Agenda

Back to Calendar Return

Consent-Health & Human Services # 17.

Board of Supervisors

Child, Youth & Family

Meeting Date:	10/23/2018
Brief Title: CommuniCare Health Centers Primary Care Services FY18-19
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 agreement with CommuniCare Health Centers to provide Mental Health Services for Early and Periodic Screening, Diagnosis and Treatment as needed for Seriously Emotionally Disturbed full scope Medi-Cal eligible children and youth age 0-20 in the amount of $1,250,203 for the period of September 1, 2018 through June 30, 2019. (No general fund impact) (Larsen)

Recommended Action

Strategic Plan Goal(s)

Operational Excellence
Thriving Residents
Safe Communities

Reason for Recommended Action/Background

The Yolo County Health and Human Services Agency (HHSA) is required to ensure the provision of Early and Periodic Screening, Diagnosis and Treatment community-based services to Medi-Cal eligible children and adolescents in our community. These services are mandated by federal statue and court agreements signed by the state, and also align with the County’s commitment to keep children safe and healthy, at home, in school and in their communities. Most costly public services are when children are removed from their home and placed in residential care and/or hospitalized.

Approval of this agreement with CommuniCare Health Centers will further HHSA’s effort to support community-based services to children and families by increasing access to services in local communities and preventing out of home placements and higher costs of care from occurring more than necessary.

Performance Measures included in this Agreement are as follows:

Children’s Outpatient Behavioral Health Services

CommuniCare Health Centers

Robin Affrime, Chief Executive Officer

Program Purpose

Reduce symptoms and functional impairments related to primary diagnosis, increase caregiver resources and ensure at home placement.

Program Information

The program serves Yolo County residents who are Medi-Cal eligible and meet medical necessity criteria for specialty mental health services (SMHS). Clients are between the ages of 0-17, and 18-21 if involved in Child Welfare Services and is a non-minor dependent. Specialty Mental Health Services include individual or group therapies and interventions that are designed to reduce mental disability and/or facilitate improvement or maintenance of functioning consistent with the goals of learning, development, independent living and enhanced self-sufficiency. Services are directed toward achieving the client’s/family’s goals and must be consistent with the current Client Treatment Plan.

PM1: How much did we do?

1.1

FTE	Classification
	Manager/Supervisor
	Clinicians
	Office Support

1.2

# of open and authorized clients

1.3

# of intakes

1.4

# of discharges

1.5

# of discharges to a lower level of care

1.6

# of referrals received

1.7

# of children meeting ICC or IHBS criteria

1.8

# of children served who are non-English speakers

PM2: How well did we do it?

2.1

% of clients who received an intake assessment within 14 days of referral

2.2

% of clients assessed with Child and Adolescent Needs and Strengths (CANS)

2.3

% of clients with completed authorization packet within 60 days of admit

2.4

% of authorization requests completed within 30 days of renewal

2.5

% of open clients with submitted 6 months progress report

2.6

# of clients per clinician

2.7

# of days to successful discharge (quarterly average)

2.8

% of discharge dispositions submitted within 14 days of discharge date

2.9

% of ICC and IHBS eligible clients with facilitated CFT every 90 days

2.10

% of clients who successfully met treatment plan goals

2.11

% of clients who received 1^st clinical appointment within 7 days post psychiatric hospitalization

2.12

% of clients who received 1^st psychiatric follow up within 30 days post psychiatric hospitalization

2.13

# of provider changes per client

PM3: Is anyone better off?

3.1

# of clients with decrease in # of items needing action on Child Behavioral/Emotional Need section of CANS from intake to discharge
% of clients with decrease in # of items needing action on Child Behavioral/Emotional Need section of CANS from intake to discharge

3.2

# of clients with decrease in # of items needing action on Life Domain Functioning section of CANS from intake to discharge
% of clients with decrease in # of items needing action on Life Domain Functioning section of CANS from intake to discharge

3.3

# of clients with decrease in # of items needing action on Caregiver Resources and Needs section of CANS from intake to discharge
% of clients with decrease in # of items needing action on Caregiver Resources and Needs section of CANS from intake to discharge

3.4

# of clients who remained in their home (without jail or psychiatric hospital admits) or maintained foster home placement
% of clients who remained in their home (without jail or psychiatric hospital admits) or maintained foster home placement

Collaborations (including Board advisory groups and external partner agencies)

County Counsel has approved this Agreement as to form.

