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Health and Human Services Agency (HHSA) recommending the Board:
1) Make findings that the provision of Domestic Violence Shelter-Based services provided by The Center for Violence-Free Relationships (The Center) and Live Violence Free 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) Receive and file the Calendar Year 2022 Domestic Violence Shelter-Based Program Annual Recertification Reports for The Center and Live Violence Free, in accordance with California Welfare and Institutions Code (WIC) Section 18293(h) and WIC Section 18300;
3) Approve and authorize the Chair to sign First Amendment to Agreement for Services 4780 with The Center, increasing the term of the agreement by six (6) months through December 30, 2023, with no change to compensation or rates;
4) Approve and authorize the Chair to sign First Amendment to Agreement for Services 4781 with Live Violence Free, increasing the term of the agreement by six (6) months through December 30, 2023, with no change to compensation or rates;
5) Authorize the Purchasing Agent to execute amendments relating to Agreements 4780 and 4781, contingent upon approval by County Counsel and Risk Management, which do not increase the maximum dollar amounts or terms of the Agreements; and
6) Authorize the HHSA Director, or Director of Public Health to execute programmatic, administrative, and fiscal documents relating to Agreements 4780 and 4781.
FUNDING: Marriage license fees in accordance with California Welfare and Institutions Code Section 18305 (b).
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DISCUSSION / BACKGROUND:
On March 17, 2020, the Board approved to award Request for Qualifications (RFQ) 20-918-033 to the successful Respondents, The Center and Live Violence Free, to provide Domestic Violence Shelter-Based services consistent with California Welfare and Institutions Code (WIC) Sections 18290 - 18309.8 (File ID: 20-0318). The Board also authorized HHSA to negotiate three (3) year agreements for domestic violence services with both The Center and Live Violence Free, with an approximate annual obligation for each Agreement of $50,000, contingent on funding availability, and authorized the Purchasing Agent to execute said Agreements (The Center - 4780; and Live Violence Free - 4781). Both of these Agreements, 4780 and 4781, were fully executed for the terms effective July 1, 2020, through June 30, 2023.
Funding for Domestic Violence Shelter-Based services is paid through fees associated with the issuance of marriage licenses, pursuant to Section 26840 of the Government Code, and funding is dispersed to the contracted Providers on a quarterly basis, consistent with the amount of funding available in the Domestic Violence Special Fund. In accordance with Government Code, revenue collected and interest accrued in the County’s Domestic Violence Special Fund varies and shall be distributed equitably on a quarterly basis to the County’s Domestic Violence Service Organizations contracted to provide said services.
Under this Government Code, a competitive selection process must be performed to award this funding. HHSA worked with County Procurement and Contracts to post a new RFQ to solicit providers to deliver Domestic Violence Shelter-Based services (one for each County Slope), which was posted on April 27, 2023. The award of this new RFQ is not expected to be finalized prior to June 30, 2023, the date that both of the current domestic violence program agreements expire. As a result, HHSA is requesting the Board approve the First Amendment to the Agreement 4780 with The Center and the First Amendment to the Agreement 4781 with Live Violence Free, to extend the terms of both Agreements for an additional six (6) months, with the new term date of December 30, 2023, to avoid a lapse in services, while the RFQ and resulting agreements are in process.
The First Amendments to these Agreements will ensure continuation of necessary domestic violence services without any service interruption while a new RFQ is carried out and the resulting agreements are drafted and executed. HHSA also recommends the Board receive and file the Domestic Violence Shelter-Based Program Annual Certifications and Annual Reports for Calendar Year 2022 submitted by Live Violence Free and The Center. The Certifications satisfy the requirements set forth in WIC Section 18293(h) that each of the aforementioned entities meet the service requirements stated in WIC Section 18294. In addition, as required under WIC Section 18300, each organization has prepared and submitted an annual report for submission to the County Board of Supervisors.
ALTERNATIVES:
Should the Board decline to approve this recommendation, HHSA will have no Providers to provide Domestic Violence Shelter-Based to victims of domestic violence and their children until the completion of the new RFQ and the processing of new agreements. This will create a gap in mandated service delivery. Should the Board not receive and file the aforementioned reports, this would cause the County to be out of compliance with laws and regulations governing mandated Domestic Violence Shelter-Based Programs.
PRIOR BOARD ACTION:
1) 03/17/23, File ID 20-0318, HHSA Award of RFQ 20-918-033 Domestic Violence Shelter Program.
2) 03/08/22, File ID 22-0307, HHSA/PH Annual Reports & Certifications for DV Shelter-Based Program Services
3) 03/09/21, File ID 21-0218, HHSA/PH Annual Reports & Certifications for DV Shelter-Based Program Services
4) 04/05/21, File ID 20-1653, , HHSA/PH Annual Reports & Certifications for DV Shelter-Based Program Services
5) 04/18/17, File ID 17-0364, HHSA Award of RFQ 17-918-038
OTHER DEPARTMENT / AGENCY INVOLVEMENT:
Approved by County Counsel, HR and Risk Management.
CAO RECOMMENDATION:
Approve as recommended.
FINANCIAL IMPACT:
There is no Net County Cost associated with this Agenda Item. Funding for these services is generated through marriage license fees and appropriations has been included in the Fiscal Year 2023-24 Recommended Budget request.
CLERK OF THE BOARD FOLLOW UP ACTIONS
1) Clerk of the Board to obtain signature of Chair on First Amendments to Agreements for Services 4780 and 4781; and
2) Clerk of the Board to return fully executed Amended Agreements to HHSA Contracts Unit via email to hhsa-contracts@edcgov.us.
STRATEGIC PLAN COMPONENT:
Healthy Communities, Improved Health, Well-being, and Self-sufficiency of El Dorado County communities, residents, and visitors
CONTACT
Olivia Byron-Cooper, MPH, Interim Director, Health and Human Services Agency