Board of Supervisors

Approve fifth amendment to Agreement No. 19-16 with CommuniCare Health Centers to add one (1) additional six (6) month optional extension for 2022-23 in an amount not to exceed $36,000; revise the maximum payment obligation; and update the collection rate for the provisions of continued securing supervised toxicology specimen collection for County referred Child Welfare clients. (No general fund impact) (Sullivan)

Approve the fifth amendment to Agreement No. 19-16 with CommuniCare Health Centers to add one (1) additional six (6) month optional extension for fiscal year 2022-23 in an amount not to exceed $36,000; revise the maximum payment obligation; and update the collection rate for the provisions of continued securing supervised toxicology specimen collection for County referred Child Welfare clients.

This amendment will enable the Health and Human Services Agency (HHSA) to continue securing supervised toxicology specimen collections for County referred Child Welfare Services clients who are being asked to drug test prior to a case being referred to the Juvenile Court and for parents under investigation by Child Welfare Services where substance abuse related allegations of abuse/neglect have been made.
 
This amendment adds one (1) additional six (6) month optional extension for fiscal year 2022-23 (July 1, 2022 through December 31, 2022) in an amount not to exceed $36,000. HHSA believes it is the best interest of the County to extend this contract from the previous contract period based on satisfactory service and to avoid the interruption of County business. A formal solicitation for these services is planned for early FY 2022-23.  The Procurement Manager and HHSA request approval of this amendment to ensure these vital services continue.

In compliance with the County's Procurement Policy, the competitive selection process originally used for this agreement was “Informal Quotes”. Four potential vendors were contacted by Child Welfare Services staff regarding quotes for the provision of these services. Two potential vendors did not respond to HHSA’s overtures. Two potential vendors responded, CommuniCare and Cache Creek Lodge. Of these, CommuniCare’s quote was significantly less than Cache Creek’s quote. However, while Cache Creek Lodge provided a quote, they indicated they were not interested in providing these services due to capacity and commitments made to the Yolo County Probation Department. 
 
In fiscal year 2020-21 the contract rates increased due to increased cost of services for collections performed during the COVID-19 pandemic. Due to these increased costs the total amount of the contract and value of the services exceed the permissible amounts for procurement via Informal Quotes as provided by the Yolo County Procurement Policy. Thus, on or about June 2, 2020 the Yolo County Procurement Manager approved a single source procurement for these services.
 
The Department confirms CommuniCare Health Center has performed satisfactorily on the current agreement. Thus, pursuant to the authority provided to the Yolo County Procurement Manger as the Yolo County Purchasing Agent under the current Yolo County Procurement Policy, the Procurement Manger has determined that it is in the best interest of the County to extend this Agreement, based on satisfactory service and to avoid the interruption of County business.
 
A formal procurement for these services is planned for early FY 2022-23 for a contract start date of January 1, 2023.