Title
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) Approve and authorize the Chair to sign competitively bid Agreement for Services 8783 with Volunteers of America Northern California and Northern Nevada, Inc. in the amount of $5,323,544 for an initial three-year term from September 30, 2024, through September 30, 2027, with the option to extend the term of the Agreement for two additional one-year terms through September 30, 2029, for a maximum five-year term and maximum obligation of $9,338,835;
3) Authorize the Purchasing Agent to execute amendments relating to Agreement 8783, contingent upon approval by County Counsel and Risk Management, which do not increase the maximum dollar amount or extend the 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 8783.
FUNDING: 100% State and Federal Homeless Grants.
Body
DISCUSSION / BACKGROUND:
On June 28, 2022, as a result of a County awarded 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 the shelter opening, VOA-NCNN (through Agreement 6722) has been successfully providing shelter services at the County Navigation Center and will continue to do so until the agreement expires on September 29, 2024. VOA-NCNN’s shelter operations services include 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 ensure guest, staff, and community safety.
On March 5, 2024, at the request of HHSA, the Chief Administrative Office (CAO) Procurements and Contracts (P&C) Division posted Request for Qualifications (RFQ) No. 24-952-039 to competitively procure Navigation Center Operations and Meal Services for the County’s Navigation Center, to cover the period following award and continuing over a maximum five-year period. While the competitive bidding process was in progress, the Board approved Amendment IV to Agreement 6722 on June 25, 2024, to ensure continuity of Navigation Center services pending the competitive solicitation award. Pursuant to Board Policy C-17 Section 3.4(6), Amendment IV extended the term of the agreement for an additional 90-day period through September 29, 2024, under the same terms and conditions as the previous award (Legistar file 24-0651).
On April 5, 2024, RFQ No. 24-952-039 closed and VOA-NCNN was selected as the single qualified candidate for Shelter Operations. This proposed Agreement 8783 with VOA-NCNN is a renewal of Agreement 6722 to ensure continued County Navigation Center operations. HHSA is recommending the Board approve this Agreement to ensure continuation of necessary Navigation Center operations and case management services for 60 unsheltered adults at a time without any service interruption.
ALTERNATIVES:
Should the Board decline to approve this item, the 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
4) 06/25/24, 24-0651, HHSA Volunteers of America Agreement 6722 Amendment IV
OTHER DEPARTMENT / AGENCY INVOLVEMENT:
Approved by County Counsel, Human Resources, CAO P&C Division, 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 request and will be included in future budgets for the term of the Agreement. The Agreement is funded with State and Federal funding for housing and homelessness services. The source of the State and Federal funding for the Agreement will change during the term of the Agreement based upon awarded funding allocations.
CLERK OF THE BOARD FOLLOW UP ACTIONS
Clerk of the Board to obtain signature of Chair on one original Agreement for Services 8783.
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