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Health and Human Services Agency (HHSA), as the Administrative Entity for the El Dorado Opportunity Knocks Continuum of Care (CoC), is recommending the Board:
1) Make findings pursuant to El Dorado County Ordinance Chapter 3.13, Contracting Out, that the provision of Continuum of Care (CoC) Technical Assistance services provided by Consultant 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;
2) Approve and authorize the Chair to execute the competitively bid Agreement for Services 8811 with Homebase, in the amount of $899,992 for the initial three-year term from October 1, 2024, through September 30, 2027, with the option to extend the term of the Agreement for two additional one-year terms through September 30, 2029, for a maximum five-year term and maximum obligation of $1,499,990;
3) Authorize the Purchasing Agent to execute amendments relating to Agreement 8811, contingent upon approval by County Counsel and Risk Management, which do not increase the maximum dollar amount or term of the Agreement; and
4) Authorize the HHSA Director, or the Chief Assistant Director, to execute programmatic, administrative, and fiscal documents relating to Agreement 8811.
FUNDING: Federal: U.S. Department of Housing and Urban Development Continuum of Care Planning Grants and State: Homeless Housing, Assistance and Prevention Program and Permanent Local Housing Allocation Program Funding.
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DISCUSSION / BACKGROUND:
El Dorado Opportunity Knocks Continuum of Care (EDOK CoC) is a regional planning body of representative stakeholders in El Dorado County that coordinates the community’s policies, strategies, and activities toward preventing and ending homelessness. In order for the EDOK CoC to apply for or receive Continuum of Care (CoC) designated State and Federal funding allocations, the EDOK CoC is required to designate an Administrative Entity (AE), to serve on their behalf to accept and administer CoC awarded funding, pursuant to Section 578.3 of Title 24 of the Code of Federal Regulations and designated by the CoC to administer program funds.
HHSA has been designated by the EDOK CoC Board to serve as the EDOK AE to accept and administer CoC awarded funding, and also as the Collaborative Applicant for CoC funding opportunities. HHSA and the EDOK CoC have determined that it is necessary to obtain one or more CoC Technical Assistance Consultants to provide strategic and practical technical assistance to the EDOK CoC and to County staff in support of the County’s Housing and Homelessness Services Program (HHSP).
In accordance with the Board Procurement Policy C-17, a formal solicitation via County issued Request for Qualifications (RFQ) No. 24-0036 was performed for the services provided under Agreement 8811, which closed on April 9, 2024. Following the RFQ’s evaluation process, Homebase, the single Respondent, was awarded to the Qualified List posted by Chief Administrative Office (CAO) Procurement and Contracts (P&C) Division on May 3, 2024.
Homebase provides strategic and practical technical assistance, capacity building, training, and support to both the EDOK CoC and HHSA HHSP staff to ensure adherence to Federal and State rules and regulations with regard to a housing and homelessness system of care. Homebase also works with County staff, EDOK Board members, and community stakeholders to identify and address systemic challenges, develop strategies to respond to system gaps, and implement such strategies.
This proposed agreement with Homebase is a renewal of Agreement 5919 which expires September 30, 2024, and would ensure continuation of necessary technical assistance consulting services for EDOK CoC and HHSP staff.
ALTERNATIVES:
Should the Board decline to approve Agreement 8811, both the EDOK CoC and the HHSP staff would be without technical assistance to ensure adherence to HUD requirements in providing services to the homeless population. Further, both parties would not receive the technical assistance and support needed to continue developing and implementing the County’s homelessness system of care.
PRIOR BOARD ACTION:
1) 12/07/21, 21-1602, HHSA 5919 Amendment 1 CFCC- HomeBase
2) 09/27/22, 22-1440, HHSA The Center For Common Concerns dba Homebase, A2
3) 09/26/23, 23-1268, HHSA 5919-A4 HomeBase (The Center for Common Concern)
OTHER DEPARTMENT / AGENCY INVOLVEMENT:
County Counsel, Human Resources, CAO P&C Division, 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 2024-25 Budget request and will be included in future budgets for the term of the Agreement. The Agreement is funded with State and Federal funding for housing and homelessness services. The source of the State and Federal funding for the Agreement will change during the term of the Agreement based upon funding allocations to the EDOK CoC and HHSP.
CLERK OF THE BOARD FOLLOW UP ACTIONS
Clerk of the Board to obtain signature of Chair on one original Agreement for Services 8811.
STRATEGIC PLAN COMPONENT:
Safe and Healthy Communities
Priority: Develop a continuum of support and housing opportunities for unhoused individuals
Action: Continue Engagement with County departments, the homeless community, and countywide partners to develop effective strategies including for example, transitional housing
CONTACT
Olivia Byron-Cooper, MPH, Director, Health and Human Services Agency