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Consent-Health & Human Services # 16.
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| Board of Supervisors |
Child, Youth & Family |
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| Subject |
| Approve agreement with CommuniCare Health Centers in the amount of $552,847 for the period of September 1, 2018 through June 30, 2019, to provide children's outpatient intensive mental health services to eligible children and youth under the age of 21 years old. (No general fund impact) (Larsen) |
| Recommended Action |
| Approve agreement with CommuniCare Health Centers in the amount of $552,847 for the period of September 1, 2018 through June 30, 2019, to provide children's outpatient intensive mental health services ("Intensive Services") to eligible children and youth under the age of 21 years old. |
| Strategic Plan Goal(s) |
Operational Excellence
Thriving Residents
Safe Communities |
| Reason for Recommended Action/Background |
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 cost of care from occurring more than necessary. Significant public services costs are associated with children who are removed from their home and placed in residential care and/or hospitalized. "Intensive Services" is an intensive home and community based program targeting children and youth under the age of 21 with high levels of need. One approach to providing Intensive Services is through Wraparound Program Services (Wraparound Program). The Wraparound Program provides tailored community based intervention services to meet the needs to families with children under the age of 21 who are either wards, dependents, or at risk of placement in a congregate care facility. Some of the intensive services provided via the Wraparound Program are eligible services under the Early and Periodic Screening, Diagnosis and Treatment (EPSDT) benefit to Medi-Cal eligible children and adolescents in our community. This agreement seeks to leverage funding from a variety of sources, as appropriate, including FFP Medi-Cal EPSDT.
Performance Measures included in this Agreement are as follows:
| Children’s Wraparound Services |
CommuniCare Health Centers |
Melissa Marshall,
Chief Executive Officer |
| Program Purpose Statement |
Provide Wraparound services for children and youth to reduce symptoms and improve functioning, increase caregiver resources and ensure at home placement. |
| Program Information |
Services are provided at school, home, in the community or provider site to, in order to reduce involvement with the juvenile justice system, reduce out-of-home placements, increase school success and facilitate the transition to adulthood. The goal is to ensure services and supports provided to the child or youth and his or her family are tailored toward maintaining a stable permanent family within the Continuum of Care Reform (CCR) framework. |
| PM1: How much did we do? |
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Staff
1.1 |
Total FTEs:
| FTE |
Classification |
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Manager/Supervisor |
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Clinicians |
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Office Support |
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Family/Peer Support Specialists |
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| 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 1st clinical appointment within 7 days post psychiatric hospitalization |
| 2.12 |
% of clients who received 1st 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 |
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| 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 (HHSA) issued a Request for Proposals (RFP) from qualified community based organizations to provide Children’s Outpatient Mental Health Treatment Services, including Primary and Intensive Services. “Primary Services” are designed to serve the largest group of eligible children and youth, targeting Medi-Cal beneficiaries. These services are provided in the community and sometimes in the office. Referrals to Primary Services are the most common initial referral made for a child or youth. Intensive Services are intensive home and community based programming targeting children and youth under the age of 21 with high levels of need. Intensive Services may include all of the services provided under Primary Services, but may also include: Therapeutic Behavioral Services (TBS); Full Service Partnership (FSP) Services; or the Wraparound Program.
The RFP was open for 46 days (just over 6 weeks). On April 12, 2018, potential bidders were offered an opportunity to ask questions during a Mandatory Bidders’ Conference. Through April 19, 2018, additional questions concerning the RFP could be asked via the Bidsync website. HHSA received six proposal(s) from this solicitation.
A six-person Proposal Review Committee was formed that included 3 HHSA employees, from 2 different HHSA branches, as well as 3 other reviewers. The proposal submitted by CommuniCare Health Centers, Inc. was evaluated and determined to meet all the required qualifications necessary to successfully provide both Primary and Intensive Services. The contract award to CommuniCare Health Centers, Inc. included agreements for both Primary Services and Intensive Services-Wraparound. An agreement with CommuniCare Health Centers, Inc. in the amount of $1,250,203 for Primary Services was approved by the Yolo County Board of Supervisors (“Board”) on October 23, 2018.
