Title
Health and Human Services Agency recommending the Board:
1) Make findings that the provision of services provided by Social Entrepreneurs, Inc. (SEI), to conduct the El Dorado Opportunity Knocks Continuum of Care annual sheltered and biannual unsheltered Point-in-Time counts are in the public's best interest and that there are specialty skills, qualifications, and equipment not expressly identified in County classifications involved in the performance of the work in accordance with El Dorado County Ordinance Code, Chapter 3.13.030(B), El Dorado County Charter, Section 210(b)(6);
2) Approve and authorize the Chair to sign Amendment I to competitively bid Agreement for Services 8113 with SEI, which increases the term by one year and increases the amount by $16,969.25 to cover the term extension, for a new maximum obligation of $143,964.20, and the extended term through September 30, 2027; and
3) Authorize the Purchasing Agent to execute amendments relating to Agreement 8113, contingent upon approval by County Counsel and Risk Management, which do not increase the maximum dollar amount or term of the Agreement.
FUNDING: 100% Federal Funding awarded through U.S. Department of Housing and Urban Development Continuum of Care Planning Grants.
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DISCUSSION / BACKGROUND
As the CoC governing authority, HUD requires local CoCs to conduct a PIT count of homeless individuals who are sheltered in emergency shelter, transitional housing, and Safe Havens, and a biannual PIT count of unsheltered homeless individuals within the local jurisdiction. Each PIT count is planned, coordinated, and carried out locally in a CoC’s geographical region and is required to be conducted during the last 10 days in January, unless otherwise directed by HUD. The PIT count data provides critical updates to the County, EDOK CoC, HHSA, state and federal funding agencies, and community partners on local progress made towards preventing and ending homelessness in the County.
On December 5, 2023, the Board awarded the successful proposal received in response to Request for Proposal (RFP) 23-918-082 to SEI to complete the EDOK annual sheltered and biannual unsheltered PIT Counts, surveys, and analysis of homeless individuals in El Dorado County, and report preparation required by the HUD (Legistar file: 23-1754). The Board also authorized the Chair to execute Agreement 8113 with SEI to conduct the EDOK CoC mandated 2024 and 2026 Unsheltered PIT count services, 2024, 2025, and 2026 Sheltered PIT and Housing Inventory (HIC) count services, and related HUD reporting activities. This Agreement expires on September 30, 2026.
Amendment I to Agreement 8113 is necessary to extend the term by one year and add additional funds to cover this term extension to enable SEI to conduct the County’s mandated 2027 HIC and Sheltered PIT count activities. This extension will not include support for an Unsheltered PIT count, as that activity is not anticipated to take place again until January 2028.
Board approval of this amendment is recommended to ensure continuation of necessary PIT count services and reporting in the County for 2027. Further, HHSA recommends approval of this Item as the collection and reporting of this PIT count data is essential to meeting the EDOK CoC requirements for further HUD funding. It is important to note that there is not enough funding available to cover a new three-year renewal as the EDOK CoC has only one year of funding available. Consequently, the EDOK Board is opting to extend the term of the current competitively bid SEI Agreement for one year to cover the mandated 2027 HIC and PIT counts. For future PIT/HIC counts, HHSA will work with the Chief Administrative Office Procurement and Contracts Division to issue a new RFP to competitively bid the new agreement.
ALTERNATIVES
Should the Board decline to approve this amendment, HHSA Housing and Homelessness Services will attempt to provide the mandated PIT count services for 2027, however, may experience staffing inadequacies and may not successfully fulfill the EDOK CoC HUD PIT count survey and reporting obligations required by HUD. As the Administrative Entity for the EDOK CoC, HHSA may also risk future HUD funding opportunities due to possible deficiencies in meeting the HUD PIT count requirements.
PRIOR BOARD ACTION
12/05/2023 Legistar file 23-1754, HHSA Social Entrepreneurs, Inc. Agreement 8113
OTHER DEPARTMENT / AGENCY INVOLVEMENT
County Counsel, Human Resources and Risk Management.
CAO RECOMMENDATION
Approve as recommended.
FINANCIAL IMPACT
There is no Net County Cost associated with this agenda item. Sufficient appropriations were included in the Fiscal Year 2026-27 budget and will be included in future budgets for the term of the Agreement.
CLERK OF THE BOARD FOLLOW UP ACTIONS
Clerk of the Board to obtain signature of Chair on one original Amendment I to Agreement for Services 8113.
STRATEGIC PLAN COMPONENT
N/A
CONTACT
Olivia Byron-Cooper, MPH, Director, Health and Human Services Agency