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  Consent-Health & Human Services   # 37.       
Board of Supervisors Service Centers  
Meeting Date: 12/17/2019  
Brief Title:    Second Amendment to Agreement #17-193 with RISE WIOA Youth Services
From: Karen Larsen, Director, Health and Human Services Agency
Staff Contact: Nolan Sullivan, Service Center Branch Director, Health and Human Services Agency, x2945
Supervisorial District Impact:

Subject
Approve second amendment to Agreement No. 17-193 with Rural Innovations in Social Economic, Incorporated, to reduce funding in the amount of $22,048 for 2019-20, for a new contract maximum of $804,752. (No general fund impact) (Larsen)
Recommended Action
  1. Approve second amendment to Agreement No. 17-193 with Rural Innovations in Social Economic, Incorporated to reduce funding in the amount of $22,048 for fiscal year (FY) 2019-20, for a new contract maximum of $804,752; and
     
  2. Delegate authority to the Director of the Yolo County Health and Human Services Agency or her/his designee to approve Option Year Letters not to exceed $253,552 per fiscal year, for a 4-year maximum payment obligation not to exceed $1,058,304. (See Section 3. of the Second Amendment amending Section III. of Agreement No. 17-193)
Strategic Plan Goal(s)
Operational Excellence
Thriving Residents
Safe Communities
Reason for Recommended Action/Background
Workforce Innovation and Opportunity Act (WIOA) is an employment and training services program to the youth in Region 1 which includes the cities/communities of Brooks, Capay, Dunnigan, Esparto, Guinda, Knights Landing, Madison, Rumsey, Winters, Woodland, Yolo, and Zamora of Yolo County. The purpose is to provide comprehensive employment and/or training services to eligible youth, ages 14 to 24. These comprehensive employment and/or training activities must be tied to the Workforce Innovation Board approved by local and/or regional industries.

By approving this second amendment, the Yolo County Health and Human Services Agency (HHSA) can align the funding in the agreement with the reduction in WIOA funding from the State.
 
On June 27, 2017, the County entered into Agreement No. 17-193 with Rural Innovation in Social Economics, Inc. (RISE, Inc.) for the provision of these services for the period July 1, 2017 through June 30, 2018, in the amount of $275,600.
 
At that time, it was the intention of the Yolo County Health and Human Services Agency (HHSA) to include language allowing the HHSA Director to exercise option years and issue related option year notices for three additional fiscal years. Based on guidance at that time, HHSA included the following language in Agreement No. 17-193:
 
"I. TERM 
The term of this Agreement shall be from July 1, 2017 through June 30, 2018 unless sooner terminated as provided in this Agreement. This Agreement may be extended upon written agreement of the Yolo County Health and Human Services Agency Director, and/or her/his designee, and an authorized representative of Contractor for three (3) additional twelve (12) month periods on the same terms and conditions as set forth in this Agreement." (Emphasis added.)

Since this Agreement was executed, HHSA received new guidance from the Yolo County Procurement Manager regarding the sufficiency of this language and a request for increased transparency regarding the future option years. Thus, HHSA is amending Agreement No. 17-193 to add language to clarify the additional option year amounts. Please see Section 3. of this Second Amendment which revises Section III. Compensation and Reimbursement of Expenses of Agreement No. 17-193, by adding paragraph B2. which states:
 
"B2. Option Years: The County may exercise its option to extend the term of the Agreement pursuant to Section II(A), above. Upon request of the County, Contractor shall provide a contract budget for each option year in conformance with the requirements of this Agreement. The option year contract budgets shall be sent to HHSAContracts@yolocounty.org for review and approval by the Director. In the event that the County elects to exercise an 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:
 
Option Year/
Fiscal Year
Revised Agreement Expiration Per Option Year/Fiscal Year
Increased Funding Amount Per Option Year/Fiscal Year
Revised Agreement 
Lifetime Maximum
Third/
(FY 2020-21)
On or before
June 30, 2021
Less than or equal to $253,552
Less than or equal to $1,058,304

In no event shall the term of the Agreement extend beyond June 30, 2021 nor shall the total contract maximum exceed the amount of ONE MILLION FIFTY-EIGHT THOUSAND THREE HUNDRED FOUR DOLLARS ($1,058,304), 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."
Collaborations (including Board advisory groups and external partner agencies)
County Counsel has approved this Agreement as to form.
Competitive Bid Process
On March 29, 2017, HHSA issued a Request for Proposals (RFP) from qualified community-based organizations to provide comprehensive youth services to registered youth ages 14-24 who reside in Yolo County. The RFP was open for approximately 4 weeks, and staff offered potential bidders an opportunity to ask questions during a Mandatory Bidders’ Conference on April 12, 2017.  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 3 proposal(s) from this solicitation. The proposal submitted by RISE, Inc. was selected as the top choice by all members of the Review Committee, and 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:
Workforce Innovation and Opportunity Act (WIOA) Youth Services

Evaluation Criteria Included in RFP
  • Program/Project Design (112 points)
  • Administration and Staffing (10 points)
  • Program/Project Budget (21 points)
  • Proposal (13 points)
Bids Received
Bidder Bid Funding Recommendation
All Leaders Must Serve (Region 1) $275,600 ($69,000 in in-kind donations)  
Rural Innovation in Social Economics (Region 1) $275,600 (plus $58,928 in matching funds) $275,600
Yolo County Children’s Alliance (Region 2) $244,400 plus $11,109 in matching funds  

Fiscal Impact
Fiscal impact (see budgetary detail below)
Fiscal Impact (Expenditure)
Total cost of recommended action:    $  
Amount budgeted for expenditure:    $  
Additional expenditure authority needed:    $  
On-going commitment (annual cost):    $   253,552
Source of Funds for this Expenditure
Explanation (Expenditure and/or Revenue)
Further explanation as needed:
The action decreases the contract maximum by $22,048 for a total of $804,752 for the period of July 1, 2017 through June 30, 2020. No general funds are required by this action. These services will be funded by Federal funds. The amount of $253,552 is included in the HHSA adopted budget for FY 2019-20. 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.
  Fiscal Year 2017-18
July 1, 2017
through
June 30, 2018
Fiscal Year 2018-19
July 1, 2018
through
June 30, 2019
Fiscal Year 2019-20
July 1, 2019
through
June 30, 2020
 
 
Total
 
WIOA Region 1 $275,600 $275,600 $253,552 $804,752


The agreement also includes one (1) one-year extension option for (July 1, 2020 through June 30, 2021) in an amount less than or equal to 253,552.
 

Option Year/
Fiscal Year
Revised Agreement Expiration Per Option Year/Fiscal Year Increased Funding Amount Per Option
Year/Fiscal Year
  Revised Agreement 
Lifetime Maximum
 
Third/
(FY 20-21)
On or before
June 30, 2021
Less than or equal to $253,552 Less than or equal to $1,058,304








In no event shall the term of the Agreement extend beyond June 30, 2021 nor shall the total contract maximum exceed the amount of ONE MILLION FIFTY-EIGHT THOUSAND THREE HUNDRED FOUR DOLLARS ($1,058,304), 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
Nolan Sullivan Nolan Sullivan 12/06/2019 03:46 PM
Financial Services mqader 12/06/2019 04:06 PM
County Counsel Hope Welton 12/09/2019 12:30 PM
Form Started By: Kimberly Mayfield Started On: 10/28/2019 02:04 PM
Final Approval Date: 12/09/2019

    

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