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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 specialty skills and qualifications not expressly identified in County classifications are involved in the performance of the work;
2) Make findings in accordance with Procurement Policy C-17 Section 3.4(6) exempting the competitive bidding process, because “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 price, terms, and conditions as the previous award”, which will allow continuity in services while a new Request for Qualifications for school and community-based therapy services is in process;
3) Approve and authorize the Chair to sign Amendment I to Agreement for Services 6989 with Sierra Child and Family Services, Inc., extending the term for one additional month through July 31, 2024, with no change to the compensation amount of $650,000, standard articles, or the current rates of the contract; and
4) Authorize the HHSA Director, or the Chief Assistant Director, to execute programmatic, administrative, and fiscal documents relating to Agreement 6989.
FUNDING: 100% Federal Community Mental Health Services Block Grant.
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DISCUSSION / BACKGROUND:
Since 1997, HHSA has been a recipient of the Community Mental Health Services Block Grant (2), funded through the Center for Mental Health Services (CMHS) within the Substance Abuse and Mental Health Services Agency (SAMHSA). The Department of Health Care Services (DHCS) oversees SAMHSA and administers the MHBG and allocates the funds each year to the 58 local county mental health plans (MHPs). Through the annual MHBG funding, MHPs and their contracted providers deliver a broad array of treatment and support services within their communities that include over 150 mental health programs. In El Dorado County, HHSA’s Behavioral Health Division serves as the local MHP.
Since Fiscal Year (FY) 2014-15, HHSA has utilized MHBG funding to provide Dialectical Behavior Therapy (DBT) and Transitional Age Youth First Episode Psychosis (FEP) services in El Dorado County high schools. DBT is an evidence-based psychotherapy approach used to treat many conditions, based on mindfulness skills, distress tolerance skills, and emotional regulation. FEP refers to the initial symptoms of psychosis, and when a client is connected quickly with the right treatment services, the services can be life changing and may radically alter the person’s future.
In December 2019, the Chief Administrative Office (CAO) Procurement and Contracts Division (P&C), on behalf of HHSA, processed Request for Proposal (RFP) 20-918-029 to solicit a provider of DBT and Transitional Age Youth FEP services on the West Slope of El Dorado County, which resulted in a single proposal from Sierra Child and Family Services, Inc. (SCFS). On January 14, 2020, SCFS’s proposal to said RFP was awarded by the Board, and Agreement 4342 was executed with SCFS for a one-year term to coincide with then MHBG FY funding award (Legistar file 19-1461). Thereafter, subsequent Agreements 5012 and 5417 were approved by the Board and executed with SCFS, each for one-year terms to coincide with the MHBG FY funding awarded to HHSA (Legistar files: 20-0908 and 21-0002). Most recently, on March 14, 2023, Agreement 6989 was approved by the Board and executed with SCFS for a two-year term, from July 1, 2022, through June 30, 2024, utilizing MHBG FY 2022-23 and 2023-24 funding awards, in an amount not to exceed $650,000 (Legistar file 23-0186).
The success of the SCFS DBT and FEP programs on high school campuses has been supported by collaboration between SCFS and El Dorado County area schools, resulting in dedicated space in the high schools to conduct mental health screenings and services to ensure easy access for eligible children and youth.
On April 17, 2024, CAO P&C, on behalf of HHSA, posted a new RFQ to solicit providers of DBT and FEP services in EL Dorado County. The RFQ closed on May 13, 2024, and is in the evaluation process; therefore, the resulting contract award has not been finalized. Consequently, Amendment I to Agreement 6989 is being requested for a one-month extension to ensure continuity in services in the interim and to allow unspent MHBG funding allocations from FY 2022-23 and FY 2023-24 to be expended, with no increase to the maximum obligation. HHSA is anticipating the FY 2024-25 MHBG award from DHCS prior to this amendment’s execution. This extension will benefit youth in the community as high schools have an established space for SCFS to provide the DBT and FEP services in the schools.
HHSA is recommending the Board approve this Amendment I to allow HHSA to continue using SCFS for youth services in the interim. This recommendation aligns with Board Procurement Policy C-17 Section 3.4 (6), which exempts the competitive bidding process, because “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 price, terms, and conditions as the previous award,” as Amendment I to Agreement 6989 does not change the amount of the contract, provider rates, or standard contract articles.
ALTERNATIVES:
Should the Board decline to approve the recommendations, HHSA will be out-of-compliance with its FY 2024-25 MHBG plan and funding application submitted to DHCS, which indicates that the services will be contracted out due to the specialized skills needed to provide DBT and FEP services. Furthermore, it would cause a disruption of services to youth currently receiving said services, and limit access to those who are eligible for said services.
PRIOR BOARD ACTION:
1) 01/14/20, 19-1461, HHSA DBT & FEP RFP Award to Sierra Child & Family Services Agreement 4342
2) 09/01/20, 20-0908, HHSA Sierra Child & Family Services Agreement 5012
3) 06/29/21, 21-0002, HHSA Sierra Child & Family Services Agreement 5417
4) 03/14/23, 23-0186, HHSA Sierra Child & Family Services Agreement 6989
OTHER DEPARTMENT / AGENCY INVOLVEMENT:
County Counsel, Human Resources, Risk Management and CAO Procurement and Contracts.
CAO RECOMMENDATION:
Approve as recommended.
FINANCIAL IMPACT:
There is no Net County Cost associated with this agenda item as funding is provided through MHBG funding. Sufficient appropriations have been included in HHSA's Fiscal Year 2024-25 Budget.
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 6989.
STRATEGIC PLAN COMPONENT:
N/A
CONTACT
Olivia Byron-Cooper, MPH, Director, Health and Human Services Agency