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Health and Human Services Agency (HHSA) 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 the therapeutic counseling services provided by Susan Stoeffler, MFT require specialty skills and qualifications not expressly identified in County classifications involved in the performance of the work;
2) Make findings in accordance with Procurement Policy C-17 Section 3.4(2f) exempting the competitive bidding process, 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 Amendment I to Agreement for Services 8062 with Susan Stoeffler, MFT, increasing the contract value by $74,198, for a new maximum obligation of $150,000;
4) Authorize the Purchasing Agent to execute amendments relating to Agreement 8062, 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 8062.
FUNDING: 28% federal funding including Temporary Assistance for Needy Families, Foster Care (Title IV-E), Stephanie Tubbs Jones Child Welfare Services Program (Title IV-B Subpart 1 of the Social Security Act), and 72% County Realignment Funding.
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DISCUSSION / BACKGROUND:
Pursuant to California Welfare and Institutions Code (WIC) Sections 16501-16508, Section 361.5 (a), Section 16501.1 (b)(5), and Section 361 (e), HHSA Child Welfare Services Program (CWS) is required to provide services to promote family reunification for children and families. Such services are designed to promote the well-being of children by ensuring safety, achieving permanency, and strengthening families to successfully care for their children. HHSA maintains agreements with multiple contractors for the provision of therapeutic counseling services to ensure that CWS clients can be referred by their case worker on an “as needed” basis to receive necessary, and sometimes court-mandated services from the most appropriate and conveniently located contractor. The choice of contractor is based upon the specific needs of each individual HHSA client.
The Purchasing Agent signed Agreement 8062 with Susan Stoeffler, MFT on October 18, 2023, to provide therapeutic counseling, classes, and related services to clients referred by CWS. This Amendment I is needed to update service authorization language, billing rates, standard contract articles, and increase the not to amount to $150,000.
HHSA requests the Board approve Amendment I to Agreement for Services 8062 to ensure continuation of necessary services without any service interruption. These services include therapeutic counseling for clients who do not qualify through their private insurance, attendance at juvenile court appearances, Child and Family Team (CFT) or Multidisciplinary Team (MDT) meetings, individual/couples/family therapy, and initial or client progress reports. The Contractor collaborates with CWS staff to help clients address trauma and other issues through therapy, aiming for family reunification or safely maintaining children in their homes. Due to increased demand for these services, the overall utilization of this agreement has risen.
In accordance with Board of Supervisors Procurement Policy C-17, the contractor is exempt from competitive bidding, with Purchasing Agent concurrence, per Section 3.4 (2)(f), 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 this recommendation, HHSA will continue to provide services through existing contractors, however, clients currently receiving services from Susan Stoeffler, MFT may have an interruption in services received. Further, HHSA would fail to meet the mandated therapeutic counseling service needs of CWS clients.
PRIOR BOARD ACTION:
N/A
OTHER DEPARTMENT / AGENCY INVOLVEMENT:
Approved by County Counsel, Human Resources, and Risk Management. The Auditor-Controller was notified in accordance with Policy B-12.
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 2025-26 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 8062.
STRATEGIC PLAN COMPONENT:
N/A
CONTACT:
Olivia Byron-Cooper, MPH, Director, Health and Human Services Agency