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Health and Human Services Agency (HHSA) recommending the Board:
1) Make findings that the provision of Navigation Center shelter operations and case management services provided by Volunteers of America Northern California and Northern Nevada, Inc. (VOA-NCNN) 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 in accordance with El Dorado County Ordinance Code, Chapter 3.13.030(B);
2) Make findings in accordance with Procurement Policy C-17 Section 3.4(6), to extend the term of competitively bid Agreement for Services 6722 with VOA-NCNN for an additional 90 days, as “the services are needed by the County pending a competitive solicitation award and the contractor with the most recently awarded contract agrees to extend the contract for an interim period at the same contract rates, terms, and conditions as the previous award,” while the Request for Qualifications (RFQ) to procure these services for a new term is currently in process;
3) Approve and authorize the Chair to sign Amendment IV to competitively bid Agreement 6722 with VOA-NCNN increasing the contract value by $500,000, for a new amount of $2,719,779, at the same rates, terms and conditions, and a 90-day term for a revised term of June 28, 2022, through September 29, 2024;
4) Authorize the Purchasing Agent to execute amendments relating to Agreement 6722, 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 6722.
FUNDING: 100% Federal Community Development Block Grant - Coronavirus.
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DISCUSSION / BACKGROUND:
On January 6, 2022, on behalf of HHSA, County’s Chief Administrative Office (CAO) Procurement and Contracts (P&C) Division issued Request for Qualifications (RFQ) No. 22-952-033 for the provision of Homelessness Outreach, Prevention, Housing Supports, and Supportive Services (HOP-HSSS). On June 28, 2022, as a result of this competitive solicitation, the Board approved and executed Agreement 6722 with VOA-NCNN, to provide all emergency shelter operations at the County Navigation Center for the term upon execution through June 27, 2023 (Legistar file 22-1080).
On September 20, 2022, the Board directed HHSA to develop a temporary Navigation Center at 299 Fair Lane, which opened for operations on February 7, 2023 (Legistar file 22-1693). Since that date, VOA-NCNN has been successfully providing shelter services including on-site and off-site services to reduce housing barriers and rehouse guests, on-site experienced case managers to develop housing plans and link guests with partner agencies, assistance with job searches, telephones for benefits application, all necessary linen and hygiene supplies, on-site laundry, distribution of three meals per day to current shelter guests and access to snacks daily, and enforcing written rules to assure guest, staff, and community safety.
On March 13, 2023, Amendment I to Agreement 6722, was fully executed between HHSA and VOA-NCNN, which updated multiple contract articles and added applicable funding language. On June 20, 2023, Amendment II to Agreement 6722 was executed by the Board, which updated service provisions in the Scope of Work, extended the term by one year through June 30, 2024, and increased the compensation by $871,816 for a new total amount of $2,219,779 (Legisar file 23-0631). Further changes to the Scope of Work and updated contract provisions were included in Amendment III, approved by the Purchasing Agent on December 5, 2023.
On March 5, 2024, at the request of HHSA, CAO’s P&C Division posted RFQ 24-952-039 to competitively procure Navigation Center Operations and Meal Services for the County’s Navigation Center. Said RFQ closed on April 5, 2024, and evaluations are currently underway, with the resulting qualified list pending. Pursuant to Board Policy C-17 Section 3.4(6), an extension of a competitively bid agreement for an additional 90- day period at the same contracted rates, terms, and conditions as the previous award is allowed while the competitive bidding process is in progress. Amendment IV to Agreement 6722 extends the term of the current Agreement for an additional 90 days, with no changes to the prior agreed upon rates, terms, and conditions. This extension is necessary to ensure continuity of Navigation Center services pending the competitive solicitation award. VOA-NCNN has agreed to this extension for the interim 90-day period under the same terms and conditions as the previous award, and at the same contract price of $166,000 per month, increasing the amount by $500,000, for a new total amount of $2,719,779.
HHSA is recommending the Board approve this Amendment IV to Agreement 6722 to allow VOA-NCNN to continue operations and case management services for the Navigation Center to support County residents experiencing homelessness, while the new RFQ is being processed.
ALTERNATIVES:
Should the Board decline to approve this item, County’s Navigation Center would have to cease operations until a new Navigation Center operator could be obtained.
PRIOR BOARD ACTION:
1) 06/28/22, 22-1080, HHSA #6722 Volunteers of America NC
2) 09/20/22, 22-1693, Supervisor Parlin and Thomas
3) 06/20/23, 23-0631, HHSA Volunteers of America, 6722 A2
OTHER DEPARTMENT / AGENCY INVOLVEMENT:
Approved by County Counsel, Human Resources, and Risk Management.
CAO RECOMMENDATION:
Approve as recommended.
FINANCIAL IMPACT:
There is no Net County Cost associated with this Agenda item. Funding for the Navigation Center is provided through various federal and state homeless grant programs. 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.
CLERK OF THE BOARD FOLLOW UP ACTIONS
Clerk of the Board to obtain signature of Chair on one original Amendment IV to Agreement 6722.
STRATEGIC PLAN COMPONENT:
Safe and Healthy Communities
CONTACT
Olivia Byron-Cooper, MPH, Director, Health and Human Services Agency