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Consent-Health & Human Services # 22.
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| Board of Supervisors |
Adult & Aging |
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| Subject |
| Approve second amendment to Agreement No. 18-42 with Davis Community Meals to extend through December 31, 2019 and add funding for calendar year 2019 in the amount of $47,000 for a new contract maximum of $87,000, to provide Community Services Block Grant funded services to low-income persons within Yolo County for the period January 1, 2018 through December 31, 2019. (No general fund impact) (Larsen) |
| Recommended Action |
Approve second amendment to Agreement No. 18-42 with Davis Community Meals to extend through December 31, 2019 and add funding for calendar year 2019 in the amount of $47,000 for a new contract maximum of $87,000, to provide Community Services Block Grant funded services to low-income persons within Yolo County for the period January 1, 2018 through December 31, 2019.
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| Strategic Plan Goal(s) |
Operational Excellence
Thriving Residents
Safe Communities
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| Reason for Recommended Action/Background |
The Community Services Block Grant (CSBG) is funding administered by the federal government that is dedicated to assisting local communities combat poverty. Yolo County receives approximately $300,000 in CSBG funding each calendar year. In order to receive the funds, a key stipulation is that local service areas must conduct a bi-annual needs assessment and develop an accompanying action plan for how the community will use the funds to better serve low-income individuals and families.
The Yolo County Board of Supervisors is the Governing Board for local CSBG funding. However, as required by federal statues, the Board of Supervisors has appointed a 15-member advisory body called the Yolo County Community Services Action Board (CSAB) to assist with administering these funds. CSAB works with staff in the Health and Human Services Agency to oversee the bi-annual needs assessment and develop a recommended version of the Community Action Plan, which comes to the Board of Supervisors for final approval.
On June 6, 2017, the Board of Supervisors approved the Yolo County Community Services Block Grant Community Action Plan for calendar years 2018 and 2019. This plan was filed with the State. The 2018-19 Community Action Plan identified the following priorities to be addressed with CSBG funds:
1. Housing and Homeless Services—Finding and keeping safe, decent, and affordable housing. Priorities within this service area include; housing navigation assistance, supportive services to assist persons in maintaining permanent housing, eviction prevention assistance, such as help paying rent and utilities, and transitional/bridge housing.
2. Emergency Assistance—Meeting the immediate needs of food, shelter, and clothing. Priorities within this service area include; emergency shelter beds for persons experiencing homelessness, meals for food insecure persons, and supplies for persons in crises, such as cold weather clothing and hygiene items.
3. Employment Assistance—Finding and keeping meaningful employment. Priorities within this service area include; providing job skills and technical training, helping persons to find and secure permanent employment, and conducting employer engagement.
Approval of this Amendment will allow Davis Community Meals to continue to provide transitional housing services for an additional year, as prioritized in the County’s Community Services Block Grant – Community Action Plan.
Additionally, in July, 2018, the State informed the Yolo County Health and Human Services Agency (HHSA) of an additional $35,000 in CSBG funds to be received in 2018. The additional funds are designated as Discretionary Funds and must be spent by May 31, 2019. In October 2018, CSAB met and voted to recommend that the Board of Supervisors approve distributing these funds equally to each of the five existing CSBG subcontractors. As a result, CSAB recommends that Davis Community Meals receive $7,000 from the discretionary funds, in addition to the $40,000 in CSBG funds, for a total amount of $47,000 in 2019.
The performance measures associated with this agreement are provided in Attachment B.
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| Collaborations (including Board advisory groups and external partner agencies) |
County Counsel has approved this Agreement as to form.
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| Competitive Bid Process |
On September 20, 2017, Yolo County HHSA issued a Request for Proposals (RFP) from qualified community based organizations to provide services combating poverty for low-income persons in Yolo County. The RFP was open for 41 days (just under 6 weeks), and staff offered potential bidders an opportunity to ask questions during a Mandatory Bidders’ Conference on October 4, 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 five proposal(s) from this solicitation. A Proposal Review Committee was formed that included four HHSA employees from two different HHSA branches and members of CSAB. Additionally, the full CSAB reviewed the scoring results from the Proposal Review Committee, and made a final recommendation to the Board of Supervisors regarding how to divide the available funding between the five proposals. The proposal submitted by Davis Community Meals was selected as one of the top choices by the Review Committee and the Community Services Action Board, 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:
Community Services Block Grant (CSBG)
Evaluation Criteria Included in RFP
- General Company Information (20 points)
- Experience and past performance (30 points)
- Responsiveness/Responsibility (20 points)
- Approach to Project (40 points)
- Pricing Requirements (40 points)
- Quality Assurance and Oversight (30 points)
- Outputs and Outcome Measures (20 points)
- Financial Information (pass/fail)
- Quality and Completeness of Proposal (pass/fail)
Bids Received
| Bidder |
Bid |
Funding Recommendation |
| Davis Community Meals |
$54,859 |
$47,000 |
| People Resources Inc. dba Meals on Wheels |
$40,000 |
$27,000 |
| Yolo County Children’s Alliance |
$88,570 |
$57,000 |
| Yolo Food Bank |
$111,700 |
$57,000 |
| Yolo Wayfarer Center dba Fourth and Hope |
$100,000 |
$57,000 |
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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: |
No general funds are required by this action. These services will be funded by CSBG funds, including one-time discretionary dollars. The amount of $47,000 is included in the HHSA adopted budget. 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.
Funding |
January 1, 2018 through
December 31, 2018 |
January 1, 2019 through
December 31, 2019 |
January 1, 2019 through
May 31, 2019 |
Total |
| CSBG Funds |
$40,000 |
$40,000 |
N/A |
$80,000 |
| Discretionary Funds |
N/A |
N/A |
$7,000 |
$7,000 |
| Total Contract Amount |
$40,000 |
$40,000 |
$7,000 |
$87,000 |
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