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) Make findings in accordance with Procurement Policy C-17 3.4.2. (f), exempting the competitive bidding process, with Purchasing Agent concurrence, because “the procurement is for goods where the continuity of providers will provide efficiency or critical knowledge”;
3) Approve and authorize the Chair to sign retroactive Amendment I to Agreement 8504 (Agreement) with Serrano Advisors LLC to provide California Advancing and Innovating Medi-Cal planning and implementation consulting services to increase the amount from $50,000 to $125,000 with no change to the term; and
4) Authorize the Purchasing Agent, or designee, to execute further documents relating to Agreement, 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: CalAIM Providing Access and Transforming Health Program. (100%)
Body
DISCUSSION / BACKGROUND
The onset of CalAIM, a long-term commitment to transform Medi-Cal, making the program more equitable, coordinated, and person-centered to help people maximize their health and life trajectories, has brought new challenges to the Probation Department (Probation). Probation is now tasked with implementing strategies to facilitate successful transitions into the community for justice-involved individuals, specifically those from the South Lake Tahoe Juvenile Treatment Center.
On December 13, 2022, with Legistar file 22-2061, the Board accepted grant funding for PATH Round 1 for the Sheriff’s Office and Probation in the amount of $125,000. Probation’s allocation was $50,000 and was to be used for planning and mapping of Probation, Sheriff’s Office, and Health and Human Services Agency processes, identifying gaps, and the required changes in order to support integration/information exchange between agencies and their case management systems. Probation’s allocation was proposed to be used for consulting services from Serrano Advisors LLC (Serrano).
On December 12, 2023, with Legistar file 23-1917, the Board accepted grant funding for PATH Round 3. Probation’s allocation was $1,500,000. Per the PATH implementation plan, $75,000 was allocated for consultant contracting for professional services. Probation intends to use this funding for Serrano.
Since July 1, 2024, Serrano has been providing project management and strategic planning and coordination to Probation for CalAIM. This amendment is needed to increase the amount to the agreement to include the PATH Round 3 funding. If the Amendment is approved, Serrano will be able to continue assisting with supporting and implementing key initiatives under CalAIM and provide additional needed services as outlined in the El Dorado County Probation Department CalAIM JI PATH Round 3 Implementation Plan, which is included as Exhibit C of the Amendment.
The amendment process was initiated in January 2025 with approval of a Non-Competitive Purchase Justification Request Form. The amendment process progressed with an initial Board date scheduled for March 25, 2025. Probation worked with their CAO Analyst to revise the Board item to best outline and clarify the needed amendment and its funding. It was decided to postpone the Board date until all details were resolved; further updates to the amendment were needed. The amendment process was restarted and a new Board date was scheduled as soon as practicable. This amendment is retroactive due to the ongoing need to coordinate and consult with Probation to work towards implementation of CalAIM processes and procedures.
County Procurement Policy describes exemptions to the competitive bidding process. This amendment to Agreement 8504 falls under exemption 3.4.2 (f) “the procurement is for goods where the continuity of providers will provide efficiency or critical knowledge.” County Procurement and Contracts has affirmed that services with Serrano may be exempted from competitive bidding.
ALTERNATIVES
The Board could choose not to approve this amendment. Probation would seek guidance for continuing to implement CalAIM processes, including seeking another consultant to provide needed services.
PRIOR BOARD ACTION
01/14/2025 Legistar file 24-1434
12/12/2023 Legistar file 23-1917
12/13/2022 Legistar file 22-2061
OTHER DEPARTMENT / AGENCY INVOLVEMENT
County Counsel, Risk Management, Procurement & Contracts
CAO RECOMMENDATION / COMMENTS
Approve as recommended.
FINANCIAL IMPACT
There is no General Fund impact or increase to Net County Cost. Funding was included in Probation’s Fiscal Year 2024-25 and 2025-26 budgets and will be included in subsequent years’ budget requests.
CLERK OF THE BOARD FOLLOW UP ACTIONS
1) Obtain signature of Chair on two originals of Amendment I to Agreement 8504.
2) Forward one fully executed document to the Probation Department for finalization and distribution to vendor.
STRATEGIC PLAN COMPONENT
Safe and Healthy Communities
Priority: Achieve CalAIM requirements and maximize opportunities for service delivery.
CONTACT
Jackie S. Cook, Administrative Analyst, 530-621-5588