Title
Health and Human Services Agency recommending the Board:
1) Make findings pursuant to Section 3.13.030 (B) of the El Dorado County Ordinance Chapter 3.13, Contracting Out, that specialty skills and qualifications not expressly identified in County classifications are involved in the provision of proprietary LIHEAP supporting software system "ServTraq";
2) Approve and authorize the Purchasing Agent to execute Purchase Contract 8666 with Central Coast Energy Services, Inc., in the amount of $73,800 and for the retroactive term of three years from June 1, 2024, through May 31, 2027; and
3) Authorize the Purchasing Agent to execute further documents relating to Purchase Contract 8666, contingent upon approval by County Counsel and Risk Management, including amendments which do not increase the maximum dollar amount or term of the Agreement.
FUNDING: 100% Federal Low Income Home Energy Assistance Program.
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DISCUSSION / BACKGROUND:
LIHEAP provides services to assist eligible low-income households in meeting their energy needs. Within El Dorado County, HHSA's Community Services Division (CSD) oversees LIHEAP, which includes the provision of financial assistance to eligible households to aid in payment of utility bills through the Home Energy Assistance Program (HEAP) and the home Weatherization Program. LIHEAP’s Weatherization Program provides free energy efficiency upgrades and weatherization services to low-income households to lower their monthly utility bills while also improving the health and safety of the household's occupants.
The County has contracted with CCES for the provision of its proprietary LIHEAP supporting software system "ServTraq" since 2015. This critical ServTraq software application and platform enables the County’s LIHEAP to provide delivery of services, including processing of HEAP and Home Weatherization Program applications for qualified households in El Dorado and Alpine counties. The ServTraq system also provides LIHEAP staff with the ability to complete required tracking and reporting to the State of California.
The most recent County Agreement 5343 with CCES expired on May 31, 2024. After its expiration, CCES agreed to continue providing services to HHSA LIHEAP while the contract renewal process was being completed. In order to process the expected invoices beginning June 1, 2024, a retroactive contract is needed. The proposed renewal Purchase Contract 8666 will be effective June 1, 2024, to ensure continuity of software services.
HHSA is requesting the Board approve this retroactive start date due to delays in processing of the renewal contract, as while the request was assigned to a prior HHSA Purchasing staff member in February 2024, the request was overlooked in the time immediately following the assigned staff member’s departure. Current Purchasing staff became aware of the pending Purchase Contract about a month after the fact, after which the resulting processing of the contract had to go through various County departments. Consequently, the previous contract expired prior to this proposed renewal contract being finalized, which resulted in a gap in services. As the software services are crucial to LIHEAP, the vendor agreed to continue providing ServTraq access to HHSA staff while this renewal was being finalized.
To ensure program continuity, and no loss in service to the community or State reporting requirements and tracking, this request is being made for the retroactive contract with CCES for continued usage of their proprietary ServTraq software.
ALTERNATIVES:
Should the Board decline to approve this recommendation, CCES will cease providing this software and HHSA would not have the tools necessary to manage the LIHEAP State tracking and reporting requirements.
PRIOR BOARD ACTION:
N/A
OTHER DEPARTMENT / AGENCY INVOLVEMENT:
County Counsel, Human Resources, Risk Management, and Information Technologies.
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 and will be included in future budgets for the term of the Purchase Contract.
CLERK OF THE BOARD FOLLOW UP ACTIONS:
N/A
STRATEGIC PLAN COMPONENT:
N/A
CONTACT:
Olivia Byron-Cooper, MPH, Director, Health and Human Services Agency