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Health and Human Services Agency (HHSA) recommending the Board:
1) Make findings that the provision of non-medical in-home support services provided by DNT In Home Care, Inc. are in the public's best interest and that due to the limited timeframes, temporary or occasional nature, or schedule for the project or scope of work, the ongoing aggregate of work to be performed is not sufficient to warrant the addition of permanent staff in accordance with El Dorado County Ordinance Code, Chapter 3.13.030(B), El Dorado County Charter, Section 210(b)(6), and/or Government Code Section 31000;
2) Make findings in accordance with Procurement Policy C-17 Section 3.4, 2(f) exempting the competitive bidding process with DNT In Home Care, Inc., with Purchasing Agent concurrence, because “the procurement is for services where the continuity of providers will provide efficiency or critical knowledge, and other providers of the services cannot provide similar efficiencies or critical knowledge”;
3) Approve and authorize the Chair to sign Agreement for Services 7880 with DNT In Home Care, Inc., in the amount of $260,000, and for the initial term of October 1, 2023, through September 30, 2024 with the option to extend the term for up to three additional one year terms after the initial expiration date through September 30, 2027;
4) Authorize the Purchasing Agent to execute amendments relating to Agreement 7880, contingent upon approval by County Counsel and Risk Management, which do not increase the maximum dollar amount or term of the Agreement; and
5) Authorize the HHSA Director, or the Chief Assistant Director, to execute programmatic, administrative, and fiscal documents relating to Agreement 7880.
FUNDING: Federal Adult Protective Services (APS) American Rescue Plan Act (ARPA) Allocation, AB 135 APS Expansion Funding, Federal California Governor's Office of Emergency Services (CalOES) Elder and Dependent Adult Abuse Program (EDAAP) Grant, APS Home Safe Allocation, Area Agency on Aging (AAA) Family Caregiver Support Program (FCSP), AAA Supportive Services, AAA Older Americans Recovery and Resilience Fund (OARR), and Community Services Block Grant Discretionary Funding.
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DISCUSSION / BACKGROUND:
HHSA, through its Community and Social Services Divisions, offers a wide range of programs to residents ages 60 and over, disabled dependent adults, and at-risk adults residing in the County to help these individuals meet their basic needs, help improve their quality of life, and help them remain independent. HHSA Community Services programs include the Family Caregiver Support Program (FCSP), Senior Health Education Program, Senior Supportive Services, Long Term Care Ombudsman, Senior Activities, Senior Nutrition, Senior Legal, and Senior Day Dare. HHSA Social Services Programs include the APS Home Safe Program and the Elder and Dependent Adult Abuse Program. Vulnerable clients of the above programs struggling to meet their needs and thus at risk without the provision of supportive services for an interim period and/or individuals who have been the victim of a crime and are in need of short-term, temporary assistance while working on more permanent solutions for their situation will gain assistance.
HHSA has successfully contracted with DNT In Home Care, Inc. since December 3, 2020, for the provision of non-medical in-home support services, homemaker assistance and chores, personal care, transportation to medical appointments, and respite care to clients enrolled in the FCSP and Senior Supportive Services programs.
This proposed Agreement with DNT In Home Care, Inc. is a renewal of Agreement 5133 signed by the Purchasing Agent on December 3, 2020, with the Amendment I to this Agreement approved by the Board on October 26, 2021 (File 21-0803), and Amendment II approved by the Board on August 29, 2023 (File 23-1315).
This renewal Agreement 7880 will ensure the continuation of necessary non-medical in-home support and transportation services without any service interruption for FCSP, Senior Supportive Services, and APS clients, which are mandated programs established under the Older Americans Act of 1965, Title III, E, and Title III, B.
HHSA recommends that the Board of Supervisors (Board) approve of this Agreement to enable these services to continue to be provided to vulnerable clients enrolled in the APS, AAA FCSP, and Supportive Service programs, whom without these services, will be unable to meet their basic needs.
In adherence with Procurement Policy C-17 Section 3.4, 2(f) exemption from competitive bidding, HHSA recommends, with Procurement and Contracts Division concurrence, that the Board waive competitive bidding requirements as “the procurement is for services where the continuity of providers will provide efficiency or critical knowledge, and other providers of the services cannot provide similar efficiencies or critical knowledge.”
ALTERNATIVES: Should the Board decline to approve these recommendations, HHSA will be limited in the service providers available to provide these services and may not be able to provide these needed services to at-risk and vulnerable adults in the community.
PRIOR BOARD ACTION:
1) 10/26/2021, File ID 21-0803, HHSA 5133-A1 Senior Helpers
2) 08/29/2023, File ID 23-1315, HHSA Amendment II to Agreement 5133
OTHER DEPARTMENT / AGENCY INVOLVEMENT:
Approved by County Counsel, Human Resources, and Risk Management. The Auditor-Controller has been notified of this Agreement.
CAO RECOMMENDATION:
Approved as recommended.
FINANCIAL IMPACT:
There is no Net County Cost associated with this Agenda item. Sufficient appropriations are included in the Fiscal Year 2023-24 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 (1) original Agreement for Services 7880.
STRATEGIC PLAN COMPONENT:
Healthy Communities
CONTACT
Olivia Byron-Cooper, MPH, Interim Director, Health and Human Services Agency