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Consent-Health & Human Services # 23.
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| Board of Supervisors |
Adult & Aging |
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| Subject |
| Approve revenue agreement with the Cities of Davis, West Sacramento, Winters and Woodland for the Homeless Coordination project in the amount of $219,900 ($73,300 annually) for a period from July 1, 2018 through June 30, 2021; and approve associated expenditure agreement with the Yolo Wayfarer Center for Cold Weather Shelter services in the amount of $114,900 ($38,300 annually) for a period from July 1, 2018 through June 30, 2021. (General fund impact $23,300) (Larsen) |
| Recommended Action |
- Approve revenue agreement with the Cities of Davis, West Sacramento, Winters and Woodland for the Homeless Coordination services in the amount of $219,900 ($73,300 annually) for a period from July 1, 2018 through June 30, 2021; and
- Approve associated expenditure agreement with the Yolo Wayfarer Center for Cold Weather Shelter services in the amount of $114,900 ($38,300 annually) for a period from July 1, 2018 through June 30, 2021.
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| Strategic Plan Goal(s) |
Thriving Residents
Safe Communities |
| Reason for Recommended Action/Background |
Yolo County and the Cities of Davis, West Sacramento, Winters and Woodland have collaborated on the Homeless Coordination Project since February of 1988. Through the Homeless Coordination Agreement, the County and cities jointly fund four months of cold weather shelter services each year for Yolo County residents without housing, and a Homeless Coordinator position within the Yolo County Health and Human Services Agency to provide coordination of the countywide homeless system. The current Homeless Coordination Agreement was adopted by the Board of Supervisors on September 29, 2015 for a three-year period from July 1, 2018 through June 30, 2021. The Homeless Coordination Agreement establishes that the cities transfer funding for homeless coordination and cold weather shelter services to the County each year, and the County is responsible for administering these services.
This agenda item will establish a new Homeless Coordination Agreement for the period from July 1, 2018 through June 30, 2021. The new Agreement includes revised scopes of service for the Homeless Coordination and Cold Weather Shelter, which have been agreed by all parties and reflect the current needs related to homeless issues in our local communities.
This agenda item will also establish a new Cold Weather Shelter Agreement with the Yolo Wayfarer Center, dba Fourth and Hope. Fourth and Hope has provided Cold Weather Shelter services in Woodland for the past 24 years, and has been selected to continue providing these services on behalf of the County and cities through a competitive bidding process. The new contract establishes that Fourth and Hope will provide cold weather shelter services over a four (4) month period each contract year, from November 15th to March the (120 nights), to 10 individuals per night, at a cost of $29 per bed per night as outlined in the Homeless Coordination Agreement.
Cold Weather Shelter
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HHSA Adult & Aging Sandra Sigrist
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Yolo Wayfarer Center
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Program Purpose
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To improve the lives of persons experiencing homelessness in Yolo County by:
- Securing permanent housing placements
- Increasing non-cash benefits
- Increasing income
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| Performance Measure 1: How much did we do? |
| 1.1 |
Participants Served: # of unduplicated participants provided emergency shelter
- Goal: 100 persons from November 15 through March 15
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| Performance Measure 2: How well did we do it? |
| 2.1 |
Length of Stay: Average length of stay for leavers and stayers in days
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Performance Measure 3: Is anyone better off? |
| 3.1 |
Permanent Housing: % (#) of participants who secured permanent housing
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| 3.2 |
Increase Benefits: % (#) of participants who increased and/or maintained their CalFresh benefits
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| 3.3 |
Increase Benefits: % (#) of participants who increased and/or maintained their Medi-Cal benefits
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| 3.4 |
Increase Income: % (#) of participants who increased their total income
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| Collaborations (including Board advisory groups and external partner agencies) |
City of Davis
City of West Sacramento
City of Winters
City of Woodland
Fourth and Hope
Yolo County Health and Human Services Agency |
| Competitive Bid Process |
On January 4, 2018, Yolo County Health and Human Services Agency (HHSA) issued a Request for Proposals (RFP) from qualified community based organizations to provide cold weather shelter services. The RFP was open for 48 days (just under seven weeks), and staff offered potential bidders an opportunity to ask questions during a Mandatory Bidders' Conference on February 7, 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 one proposal from this solicitation. A Proposal Review Committee was formed that included three HHSA employees from three different HHSA branches. The proposal submitted by Yolo Wayfarer Center dba Fourth and Hope 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: Cold Weather Shelter
Evaluation Criteria Included in RFP
Qualifications (30 points)
Experience (20 points)
Description of Vendor Operations (10 points)
Vendor’s Approach to Project (50 points)
Demonstrated Competence/Past Performance (30 points)
Responsiveness/Responsibility (15 points)
Quality and Completeness of Submitted Proposal (30 points)
Financial Stability (15 points)
Bids Received
| Bidder |
Bid |
| Yolo Wayfarer Center |
$38,300 annually |
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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: |
Explanation (Expenditure and/or Revenue) (further explanation as needed)
The County’s share of cost for the Homeless Coordination Agreement in fiscal year 2018-19 is $5,000 (general fund); and for the Cold Weather Shelter Agreement in fiscal year 2018-19 is $18,300 (general fund). These costs have been included in the Agency’s recommended budget. The total share of costs for all partners involved in the Homeless Coordination Agreement and Cold Weather Shelter Agreement is provided below:
- Homeless Coordination Project:
| Jurisdiction |
FY1819 |
FY1920 |
FY2021 |
FY18-21 Amount |
| City of Davis |
$10,000 |
$10,000 |
$10,000 |
$30,000 |
| City of West Sacramento |
$10,000 |
$10,000 |
$10,000 |
$30,000 |
| City of Woodland |
$10,000 |
$10,000 |
$10,000 |
$30,000 |
| County of Yolo |
$5,000 |
$5,000 |
$5,000 |
$15,000 |
| Contract Total |
$35,000 |
$35,000 |
$35,000 |
$105,000 |
- Cold Weather Shelter:
| Jurisdiction |
FY1819 |
FY1920 |
FY2021 |
FY18-21 Amount |
| City of Davis |
$0 |
$0 |
$0 |
$0 |
| City of West Sacramento |
$10,000 |
$10,000 |
$10,000 |
$30,000 |
| City of Woodland |
$10,000 |
$10,000 |
$10,000 |
$30,000 |
| County of Yolo |
$18,300 |
$18,300 |
$18,300 |
$54,900 |
| Contract Total |
$38,300 |
$38,300 |
$38,300 |
114,900 |
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