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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 substance use testing and treatment services provided by RJ Counseling, LLC (RJ) 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(2f) 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 goods cannot provide similar efficiencies or critical knowledge;
3) Approve and authorize the Chair to sign Amendment II to Agreement for Services 7626 with RJ, increasing the contract value by $251,000, for an amended amount of $350,000, and extending the expiration date an additional three years, for a revised term of July 23, 2023, through July 31, 2029;
4) Authorize the Purchasing Agent to execute amendments relating to Agreement 7626, 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 7626.
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:
Pursuant to California Welfare and Institutions Code (WIC) Sections 16501-16508, Section 361.5 (a), Section 16501.1 (b)(5), and Section 361 (e), HHSA Child Welfare Services Program (CWS) is required to provide services to promote family reunification for children and families. Such services are designed to promote the well-being of children by ensuring safety, achieving permanency, and strengthening families to successfully care for their children. HHSA maintains agreements with multiple vendors for the provision of substance use treatment centers to ensure that CWS clients can be referred by their case worker on an “as needed” basis to receive necessary, and sometimes court-mandated services, from the most appropriate and conveniently located vendor. The choice of vendor is based upon the specific needs of each individual HHSA client.
The Board approved Agreement 7626 with RJ on July 18, 2023, to provide substance use services to South Lake Tahoe clients referred by CWS (Legistar file 23-0849). Amendment I was signed by the Purchasing Agent on May 10, 2024, to update service authorization language, billing rates, and standard contract articles. This Amendment II is needed to update to the most current service authorization language, extend the term for an additional three years through July 31, 2029, and increase the not-to-exceed amount to $350,000.
HHSA requests the Board approve Amendment II to Agreement for Services 7626 to ensure continuation of necessary services without any service interruption. Services provided will include substance abuse assessments, treatment, after care and drug testing (for children and adults), domestic violence assessment, anger management program/classes, batterer’s treatment program/classes and child abuse prevention program/classes. This will promote the safety of children and allow parents and children to remain in close proximity to one another throughout the reunification process. These services will allow parents to participate in case planning services and pre-placement preventative services designed to prevent the removal of children from their homes. In addition, drug testing of children will allow monitoring of children's exposure to illicit substances. Anticipated outcomes include increased reunification and decreased court intervention and removal of children from their homes.
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.
ALTERNATIVES:
Should the Board decline to approve this recommendation, HHSA will continue to provide services through existing contractors, however, clients currently receiving services from RJ may have an interruption in services received. Further, CWS may not meet their legal burden to provide these services and without adequate substance abuse services family reunification rates may decrease.
PRIOR BOARD ACTION:
07/18/23, 23-0849, HHSA Agreement for Services, 7626
OTHER DEPARTMENT / AGENCY INVOLVEMENT:
Approved by County Counsel, Human Resources, and Risk Management. Auditor-Controller was 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 2025-26 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 original Amendment II to Agreement for Services 7626.
STRATEGIC PLAN COMPONENT:
N/A
CONTACT:
Olivia Byron-Cooper, MPH, Director, Health and Human Services Agency