Victor Community Support Services was awarded agreements for both Primary Services Intensive Services-Wraparound. Stanford Youth Solutions was awarded an agreement for Primary Services. Turning Point Community Programs was awarded agreements for Primary Services, Intensive Services–Child, Youth & Family FSP services [a program that emphasizes the Mental Health Act core principles, including: client and family-driven mental health services within the context of a partnership between the client and provider; accessible, individualized services and supports tailored to a client’s readiness for change that leverage community partnerships; delivery of services in a culturally competent manner, with a focus on wellness, outcomes and accountability]; and Intensive Services–TBS [intensive, individualized, one-to-one behavioral mental health service available to children/youth with serious emotional challenges and their families, who are under 21 years old and have full-scope Medi-Cal.]
These agreements have been or will be submitted to the BOS for approval. The proposals from Heritage Oaks and NAMHS were not awarded a contract.
| Bidder |
Bid |
Services Awarded |
Awarded Contract Amount FY18-19 |
BOS Approval Date |
| CommuniCare Health Centers |
$1,737,661 |
Primary Services |
$1,250,203 |
10/23/2018 |
| Intensive Services-Wraparound |
$552,847 |
11/06/18 |
| Heritage Oaks Hospital |
$231,199 |
None |
n/a |
n/a |
| North America Mental Health Services (NAMHS) |
$2,662,400 |
None |
n/a |
n/a |
| Stanford Youth Solutions |
$3,846,333 |
Primary Services |
$834,207 |
9/25/2018 |
| Turning Point Community Programs |
$1,908,102 |
Primary Services |
$930,102 |
10/09/2018 |
| Intensive Services-FSP Services |
$354,553 |
9/25/2018 |
| Intensive Services TBS |
$370,577 |
10/09/2018 |
| Victor Community Support Services |
$1,775,269 |
Primary Services |
$571,250 |
9/25/2018 |
| Intensive Services-Wraparound |
$619,583 |
11/06/2018 |
Here is a brief summary of the RFP evaluation criteria.
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)
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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) |
| Further explanation as needed: |
Source of Funds for this Expenditure
This agreement will be funded with a combination of FFP Medi-Cal, Wraparound Placement funding, Realignment, CWS, and Other State or Local funds, including Probation funding, as appropriate.
Explanation (Expenditure and/or Revenue) (further explanation as needed)
No general funds are required by this action. The amount of $552,847 is included in the HHSA adopted budget for FY18-19.
September 1, 2018 through June 30, 2019
[10 months of Fiscal Year (FY) 2018-19] |
Total |
| $552,847 |
$552,847 |
This agreement also includes the provision for four (4) optional fiscal years (“option years”) with a maximum funding amount of $663,416 per option year for a potential total contract maximum of $3,206,511 through June 30, 2023.
By April 1st of the current contracted fiscal year, the Contractor shall submit a proposed contract budget (“proposed option year budget”), in conformance with the requirements of the agreement. This proposed option year budget will be reviewed, negotiated, and either approved or denied by the HHSA Director, subject to the maximums set forth below.
Option Year/
Fiscal Year |
Budget Due Date Per Option Year/
Fiscal Year |
Revised Term
Per Option Year/
Fiscal Year |
Increased Funding Amount Per Option Year/
Fiscal Year |
Revised Maximum Payment Obligation Per Option Year/ Fiscal Year |
First/
(FY 2019-20) |
April 1, 2019 |
On or before
June 30, 2020 |
Less than or equal to
$ 670,398 |
Less than or equal to
$ 1,223,245 |
Second/
(FY 2020-21) |
April 1, 2020 |
On or before
June 30, 2021 |
Less than or equal to
$ 670,398 |
Less than or equal to
$ 1,893,643 |
Third/
(FY 2021-22) |
April 1, 2021 |
On or before
June 30, 2022 |
Less than or equal to
$ 670,398 |
Less than or equal to
$ 2,564,041 |
Fourth
(FY 2022-23) |
April 1, 2022 |
On or before
June 30, 2023 |
Less than or equal to
$ 670,398 |
Less than or equal to
$ 3,234,439 |
In no event shall the term of the Agreement extend beyond June 30, 2023 nor shall the total contract maximum exceed the amount of $3,234,439, unless otherwise agreed to in writing by the parties and in conformity with the Yolo County Procurement Policy approved by the Board on March 20, 2018, via Minute Order No. 18-55, Item No. 32. |
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