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Consent-General Government # 11.
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| Board of Supervisors |
Financial Services |
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| Subject |
| Authorize County officials to sign contracts and otherwise implement local nutrition programs; approve budget resolutions appropriating funds from the general fund and approve related actions in support of the County's COVID-19 response. (General fund impact up to $873,000) (4/5 vote required) (Rinde/Pistochini) |
| Recommended Action |
- Authorize the County's Purchasing to sign contracts with local restaurants and food providers not-to-exceed $50,000 per restaurant with contract template approved by County Counsel;
- Adopt budget resolution appropriating for the expense of money from the general fund for the Great Plates program in the amount of $198,000;
- Approve contract in support of the Emergency Feeding Program with the Yolo Food Bank;
- Adopt a budget resolution appropriating for the expense of money from the general fund for the Emergency Feeding program in the amount of $675,000; and
- Ratify a contract with Valley Oaks Inn in the amount of $329,670, and authorize the Purchasing Agent, or their designee, to exercise option months to extend this emergency hotel agreement through July 31, 2020 up to a maximum total of $675,540.
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| Strategic Plan Goal(s) |
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Thriving Residents |
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Robust Economy |
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| Reason for Recommended Action/Background |
Great Plates Delivered Program
In response to the current COVID-19 emergency, the State developed the Great Plates program to provide meals to adults 65 and older and adults 60-64 who are at high-risk, as defined by the US Centers for Disease Control; who are unable to access meals while staying at home and are ineligible for other nutrition programs; and to support local restaurants and other food providers. Providing prepared home-delivered meals to this at-risk population will reduce the risk of community spread amongst this population and reduce demands on non-congregate housing and medical facilities. The County submitted to the California Office of Emergency Services a letter of intent to participate in the program on May 4, 2020.
The program will reimburse food providers $66.00 per day to prepare and deliver three meals to each qualifying individual. Program staff at the County's Health & Human Services Agency determines if an individual is eligible to participate in this program.
At the time of this writing, the County is reviewing applications from food providers. Accordingly, staff asks that the Board authorize the Purchasing Agent to enter into contracts with food providers up to $50,000 per food provider, provided that the total amount of the contracts do not exceed the program cost of $198,000. The Purchasing Agent is utilizing a special contract template developed with County Counsel for this program. The program is anticipated to run from May 27 to June 10 (approximately 15 days) and feed up to a maximum of 200 high-risk individuals. The program will be re-evaluated by the Federal Emergency Management Agency (FEMA) prior to June 10th and at that time the County will need to re-evaluate whether to continue past that date.
Emergency Feeding Program
In response to the current COVID-19 emergency, the State in conjunction with FEMA developed the “Emergency Feeding Program” which provides for the purchase and distribution of food. Clarifying guidance was issued via a FEMA policy on April 12, 2020. Prior to this clarification, the County had recognized that the Health orders would restrict access to food by requiring individuals to shelter in place. For this reason, the County provided the Yolo Food Bank with a tasking letter on March 25, 2020, which was intended to allow the Yolo Food Bank to pursue their own FEMA claim.
However, when guidance was clarified on April 12, 2020, the FEMA policy made it clear that a local agency needed to contract with the local Food Bank to provide this service. Additionally, costs are only FEMA eligible to the extent that they target populations over 65 or at high risk of COVID-19 and do not duplicate populations that already receive federal food assistance. With this clarified guidance, the County worked diligently to contract with the Yolo Food Bank in order to preserve the ability to reimburse costs.
The attached contract is for up to $675,000 to compensate the Yolo Food Bank for $43.38 per Emergency Home Delivery Food Box (normally delivered weekly) and $10.15 per At-Risk Homeless Food Delivery Box (normally provided daily).
Emergency Hotel Agreement
County staff previously sought approval from the County Board of Supervisors for seven emergency hotel agreements on April 28, 2020. At that time, the County was in negotiations with one additional hotel, Valley Oaks Inn. Since then, the County and Valley Oaks Inn have concluded their negotiations. Staff is asking the Board ratify this agreement to secure 54 rooms. These rooms are part of the initial 246 rooms requested in the program design and funding request.
Board Approval of General Fund Expenditures
Staff recommends that the Board of Supervisors approve general fund expenditures for these contracts, as allowed by Government Code §26227. This section authorizes the Board of Supervisors to expend general fund revenue to meet the health and welfare needs of its residents, including the population specified earlier. The County will seek reimbursement of program expenses from the federal and state government. |
| Collaborations (including Board advisory groups and external partner agencies) |
The Department of Financial Services conducted the solicitation for the Great Plates program and issued awards in consultation with the County's Health & Human Services Agency and the County Counsel's Office.
The Department of Financial Services, County Administrator’s Office, and the Office of Emergency Services collaborated closely with the Yolo Food Bank to arrive at a contract for the Emergency Feeding program.
The Department of Financial Services developed the emergency hotel agreement in collaboration with the County's Health & Human Services Agency and the County Counsel's Office.
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| Competitive Bid Process |
For the Great Plates program, the County conducted an informal solicitation of applications from restaurants and food providers through press releases, social media, and other outreach methods. Among other requirements, restaurants and food providers had to indicate what areas of the County they are willing and able to serve. Applications were received through the County's electronic solicitation system. The County awarded contracts to the first responsive and responsible applicants. A total of eleven applications were received by the closing date of May 25, 2020. At the time of this writing, the program team is reviewing the applications. Awards will be made if the applicant is able to meet all qualifying standards set by the State and is able to demonstrate they can meet the County's program expectations.
The Emergency Feeding program was procured under exigent circumstances during the emergency response and the County originally engaged the food bank to provide assistance through a tasking letter back on March 25, 2020. Thus, due to the exigent circumstances, this contract was not competitively bid.
The Emergency Hotel Agreement was awarded on the same basis as the previous seven agreements, which was based on the hotel's willingness to participate until the desired number of rooms was met. |
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| Fiscal Impact |
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| Source of Funds for this Expenditure |
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Explanation (Expenditure and/or Revenue) |
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Great Plates
The total cost of this program is expected not to exceed $198,000. The County anticipates that a significant portion of the costs of these contracts will be offset by the Federal Emergency Management Agency (FEMA) and the California Office of Emergency Services (CalOES). FEMA may reimburse up to 75% ($148,500) of the cost and CalOES may reimburse up to 18.75% ($37,125) of the cost. The County's general fund will contribute to 6.25% ($12,375) of the cost.
Emergency Feeding Program
The total cost of this program is expected not to exceed $675,000. The County anticipates that a significant portion of the costs of these contracts will be offset by the Federal Emergency Management Agency (FEMA). FEMA may reimburse up to 75% ($506,250). The County's general fund will contribute to 25% ($168,750) of the cost. The California Office of Emergency Services has not approved use of the California Disaster Assistance Act for this program and thus is not sharing in this cost.
Emergency Hotel Agreement
The emergency hotel agreement is funded the same as the previous seven agreements. The funding consists of a mix of sources, including, but not limited to HHSA COVID-19 contingency funds and California COVID-19 Project Room Key grants. The County will seek additional funding support from FEMA public assistance grants. No additional appropriations are requested at this time as this cost was appropriated in prior Board action.
Reimbursement Risk
As with any reimbursement based program, there is a risk that program costs may be disallowed for any number of reasons. If FEMA or CalOES disallows a portion of or all of the costs, the County's General Fund is at risk of absorbing up to the full $873,000 of the program costs above. |
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