Competitive Bid Process

On April 2, 2018, Yolo County Health and Human Services Agency issued a Request for Proposals (RFP) from qualified community based organizations to provide Outpatient Mental Health Treatment Services. The RFP was open for 46 days (just over 6 weeks), and staff offered potential bidders an opportunity to ask questions during a Mandatory Bidders’ Conference on April 12, 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 six proposals from this solicitation. A Proposal Review Committee was formed that included three (3) HHSA employees from two (2) different HHSA branches. The proposal submitted by CommuniCare Health Centers, Inc. was selected as one of the top choices by all members of the Review Committee, and was evaluated and determined to meet all the required qualifications necessary to successfully provide these services.

Separate agreements for the other bids will be submitted to the Board of Supervisors for approval. Heritage Oaks and North America Mental Health Services were the only bids received that will not be awarded a contract.

Additional information regarding the Competitive Bid Process is provided below, including a summary of the RFP evaluation criteria.
Request for Proposals (RFP) Service Requested
Outpatient Mental Health Treatment Services

Evaluation Criteria Included in RFP

Qualifications (30 points)
Experience (30 points)
Description of Vendor Operations (25 points)
Vendor’s Approach to Project (60 points)
Demonstrated Competence/Past Performance (20 points)
Responsiveness/Responsibility (15 points)
Quality and Completeness of Submitted Proposal (30 points)
Financial Stability (15 points)

Bids Received

Bidder	Bid
CommuniCare Health Centers	$1,737,661
Heritage Oaks	$231,199
North America Mental Health Services (NAMHS)	$2,662,400
Stanford Youth Solutions	$3,846,333
Turning Point Community Programs	$1,908,102
Victor Community Support Services	$1,775,269

Fiscal Impact

Fiscal Impact (Expenditure)
Fiscal impact (see budgetary detail below)
Total cost of recommended action:		$ 1,250,203
Amount budgeted for expenditure:		$ 1,250,203
Additional expenditure authority needed:		$
One-time commitment	Yes

Source of Funds for this Expenditure

Explanation (Expenditure and/or Revenue)

Further explanation as needed:

No general funds are required by this action. These services will be funded by Medi-Cal. The amount of $1,250,203 is included in the HHSA adopted budget for FY18-19. 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.

	Fiscal Year 2018-19 September 1, 2018 through June 30, 2019	Total
Primary Care (EPSDT) Services	$1,250,203	$1,250,203
Total	$1,250,203	$1,250,203

Option Years: The County may exercise its option to extend the term of the Agreement pursuant to Section I(A), of Agreement. If so, Contractor must submit a contract budget for each option year in conformance with the requirements of this Agreement, on or before April 1^st of the current fiscal year to HHSAContracts@yolocounty.org for review and approval by the Director. In the event that the County elects to take its 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:

In no event shall the term of the Agreement extend beyond June 30, 2023 nor shall the total contract maximum exceed the amount of seven million seventy-six thousand eight hundred eleven dollars ($7,076,811), unless otherwise agreed to in writing by the parties and in conformity with the Yolo County Procurement Policy (“Yolo County Procurement Policy”) approved by the Yolo County Board of Supervisors on March 20, 2018, via Minute Order No. 18-55, Item No. 32.

Option Year/ Fiscal Year	Budget Due Date Per Option Year/ Fiscal Year	Revised Agreement Term Per Option Year/Fiscal Year	Increased Funding Amount Per Option Year/ Fiscal Year	Revised Agreement Lifetime Maximum
First/ (FY 19-20)	April 1, 2019	On or before June 30, 2020	Less than or equal to $1,456,652	Less than or equal to $2,706,855
Second/ (FY 20-21)	April 1, 2020	On or before June 30, 2021	Less than or equal to $1,456,652	Less than or equal to $4,163,507
Third/ (FY 21-22)	April 1, 2021	On or before June 30, 2022	Less than or equal to $1,456,652	Less than or equal to $5,620,159
Fourth/ (FY 22-23)	April 1, 2022	On or before June 30, 2023	Less than or equal to $1,456,652	Less than or equal to $7,076,811

Attachments
Att. A. Agreement

Form Review

Inbox	Reviewed By	Date
Financial Services	Tom Haynes	10/12/2018 11:55 AM
County Counsel	Hope Welton	10/16/2018 09:46 AM
Form Started By: Kimberly Mayfield		Started On: 08/30/2018 08:17 AM
Final Approval Date: 10/16/2018