HHSA’s project aims to improve the overall well-being of individuals and families in Yolo County (County) with disabilities who are experiencing homelessness, by providing services that focus on four key areas, including (1) financial self-sufficiency (through access to disability income and/or workforce development), (2) housing stability, (3) physical health, and (4) behavioral health.
 
The project is structured as an enhancement to the General Assistance program in the County, with a contracted HDAP provider working closely with General Assistance staff to identify individuals in the target population who require assistance with securing disability income. On March 20, 2018, the County entered into Agreement No.18-55 with CommuniCare Health Centers, Inc. to provide HDAP services. At that time, Communicare was to employ one (1) Disability Benefits Advocate (1 full-time employee) to assist clients in the target population with preparing and submitting benefits claims to any appropriate disability benefits program, including but not limited to:
  • Supplemental Security Income/ State Supplementary Program for the Aged, Blind, and Disabled (SSI/SSP);
  • Federal Social Security Disability Insurance (SSDA);
  • Cash Assistance Program for Immigrants (CAPI); and/or
  • Veterans Disability Compensation.
The Disability Benefits Advocate worked with project partners to conduct screenings, assess each person’s appropriateness for disability benefits, assist with preparing and filing disability applications, assist with gathering required documentation, and ensure the timely submission of benefits claims.
 
Approval of this amendment will enhance services by adding one (1) additional Full Time Employee (FTE) one (1) Disability Benefits Advocate to provide the services delineated above to CalWORKs and General Assistance clients. This amendment also adds option years for Fiscal Years 2021-22 and 2022-23 and requests authority for the HHSA Director to exercise those optional extensions.

Performance measures were included in Agreement No. 18-55 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 November 9, 2017, Yolo County Health and Human Services Agency (HHSA) issued a Request for Proposals (RFP) from qualified community-based organizations to provide Benefits Linkage Program services. 

HHSA received two proposal(s) from this solicitation. The proposal submitted by CommuniCare Health Centers, Inc. was evaluated and determined to meet all the required qualifications necessary to successfully provide these services.  The Competitive Bid Process below provides a summary of the RFP evaluation criteria.  
Request for Proposals (RFP) Service Requested:
Benefits Linkage Program

Evaluation Criteria Included in RFP
  • Company overview (20 points)
  • Experience and past performance (30 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
CommuniCare Health Centers $127,626 annually
Yolo County Children’s Alliance $139,231.20 annually
 
Fiscal Impact
Fiscal impact (see budgetary detail below)
Fiscal Impact (Expenditure)
Total cost of recommended action:    $   39,000
Amount budgeted for expenditure:    $   39,000
Additional expenditure authority needed:    $  
On-going commitment (annual cost):    $   155,990
Source of Funds for this Expenditure
$39,000
Explanation (Expenditure and/or Revenue)
Further explanation as needed:
No general funds are required by this action.  These services will be funded by CalWORKs.  The action increases the contract maximum by $39,000 for a total of $285,201.15 for the period of February 1, 2018 through June 30, 2021. The amount of $39,000 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 2017-18 February 1, 2018
through
June 30, 2018		 FY 2018-19
July 1, 2018
through
June 30, 2019		 FY 2019-20
July 1, 2019
through
June 30, 2020		 FY 2020-21
 July 1, 2020
through
June 30, 2021		  
Total
HDAP $29,006 $69,600 $69,600 $77,995.15 $246,201.15
CalWORKs/GA $0 $0 $0 $39,000 $39,000
Total $29,006 $69,600 $69,600 $116,995.15 $285,201.15
 

The agreement also includes two one-year extension options for fiscal year 2021-22 and 2022-23 in an amount less than or equal to $155,900.30.

Option Year/
Fiscal Year (OY/FY)		 Revised Agreement Expiration Date
Per OY/FY		 Maximum Increased
 Funding Amount
Per OY/FY		   Revised Agreement 
Lifetime Maximum
Per OY/FY
 
First/
(FY 2021-22)		 On or before
June 30, 2022		 Less than or equal to $155,990.30 Less than or equal
to $441,191.45
Second/
(FY 2022-23)		 On or before
June 30, 2023		 Less than or equal to $155,990.30 Less than or equal
to $597,181.75

In no event shall the term of the Agreement extend beyond June 30, 2023 nor shall the total contract maximum exceed the amount of FIVE HUNDRED NINETY-SEVEN THOUSAND ONE HUNDRED EIGHTY-ONE DOLLARS AND SEVENTY-FIVE CENTS ($597,181.75), 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. Second Amendment
Form Review
Inbox Reviewed By Date
Financial Services mqader 01/20/2021 11:09 AM
County Counsel Hope Welton 01/20/2021 11:31 AM
Form Started By: Kimberly Mayfield Started On: 12/31/2020 02:38 PM
Final Approval Date: 01/25/2021

    

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