Title
Health and Human Services Agency (HHSA) recommending the Board:
1) Make findings that the provision of California Work Opportunity and Responsibility to Kids (CalWORKs) Stage One Child Care administration services provided by Contractor are in the public's best interest and that the work can be more economically and feasibly performed by an independent contractor or consultant than County employees in accordance with El Dorado County Ordinance Code, Chapter 3.13.030(A);
2) Make findings in accordance with Procurement Policy C-17 Section 3.4.2(f) 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 Agreement for Services 7658 with Catalyst Family, Inc. doing business as Catalyst Community (Catalyst Community) in the amount of $1,600,000 and for the term of February 27, 2024, through February 26, 2027;
4) Authorize the Purchasing Agent to execute further documents relating to Agreement for Services 7658, including amendments which do not increase the maximum dollar amount or term of the Agreement, contingent upon approval by County Counsel and Risk Management; and
5) Authorize the HHSA Director, or Assistant Director of Human Services to execute programmatic, administrative, and fiscal documents relating to Agreement 7658.
FUNDING: 94% Federal Temporary Assistance for Needy Families (TANF) and 6% State General Fund.
Body
DISCUSSION / BACKGROUND:
El Dorado County (County) HHSA has historically administered the CalWORKs Stage One Child Care program, primarily due to funding structure/allocations. Recently, the California Department of Social Services (CDSS) re-structured funding methodologies and developed a distinct Stage One Child Care allocation which can no longer be leveraged to support expenditures in other CalWORKs allocations (i.e. CalWORKs eligibility, Welfare to Work [WTW], etc.). With the establishment of the fully reimbursable, stand-alone Stage One Child Care allocation from the CDSS, the HHSA Self-Sufficiency program and HHSA fiscal staff evaluated ongoing economic and operational feasibility of program administration and concluded leveraging the established expertise of Catalyst Community would result in a reduction in administrative costs and likely improve outcomes for local childcare providers and families with children enrolled in childcare services.
Under this Agreement 7658, Catalyst Community will provide CalWORKs Stage One Child Care Case Management services to WTW participants referred by HHSA countywide as required by California Welfare and Institutions Code 11323.2. Additionally, Catalyst Community will provide case management services which include: maintaining a current listing of childcare facilities, and maintaining a good working relationship with each facility/provider; receiving CalWORKs Stage One childcare referrals from designated HHSA staff and contact participants to enroll and orient participants to the Stage One Child Care Program and its requirements; and assisting participants in completing required documentation to determine eligibility and initiate childcare services to include requiring the participants signature to verify that the childcare policies have been received, read, and understood. Participants will be enrolled for childcare with a start and end date, with specific hours and days as authorized by HHSA. Catalyst Community will maintain written documentation from HHSA in each participant’s case file, and will work with referred WTW participants to assist them in accessing quality childcare that meets the needs of both the referred parents and their children, and assist licensed-exempt providers through the TrustLine process by conducting a seamless transfer of services from Stage One to Stage Two Child Care Program (as funding allows) when participants are determined "stable" in their WTW program participation. Catalyst Community will manage and monitor childcare provider payments and issue timely monthly payments according to Child Care and Development Department (CCDD) guidelines.
Catalyst Community is the only Resource and Referral and Alternative Payment Program agency in El Dorado County and currently successfully administers four Alternative Payment Programs. The agency has held multiple contracts with the State of California since its inception in 1976 and is specially trained, experienced, expert, and competent to perform the services required for Stage One Child Care administration and case management.
As Catalyst Community already administers CalWORKs Stage Two and Stage Three childcare programs, it is anticipated that ease of access and use/enrollment of services will increase for the families in the CalWORKs program. Families will have a centralized access point for their childcare needs, further reducing barriers to participation in the WTW program. Additionally, it is anticipated that the number of childcare providers/centers willing to accept CalWORKs children/Stage One Child Care into their care/programs will increase as Catalyst Community is recognized as a well-established, highly regarded, and trusted Resource and Referral agency in El Dorado County.
HHSA with Chief Administrative Office Procurement and Contracts Division concurrence is requesting the Board approve the non-competitive bid exemption, per County's Procurement Policy C-17 Section 3.4.2(f), for Agreement for Services 7658, as Catalyst Community will provide efficiency and critical knowledge of Child Care Case Management services, and other providers of the services cannot provide similar efficiencies or critical knowledge.
ALTERNATIVES:
Should the board decline to approve this recommendation, HHSA would continue to administer CalWORKs Stage One Child Care in-house and carry the responsibility for all childcare case management and fiscal services by Employment and Training staff. Cost saving opportunities in this area would not be realized. Additionally, newly imposed regulation to deduct union dues for payments to providers and subsequently issue union due payments to the Child Care Providers Union (CCPU) would create additional hardship. There is currently no established methodology for CalSAWS counties to complete this task.
PRIOR BOARD ACTION:
N/A
OTHER DEPARTMENT / AGENCY INVOLVEMENT:
Approved by County Counsel, Human Resources, Information Technologies, Risk Management, Procurement and Contracts. The Auditor-Controller was notified of this agreement in accordance with Policy B-12.
CAO RECOMMENDATION:
Approve as recommended.
FINANCIAL IMPACT:
There is no General Fund cost associated with this Agenda item. Sufficient appropriations were included in the FY 2023-24 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 7658.
STRATEGIC PLAN COMPONENT:
Healthy Communities
CONTACT
Olivia Byron-Cooper, MPH, Director, Health and Human Services Agency