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  Consent-Health & Human Services   # 23.       
Adult & Aging  
Meeting Date: 05/10/2022  
Brief Title:    Fourth Amendment to Agreement 18-55 with CommuniCare Health Centers
From: Nolan Sullivan, Interim Director, Health and Human Services Agency
Staff Contact: Ian Evans, Adult and Aging Branch Director, Health and Human Services Agency, x8297

Subject
Approve fourth amendment to Agreement No. 18-55 with CommuniCare Health Centers to add funding in the amount of $264,918.56, by adding $20,428.52 to 2021-22 and extending the term of the agreement through June 30, 2023; adding funding in the amount of $244,490.04 to 2022-23, for a new contract maximum of $716,495.67, for the period of February 1, 2018 through June 30, 2023 for the provision of Housing and Disability Advocacy Program Services and update and clarify language in the agreement. (No general fund impact) (Sullivan)
Recommended Action
  1. Approve fourth amendment to Agreement No. 18-55 with CommuniCare Health Centers to add funding in the amount of $264,918.56, by adding $20,428.52 to Fiscal Year 2021-22 and extending the term of the agreement through June 30, 2023; adding funding in the amount of $244,490.04 to Fiscal Year 2022-23, for a new contract maximum of $716,495.67, for the period of February 1, 2018 through June 30, 2023 for the provision of Housing and Disability Advocacy Program Services and update and clarify language in the Agreement; and
     
  2. Delegate authority to the Director of the Yolo County Health and Human Services Agency or her/his designee to: 1) exercise an optional year extension up to $244,490.04 for fiscal year 2023-24 and 2) issue related option year notices. Please see Section III. of Att. A. Fourth Amendment.
Strategic Plan Goal(s)
Thriving Residents
Safe Communities
Reason for Recommended Action/Background
In August 2017, the California Department of Social Services (CDSS) requested proposals from counties for its Housing and Disability Advocacy Program (HDAP), which aims to assist individuals who are experiencing homelessness apply for disability benefit programs while also providing housing assistance.
 
In October 2017, the Yolo County Health and Human Services Agency (HHSA) submitted an application to CDSS for Housing and Disability Advocacy Program funding. HHSA’s proposed project aims to improve the overall well-being of individuals and families in Yolo County (County) with disabilities who are experiencing homelessness, by providing services that focus on four key areas, including (1) financial self-sufficiency (through access to disability income and/or workforce development), (2) housing stability, (3) physical health, and (4) behavioral health.
 
The project was structured as an enhancement to the General Assistance program in the County, with a contracted HDAP provider working closely with General Assistance staff to identify individuals in the target population who require assistance with securing disability income. On March 20, 2018, the County entered into Agreement No.18-55 with CommuniCare Health Centers, Inc. to provide HDAP services. At that time, Communicare was to employ one (1) Disability Benefits Advocate (1 full-time employee) to assist clients in the target population with preparing and submitting benefits claims to any appropriate disability benefits program, including but not limited to:
  • Supplemental Security Income/ State Supplementary Program for the Aged, Blind, and Disabled (SSI/SSP);
  • Federal Social Security Disability Insurance (SSDA);
  • Cash Assistance Program for Immigrants (CAPI); and/or
  • Veterans Disability Compensation.
 
The Disability Benefits Advocate works with project partners to conduct screenings, assess each person’s appropriateness for disability benefits, assist with preparing and filing disability applications, assist with gathering required documentation, and ensure the timely submission of benefits claims.
 
This fourth amendment adds a case manager staffing position to increase HDAP eligibility and serve as many clients as possible by providing HDAP case management services to clients who are not enrolled in an HDAP-eligible case management; adds funding in the amount of $20,428.52 for Fiscal Year 2021-22; extends the term of the Agreement for Fiscal Year 2022-23; adds funding in the amount of $244,490.04 for Fiscal Year 2022-23; and updates and clarifies language in the Agreement.

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 procurement for these services is planned for early FY22-23.

The Procurement Manager and HHSA request approval of this amendment to ensure these vital services can continue until a formal Request for Proposal (RFP) can be released.
 
The Performance Measures associated with this Agreement are included in Attachment B. 
Collaborations (including Board advisory groups and external partner agencies)
County Counsel has approved this Agreement as to form.
Competitive Bid Process/Vendor Performance
On November 9, 2017, Yolo County Health and Human Services Agency (HHSA) issued a Request for Proposals (RFP) from qualified community-based organizations to provide Benefits Linkage Program services.
 
