Title
Probation Department recommending the Board:
1) Make findings in accordance with El Dorado County Ordinance Code, Chapter 3.13.030 (B) 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 retroactive Agreement for Services 7841 with Justice Benefits, Inc. for the provision of professional assistance specific to Federal Title IV-E Administrative Claims for the term of August 14, 2023, through August 13, 2026, for a not-to-exceed amount of $202,200; and
3) Authorize the Purchasing Agent, or designee, to execute further documents relating to Agreement for Services 7841, including amendments which do not increase the maximum dollar amount or term of the Agreement, and contingent upon approval by County Counsel and Risk Management.
FUNDING: 100% Title IV-E (Federal Payments for Foster Care, Prevention, and Permanency).
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DISCUSSION / BACKGROUND
Title IV-E of the Social Security Act (Title IV-E) allows local governments to claim partial reimbursement for specified activities undertaken for youth in foster care, youth at risk for removal from their homes, and youth in general. Title IV-E provides support for payments on behalf of eligible children, as well as funds for related case management activities, training, data collection, and other costs of program administration. Administrative funding is calculated based on Probation Officer documentation of time spent on the specified activities. Claims are based on time studies completed for each calendar quarter.
Request for Proposal (RFP) 23-946-054, for Federal Title IV-E Assistance and Administrative Claims, formally concluded on May 5, 2023. Justice Benefits, Inc. (JBI) was the sole responsive, responsible bidder to the RFP. The award for the RFP was posted on May 26, 2023. Considering that JBI is the current provider of Title IV-E claims assistance, Probation will continue to contract with JBI. JBI has been providing professional assistance specific to Title IV-E administrative claims, time study software, and assisting in exploring new state funding opportunities to Probation since August 14, 2017. After the award, Probation began the contract process with JBI. The contract process was moved along as efficiently as possible, with a Board of Supervisors date scheduled as soon as practicable.
ALTERNATIVES
The Board could choose not to approve this Agreement. Federal payments could be decreased, as vendor monitors staffing of Title IV-E tasks that are claimed to receive maximum reimbursement for foster-care related duties.
PRIOR BOARD ACTION
N/A
OTHER DEPARTMENT / AGENCY INVOLVEMENT
Health and Human Services Agency; Chief Administrative Office, Procurement & Contracts Division
CAO RECOMMENDATION
Approve as recommended.
FINANCIAL IMPACT
There is no General Fund impact or increase to Net County Cost. Funding for this item is included in Probation’s FY 2023-24 budget.
CLERK OF THE BOARD FOLLOW UP ACTIONS
1) Obtain signature of Chair on two (2) originals of Agreement 7841.
2) Forward one (1) fully executed document to the Probation Department, Attn: Jackie S. Cook, Administrative Analyst; for finalization and distribution to vendor.
STRATEGIC PLAN COMPONENT
Good Governance
CONTACT
Jackie S. Cook, Administrative Analyst, 530-621-5588