Title
Probation Department recommending the Board:
1) Make findings in accordance with El Dorado County Ordinance Code, Chapter 3.13.030 (B) that specialty skills and qualifications not expressly identified in County classifications are involved in the performance of the Agreement for Services 10252;
2) Approve and authorize the Chair to sign retroactive, competitively-procured Agreement for Services 10252 with Justice Benefits, Inc. for the provision of professional assistance specific to federal Title IV-E Administrative Claims for the term of August 14, 2026, through August 13, 2029, in the amount of $220,000; and
3) Authorize the Purchasing Agent, or designee, to execute further documents relating to Agreement for Services 10252, including amendments that do not increase the maximum dollar amount or term of the Agreement, and contingent upon approval by County Counsel and Risk Management.
FUNDING: 100% Title IV-E (Federal Payments for Foster Care, Prevention, and Permanency).
Body
DISCUSSION / BACKGROUND
Title IV-E of the Social Security Act (Title IV-E) allows local governments to claim partial reimbursement for specified activities undertaken for youth in foster care, youth at risk for removal from their homes, and youth in general. Title IV-E provides support for payments on behalf of eligible children, as well as funds for related case management activities, training, data collection, and other costs of program administration. Administrative funding is calculated based on Probation Officer documentation of time spent on the specified activities. Claims are based on time studies completed for each calendar quarter.
Justice Benefits, Inc. (JBI) has been providing professional assistance specific to Title IV-E administrative claims, time study software, and assisting in exploring new state funding opportunities to the Probation Department (Probation) since August 14, 2017.
Current agreement #7841 with JBI expires on August 13, 2026. As the amount of #10152 exceeds Purchasing Agent authority, Probation had prepared and scheduled the new agreement to be approved and executed by the Board of Supervisors on July 28, 2026. On July 20, 2026, JBI contacted County Procurement & Contracts and Probation, advising of changes needed to the new agreement. As #10152 had already been approved pending Board Chair signature, it needed to be routed again for approvals. A new Board date was scheduled as soon as practicable.
On March 25, 2026, Procurement and Contracts notified Probation that Request for Proposal (RFP) 23-946-054, which was less than three years old, can be used as a basis for a new contract with JBI. The RFP, for Federal Title IV-E Assistance and Administrative Claims, formally concluded on May 5, 2023. JBI was the sole responsive, responsible bidder to the RFP.
ALTERNATIVES
The Board could choose not to approve this Agreement. Federal payments could be decreased, as the vendor monitors staffing of Title IV-E tasks that are claimed to receive maximum reimbursement for foster-care related duties.
PRIOR BOARD ACTION
Legistar file 20-1204 - October 6, 2020 - Board approved Amendment I to Agreement #4026 with Justice Benefits, Inc.
Legistar file 21-0911 - July 27, 2021 - Board approved Agreement #5758 with Justice Benefits, Inc.
Legistar file 22-2313 - January 24, 2023 - Board approved Amendment I to Agreement #5758 with Justice Benefits, Inc.
Legistar file 23-0716 - August 15, 2023 - Board approved Agreement #7841 with Justice Benefits, Inc.
OTHER DEPARTMENT / AGENCY INVOLVEMENT
Health and Human Services Agency, Procurement and Contracts, and County Counsel
CAO RECOMMENDATION
Approve as recommended.
FINANCIAL IMPACT
There is no General Fund impact or increase to Net County Cost. Funding for this item is included in Probation’s Fiscal Year 2026-27 budget and will be included in subsequent years’ budget requests.
CLERK OF THE BOARD FOLLOW UP ACTIONS
1) Obtain signature of Chair on two originals of Agreement #10252.
2) Forward one fully executed document to the Probation Department, Attn: Jackie Cook, Administrative Analyst; for finalization and distribution to vendor.
STRATEGIC PLAN COMPONENT
N/A
CONTACT
Nikki Moeszinger, Chief Fiscal Officer