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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 the emergency shelter care services provided by New Morning Youth and Family Services, Inc. (NMYFS) requires 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(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 9335 with NMYFS, in the amount of $150,000 and for the term of June 25, 2025, through June 24, 2028;
4) Authorize the Purchasing Agent to execute amendments relating to Agreement 9335, contingent upon approval by County Counsel and Risk Management, which do not increase the maximum dollar amount or term of the Agreement; and
5) Authorize the HHSA Director, or the Chief Assistant Director, to execute programmatic, administrative, and fiscal documents relating to Agreement 9335.
FUNDING: 28% Federal Funding including Temporary Assistance for Needy Families, Foster Care (Title IV-E), Stephanie Tubbs Jones Child Welfare Services Program (Title IV-B Subpart 1 of the Social Security Act), and 72% County Realignment Funding.
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DISCUSSION / BACKGROUND:
The County has the duty to provide emergency shelter care for certain children who have been taken into protective custody by HHSA Child Welfare Services (CWS) and whom the County takes or accepts into its charge to ensure their safety and well-being. HHSA’s CWS program is responsible for the administration and provision of child welfare, which frequently involves the emergency removal of children/youth from an unsafe environment or situation, followed by court-ordered foster placement to ensure their ongoing safety.
Since 2008, HHSA has contracted with NMYFS to provide local emergency shelter care services to vulnerable populations, including children/youth ages 6-17, 18-year-olds prior to high school graduation, non-minor dependents (NMDs) as appropriate, and pregnant and parenting teens and their children, with services provided to children ages 0-5 if they are being cared for by their minor parent at the youth shelter. NMYFS is the only 24-hour emergency youth shelter for homeless and runaway youth that provides trauma-informed care and is licensed by the State of California as a Group Home in El Dorado County, which is known as the Ashby House Youth Shelter. NMYFS provides residential and professional services and support to children/youth, including psychotherapy, case management, aftercare follow-up services, family reunification, warm meals, clothing, overnight and day-long shelter and supervision, referrals and linkages to medical and dental care, educational support and case management, and life skills development. These services are essential to assisting CWS staff to meet their youth protection obligations.
On June 22, 2022, the Purchasing Agent executed Agreement 6372 to continue provision of “as requested” emergency shelter care services through NMYFS. Subsequently, Amendment I to Agreement 6372 was approved by the Purchasing Agent on May 1, 2023, to update contract provisions and extend the term of the Agreement for two additional years, up through June 24, 2025. Amendment II to Agreement 6372 was approved by the Board on February 6, 2024, and increased the maximum obligation of the Agreement to $150,000, with no change to the term (Legistar file 24-0023). This proposed Agreement with NMYFS is a renewal of 6372. HHSA recommends the Board approve this Agreement 9335 to ensure continuation of necessary emergency shelter care services without any service interruption.
In accordance with Board of Supervisors Procurement Policy C-17, the contractor is exempt from competitive bidding, with Purchasing Agent concurrence, per Section 3.4(2)(f), as 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. An approved Non-Competitive Bid Justification form is attached.
ALTERNATIVES:
Should the Board decline to approve this recommendation, HHSA would have difficulty meeting the immediate needs of children/youth placed into the care of CWS and those struggling to maintain placements.
PRIOR BOARD ACTION:
1) 05/20/08, 08-0713, Perpetual Group Home Agreements
2) 06/20/17, 13-0674, HHSA FY 2017-2018 Perpetual Agreements
3) 06/25/19, 19-0921, HHSA NMYFS Agreement 4002
4) 02/06/24, 24-0023, HHSA Amendment II to Agreement 6372
OTHER DEPARTMENT / AGENCY INVOLVEMENT:
Approved by County Counsel, Human Resources, and Risk Management. The Auditor-Controller was notified per 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 (FY) 2024-25 Budget and the FY 2025-26 Budget request, 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 9335.
STRATEGIC PLAN COMPONENT:
N/A
CONTACT:
Olivia Byron-Cooper, MPH, Director, Health and Human Services Agency