HHSA received two proposal(s) from this solicitation.  The proposal submitted by CommuniCare Health Centers, Inc. was evaluated and determined to meet all the required qualifications necessary to successfully provide these services.  The Competitive Bid Process below provides a summary of the RFP evaluation criteria.
 
Request for Proposals (RFP) Service Requested:
Benefits Linkage Program

Evaluation Criteria Included in RFP
  • Company overview (20 points)
  • Experience and past performance (30 points)
  • Responsiveness/Responsibility (10 points)
  • Approach to Project (50 points)
  • Pricing Requirements (30 points)
  • Quality Assurance and Oversight (20 points)
  • Outputs and Outcome Measures (40 points)
  • Financial Information (pass/fail)
  • Quality and Completeness of Proposal (pass/fail)
Bids Received
Bidder Bid
CommuniCare Health Centers $127,626 annually
Yolo County Children’s Alliance $139,231.20 annually
 
The Department confirms CommuniCare Health Centers 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 to be released in FY22-23.

Fiscal Impact
Fiscal impact (see budgetary detail below)
Fiscal Impact (Expenditure)
Total cost of recommended action:    $   20,429
Amount budgeted for expenditure:    $   20,429
Additional expenditure authority needed:    $  
On-going commitment (annual cost):    $   244,490
Source of Funds for this Expenditure
$20,429
Explanation (Expenditure and/or Revenue)
Further explanation as needed:
No general funds are required by this action. These services will be funded by HDAP and CalWORKs. The action increases the contract maximum by $264,918.56 by adding $20,428.52 to Fiscal Year 2021-22 and $244,490.04 to Fiscal Year 2022-23 for a new contract maximum of $716,495.67 for the period of February 1, 2018 through June 30, 2023. The amount of $20,428.52 is included in the HHSA adopted budget for FY 2021-22. The amount of $244,490.04 is included in the HHSA proposed budget for FY 2022-23.
  
 The following is the breakdown of funding for this agreement.
 
  HDAP CalWORKs Total
FY 2017-18
February 1, 2018 through
June 30, 2018
$29,006 $0 $29,006
FY 2018-19
July 1, 2018
through
June 30, 2019
$69,600 $0 $69,600
FY 2019-20
July 1, 2019
through
June 30, 2020
$69,600 $0 $69,600
FY 2020-21
July 1, 2020
through
June 30, 2021
$77,995.15 $39,000 $116,995.15
FY 2021-22
July 1, 2021
through
June 30, 2022
$103,616.50 $83,187.98 $186,804.48
FY 2022-23
July 1, 2022
through
June 30, 2023
$161,302.06 $83,187.98 $244,490.04
Total $511,119.71 $205,375.96 $716,495.67
 
The agreement also includes one one-year extension option for Fiscal Year 2022-23 in an amount less than or equal to $244,490.04.
 
Option Year/
Fiscal Year OY/FY
On or before
June 30, 2024
Revised Agreement Expiration Date
Per OY/FY
On or before
June 30, 2024
Maximum Increased HDAP funding Amount
Per OY/FY
Less than or equal to $161,302.06
Maximum Increased CalWORKs funding Amount Per OY/FY Less than or equal to $83,187.98
Revised Agreement Lifetime Maximum
Per OY/FY
Less than or equal to $960,985.71
 
 
In no event shall the term of the Agreement extend beyond June 30, 2024 nor shall the total contract maximum exceed the amount of NINE HUNDRED SIXTY THOUSAND NINE HUNDRED EIGHTY-FIVE DOLLARS AND SEVENTY-ONE CENTS ($960,985.71), unless otherwise agreed to in writing by the parties and in conformity with the then-current Yolo County Procurement Policy approved by the Yolo County Board of Supervisors.
Attachments
Att. A. Fourth Amendment
Att. B. Performance Measures

<
Form Review
Inbox Reviewed By Date
Nolan Sullivan Nolan Sullivan 04/28/2022 12:18 PM
Financial Services Tom Haynes 04/29/2022 09:21 AM
County Counsel Hope Welton 04/29/2022 09:41 AM
Madison York Madison York 04/29/2022 10:24 AM
Elisa Sabatini Elisa Sabatini 05/03/2022 01:15 PM
Form Started By: Kimberly Mayfield Started On: 04/13/2022 12:20 PM
Final Approval Date: 05/03/2022

    

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