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  Consent-Health & Human Services   # 29.       
Service Centers  
Meeting Date: 12/07/2021  
Brief Title:    Yolo County Agreement with Yolo County Children’s Alliance, CalWORKs Stage One Child Care
From: Karen Larsen, Director, Health and Human Services Agency
Staff Contact: Nolan Sullivan, Service Center Branch Director, Health and Human Services Agency, x2945

Subject
Authorize the Yolo County Procurement Manager to execute an agreement with Yolo County Children’s Alliance for the period of January 1, 2022 through June 30, 2023 in the amount of $2,700,000 for the provision of CalWORKs Stage One Child Care Services, and delegate authority to the Director of Health and Human Services Agency to exercise optional extensions not to exceed $1,800,000 per fiscal year. (No general fund impact) (Larsen)
Recommended Action
  1. Authorize the Yolo County Procurement Manager to execute an agreement with Yolo County Children’s Alliance for the period of January 1, 2022 through June 30, 2023 in the amount of $2,700,000 for the provision of CalWORKs Stage One Child Care Services; and
     
  2. Delegate authority to the Director of the Yolo County Health and Human Services Agency or her/his designee to: 1) exercise optional year extensions up to $1,800,000 per fiscal year for fiscal years 2023-24; and 2034-25; and 2025-26 and 2) issue related option year notices.
Strategic Plan Goal(s)
Thriving Residents
County Mandated Service
Reason for Recommended Action/Background
California Welfare Reform provides for three stages of childcare services and payment systems. Stage One Child Care Services are mandated and funded by the California Department of Social Services (CDSS) and begin upon entry of a person into the CalWORKs or CalLearn Public Assistance Programs.

The current agreement for these mandated services will expire on December 31, 2021. Staff have completed a competitive bidding process as described below and are finalizing negotiations with the selected vendor. To have the agreement in place with expediency and ensure continuity of services, staff request the Board of Supervisors authorize the procurement manager to execute the resulting agreement.

Performance Measures included in this Agreement are as follows:
The Performance Measures associated with this Agreement will be included in the resulting agreement.
Collaborations (including Board advisory groups and external partner agencies)
County Counsel will approve the resulting Agreement as to form.
Competitive Bid Process
On September 13, 2021, Yolo County Health and Human Services Agency (HHSA) issued a Request for Proposals (RFP) from qualified community-based organizations to provide Stage One Child Care Services.  The RFP was open for just over four weeks, and staff offered potential bidders an opportunity to ask questions during a Bidders’ Conference on September 22, 2021.  

HHSA received one proposal(s) from this solicitation.  The proposal submitted by Yolo County Children’s Alliance 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:
CalWORKs Stage One Child Care

Evaluation Criteria Included in RFP
  • Qualifications and experience (35 points)
  • Description of Vendor Operations (5 points)
  • Program Scope (approach) (35 points)
  • Demonstrated Competence/Past Performance (10 points)
  • Program/Project Budget (10 points)
  • Quality and Completeness of Submitted proposals (5 points)
  • Financial Stability (Pass/Fail)
  • Responsiveness/Responsibility (Pass/Fail)
Bids Received
Bidder Bid
Yolo County Children's Alliance $2,700,000

Fiscal Impact
Fiscal Impact (Expenditure)
Total cost of recommended action:    $   2,700,000
Amount budgeted for expenditure:    $   2,700,000
Additional expenditure authority needed:    $   0
On-going commitment (annual cost):    $   1,800,000
Source of Funds for this Expenditure
$2,700,000
Explanation (Expenditure and/or Revenue)
Further explanation as needed:
No general funds are required by this action. These services will be funded by CalWORKs.  The total amount of this action is $2,700,000 for the period of January 1,2022 through June 30, 2023. The amount of $900,000 is included in the HHSA adopted budget for fiscal year 2021-22. 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 2021-22
January 1, 2022
through
June 30, 2022
Fiscal Year 2022-23
July 1, 2022
through
June 30, 2023
 
 Total
 
$900,000 $1,800,000 $2,700,000

The agreement also includes three one-year extension options for three fiscal  years in an amount less than or equal to $1,800,000.
 
Option Year/
Fiscal Year (OY/FY)
Revised Agreement Expiration Date
Per OY/FY
Maximum Increased
 Funding Amount
Per OY/FY
  Revised Agreement 
Lifetime Maximum
Per OY/FY
OY/FY 2023-24 On or before
June 30, 2024
Less than or equal to $1,800,000 Less than or equal to
$4,500,000
OY/FY 2024-25 On or before
June 30, 2025
Less than or equal to $1,800,000 Less than or equal to $6,300,000
OY/FY 2025-26 On or before
June 30, 2026
Less than or equal to $1,800,000 Less than or equal to $8,100,000











In no event shall the term of the agreement extend beyond June 30, 2026, nor shall the total contract maximum exceed, including the one of one-year extension options, exceed the amount of EIGHT MILLION ONE HUNDRED THOUSAND DOLLARS ($8,100,000), unless otherwise agreed to in writing by the parties and in conformity with the then-current Yolo County Procurement Policy approved by the Board of Supervisors.
Attachments
No file(s) attached.

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Form Review
Inbox Reviewed By Date
Nolan Sullivan Nolan Sullivan 11/26/2021 03:03 PM
Financial Services Shelby Milliren 11/28/2021 01:34 PM
County Counsel Hope Welton 11/29/2021 10:24 AM
Madison York Madison York 11/29/2021 10:48 AM
Elisa Sabatini Elisa Sabatini 11/29/2021 12:27 PM
Form Started By: Laura Checa Started On: 11/12/2021 09:00 AM
Final Approval Date: 11/29/2021

    

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