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  Consent-Health & Human Services   # 25.       
Child, Youth & Family  
Meeting Date: 05/10/2022  
Brief Title:    Fifth Amendment to Agreement No. 19-19 with CommuniCare for CWS Drug Specimen Collection
From: Nolan Sullivan, Interim Director, Health and Human Services Agency
Staff Contact: Karleen Jakowski, Branch Director, Child, Youth and Family Branch, Health and Human Services Agency, x2978

Subject
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)
Recommended Action
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.
Strategic Plan Goal(s)
Thriving Residents
Safe Communities
Reason for Recommended Action/Background
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.
Collaborations (including Board advisory groups and external partner agencies)
County Counsel will approve the Amendment as to form.
Competitive Bid Process/Vendor Performance
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.

Fiscal Impact
No Fiscal Impact
Fiscal Impact (Expenditure)
Total cost of recommended action:    $   0
Amount budgeted for expenditure:    $   0
Additional expenditure authority needed:    $  
On-going commitment (annual cost):    $   36,000
Source of Funds for this Expenditure
$0
Explanation (Expenditure and/or Revenue)
Further explanation as needed:
No Fiscal Impact for Fiscal Year 2021-22. This action adds a six (6) month extension option in an amount less than or equal to $36,000.
 
The agreement includes one six-month extension option for Fiscal Year 2022-23 in an amount less than or equal to $36,000.
 
Option Period/
Fiscal Year
(OP/FY)
Revised Agreement
Expiration Date
Per OP/FY
Maximum Increased
Funding Amount
Per OP/FY
Revised Agreement Lifetime Maximum
Per OP/FY
OP/FY 2022-23 On or before
December 31, 2022
Less than or equal
to $36,000
Less than or equal
to $267,041
 
In no event shall the term of the agreement extend beyond December 31, 2022, nor shall the total contract maximum exceed, including the one of one-year extension options, exceed the amount of TWO HUNDRED SIXTY-SEVEN THOUSAND FORTY-ONE DOLLARS ($267,041), 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
Att. A. Fifth Amendment

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Form Review
Inbox Reviewed By Date
Nolan Sullivan Nolan Sullivan 05/02/2022 04:21 PM
Financial Services Tom Haynes 05/02/2022 08:09 PM
County Counsel Hope Welton 05/03/2022 09:12 AM
Madison York Madison York 05/03/2022 10:24 AM
Elisa Sabatini Elisa Sabatini 05/03/2022 01:04 PM
Form Started By: Kimberly Mayfield Started On: 03/11/2022 02:00 PM
Final Approval Date: 05/03/2022

    

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