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Health and Human Services Agency (HHSA) recommending the Board:
1) Make findings pursuant to 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 Agreement for Services 8778 with Upper Room Dining Hall, Inc. for the provision of meal services;
2) Approve and authorize the Chair to sign competitively bid Agreement for Services 8778 with Upper Room Dining Hall, Inc. (Upper Room) in the amount of $1,240,980 for the initial term from October 9, 2024, through October 31, 2027, with the option to extend the term of the Agreement for two additional one-year terms through a term not to exceed October 31, 2029, for a maximum five-year and 23-day term, and total maximum obligation of $2,073,180;
3) Authorize the Purchasing Agent to execute amendments relating to Agreement 8778, contingent upon approval by County Counsel and Risk Management, which do not increase the maximum dollar amount or term of the Agreement; and
4) Authorize the HHSA Director, or the Chief Assistant Director, to execute programmatic, administrative, and fiscal documents relating to Agreement 8778.
FUNDING: 100% State and Federal Homeless Grants.
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DISCUSSION / BACKGROUND:
On April 19, 2022, the Board adopted an Emergency Shelter Crisis Declaration pursuant to Government Code Section 8698.2 to improve health and safety outcomes for unsheltered persons in El Dorado County (Legistar file 22-0630). Thereafter, 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).
On January 10, 2023, the Board Chair executed competitively bid Agreement 6783 with Upper Room for the provision of meal services to the County Navigation Center (referred to as "shelter") participants, in the amount of $565,380 and for the term from January 10, 2023, through July 9, 2024 (Legistar file 22-2280). Thereafter, on June 25, 2024, the Board approved a 90-day extension to Agreement 6783 via Amendment I to allow Upper Room to continue providing meal services at the shelter through October 8, 2024 (Legistar file 24-0693). Through Agreement 6783, Upper Room has prepared and delivered three meals per day to County shelter participants, including a continental breakfast, a sack lunch, and a hot evening meal for each person sheltered.
On March 5, 2024, at the request of HHSA, the Chief Administrative Office (CAO), Procurement and Contracts (P&C) Division posted Request For Qualifications (RFQ) 24-952-039 to competitively procure Navigation Center Operations and Shelter Meal Services. On April 5, 2024, the RFQ closed and evaluations were concluded. On April 23, 2024, P&C posted the resulting Qualified List, which included Upper Room as the single qualified Respondent for Shelter Meal Services. Subsequently, following the competitive RFQ process, HHSA began processing Renewal Agreement 8778 with Upper Room for said services and is presenting the Agreement in this agenda item.
This proposed Agreement with Upper Room is a renewal of Agreement 6783 to continue meal provision services to shelter participants. HHSA recommends the Board approve of competitively bid Agreement 8778 to ensure continuation of necessary Navigation Center meal service provision by Upper Room without any service interruption.
ALTERNATIVES:
Should the Board decline to approve this recommendation, meal services at the County’s Navigation Center would cease until a new meal supplier could be obtained.
PRIOR BOARD ACTION:
1) 04/19/22, 22-0630, HHSA Navigation Center Presentation
2) 09/20/22, 22-1693, Supervisor Parlin and Thomas
3) 01/10/23, 22-2280, HHSA Upper Room Dining Hall, Inc. Agreement 6783
4) 06/25/24, 24-0693, HHSA Upper Room Dining Hall, Inc. Agreement 6783 A1
OTHER DEPARTMENT / AGENCY INVOLVEMENT:
Approved by County Counsel, Human Resources, CAO P&C, and Risk Management. The Auditor-Controller has been 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 2024-25 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 Agreement for Services 8778.
STRATEGIC PLAN COMPONENT:
Safe and Healthy Communities
Priority: Develop a continuum of support and housing opportunities for unhoused individuals
Action Item: Complete the Navigation Center
CONTACT
Olivia Byron-Cooper, MPH, Director, Health and Human Services Agency