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Health and Human Services Agency (HHSA) recommending the Board:
1) Award the successful proposal received in response to Request for Proposal (RFP) 23-918-082 to Social Entrepreneurs, Inc., to conduct the El Dorado Opportunity Knocks (EDOK) Continuum of Care (CoC) annual sheltered and biannual unsheltered Point-in-Time (PIT) Counts, surveys, and analysis of homeless individuals in El Dorado County, and report preparation required by the United States Department of Housing and Urban Development (HUD);
2) Make findings that the provision of services provided by Contractor are in the public's best interest and that there are specialty skills, qualifications, and equipment not expressly identified in County classifications involved in the performance of the work in accordance with El Dorado County Ordinance Code, Chapter 3.13.030(B);
3) Approve and authorize the Chair to sign, competitively bid, Agreement for Services 8113 with Social Entrepreneurs, Inc., for the PIT Count services in the amount of $129,994.95, for the term of December 5, 2023, through September 30, 2026;
4) Authorize the Purchasing Agent to execute amendments relating to Agreement 8113, 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 8113.
FUNDING: 100% State funding allocated to the Department of Health Care Services (DHCS) for the Medi-Cal Housing and Homelessness Incentive Program (HHIP).
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DISCUSSION / BACKGROUND:
Within the County of El Dorado (County), the EDOK CoC is a regional planning body of representatives that coordinates policies, strategies, and activities toward preventing and ending homelessness. In order for the EDOK CoC to apply for or receive CoC designated state funding allocations, the EDOK CoC is required to designate an AE, which is defined as a unit of general-purpose local government (City or County), a Joint Powers Authority, or a nonprofit organization that has previously administered federal HUD CoC funds as the Collaborative Applicant, pursuant to Section 578.3 of Title 24 of the Code of Federal Regulations, and designated by the CoC to administer program funds.
As the CoC governing authority, HUD requires local CoCs to conduct a PIT Count of homeless individuals who are sheltered in emergency shelter, transitional housing, and Safe Havens, and a biannual PIT Count of unsheltered homeless individuals within the local jurisdiction. Each PIT Count is planned, coordinated, and carried out locally in a CoC’s geographical region and is required to be conducted during the last 10 days in January, unless otherwise directed by HUD. The PIT Count data provides critical updates to the County, EDOK CoC, HHSA, state and federal funding agencies, and community partners on local progress made towards preventing and ending homelessness in the County.
On January 3, 2023, and thereafter on May 9, 2023, and July 18, 2023, the Board designated HHSA as the AE for the EDOK CoC to receive and administer awarded HHIP grant funds, subawarded to HHSA from three local Managed Care Plans (MCPs) participating in the HHIP (Blue Cross Of California Partnership Plan, Inc., Kaiser Foundation Health Plan, Inc., and Health Net, LLC, and California Health & Wellness Plan) with these funds designed to support the delivery and coordination of activities to community members experiencing homelessness (File IDs: 22-2221, 23-0620, 23-0770). In total, $130,001 in HHIP grant funds were subawarded to HHSA by these community MCPs to support a contract with an experienced PIT Count contractor, to conduct the sheltered and unsheltered homeless PIT Counts for 2024, 2025, 2026 in El Dorado County.
On July 14, 2023, on behalf of HHSA, the Chief Administrative Office (CAO) Procurement and Contracts Division released RFP No. 23-918-082 to solicit qualified proposers to conduct the sheltered and unsheltered homeless PIT Counts for 2024, 2025, and 2026 in El Dorado County. Two proposals were received and evaluated by a panel of three evaluators. As a result of the evaluative process, Social Entrepreneurs, Inc., was deemed most qualified for award of this RFP.
Under proposed Agreement 8113, Social Entrepreneurs, Inc., will conduct the EDOK CoC mandated 2024 and 2026 Unsheltered PIT Count services, 2024, 2025, and 2026 Sheltered PIT and Housing Inventory count services, and related HUD reporting activities in both Slopes of the County.
Board approval of this Agreement will ensure continuation of necessary PIT Count services and reporting in the County for 2024, 2025, and 2026 and will fulfill three components of the State’s HHIP Metrics including identifying Medi-Cal members experiencing homelessness and/or at risk of homelessness, performing outreach and engagement efforts to Medi-Cal members experiencing homelessness, and will support the MCP’s commitment with DHCS to engage with the local CoC. Social Entrepreneurs, Inc. will provide the technical support to accurately complete, analyze, and report 2024, 2025, and 2026 PIT Count data collected in the County.
HHSA recommends approval of this item as the collection and reporting of this PIT Count data is essential to meeting the EDOK CoC requirements for further HUD funding.
ALTERNATIVES:
Should the Board decline to approve this Agreement for Services 8113, HHSA will attempt to provide the mandated PIT Count services for 2024, 2025 and 2026, however, may experience staffing inadequacies and may not successfully fulfill the EDOK CoC HUD PIT Count survey and reporting obligations required by HUD. As the AE for the EDOK CoC, HHSA may also risk future HUD funding opportunities due to possible deficiencies in meeting the HUD PIT Count requirements.
PRIOR BOARD ACTION:
1) 1/3/2023, 22-2221, HHSA Housing and Homelessness Incentive Program
2) 5/9/2023, 23-0620, HHSA Permanente Medical Grp, HHIP 7580
3) 7/18/23, 23-0770, HHSA Health Net/CA Health & Wellness HHIP
OTHER DEPARTMENT / AGENCY INVOLVEMENT:
Approved by County Counsel, Human Resources, Procurement and Contracts, Information Technologies, and Risk Management.
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 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 (1) original Agreement for Services 8113.
STRATEGIC PLAN COMPONENT:
Healthy Communities
CONTACT
Olivia Byron-Cooper, MPH, Director, Health and Human Services Agency