Title
Human Services Department recommending the Purchasing Agent be authorized to sign the following Agreements for Services in the amount of $250,000 each to provide emergency shelter care and/or foster care placement services on an "as requested" basis:
(1) Agreement 407-S0911 with Chileda Institute, Inc.;
(2) Agreement 134-S0911 with Excelsior Youth Centers, Inc.;
(3) Agreement 288-S0911 with Families United, Inc.;
(4) Agreement 287-S0911 with Fred Finch Children's Home, Inc. dba Fred Finch Youth Center;
(5) Agreement 418-S0911 with Mingus Mountain Estate Residential Center, Inc., dba Mingus Mountain Academy;
(6) Agreement 149-S0911 with One Day, Inc. dba Southpoint Homes; and
(7) Agreement 158-S0911 with Telos Youth Outposts, Inc.
RECOMMENDED ACTION: Approve.
FUNDING: Federal and State Social Services Allocation with required County Share of Cost met primarily with realignment resources.
Body
BUDGET SUMMARY: |
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Maximum Estimated Cost |
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$1,750,000.00 |
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Funding |
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Budgeted up to |
$1,750,000.00 |
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Per Vendor Maximum |
$250,000 |
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Savings |
$ |
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Other |
$ |
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Total Funding Available |
$1,750,000.00 |
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Change To Net County Cost |
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$0 |
Fiscal Impact/Change to Net County Cost:
No change. Emergency shelter care services, which are necessary pending Court-ordered case disposition, require a 15% to 30% County share of cost. Court-ordered foster care placement services require a 40% to 60% County share of cost. The State reimburses the County for the federal and state share of cost in a varying ratio based on an array of circumstances. The Department's budget includes $5,230,329 for provision of emergency shelter care and foster care services during FY 2008-09. Funds for these services are budgeted annually based on projected need. The per-vendor maximum annual compensation of $250,000 allows for maximum potential usage.
Reason for Recommendation:
The Department of Human Services (DHS) is responsible for the administration and provision of Child Welfare Services, which frequently involves the emergency removal of children from an unsafe situation or environment, followed by Court-ordered foster care placement to ensure the ongoing safety of the children. Under certain circumstances, voluntary placement of children may occur at the request of the parent(s) for a specified period of time. DHS currently maintains contracts with no stated term for the purchase of emergency shelter and foster care placement services with multiple group home and foster family agency vendors, locally, statewide and nationally, to ensure the placement of children in the most appropriate location and environment to meet the widely varied needs of each individual child who requires placement.
While usage with a given vendor may be occasional or sporadic, it is necessary to maintain a contractual arrangement with as many vendors as possible in anticipation of potential child placement needs. When placement is Court-ordered with a non-contracted vendor, every effort is made to expedite execution of an Agreement retroactive to the actual placement date. DHS has determined that establishing contracts with foster care vendors that continue until terminated facilitates ongoing maintenance of these necessary Agreements and ensures the ongoing availability of appropriate placement options.
Of the seven (7) Agreements presented for approval, four (4) are with new California vendors and the remaining three (3) are with new vendors in other states.
The Maximum Annual Compensation for each Agreement represents the full amount that may be received by the vendor during a single fiscal year. Due to the inherent unpredictability in actual usage of any individual vendor (ranging from frequent to intermittent to rare) the maximum annual compensation for each Agreement has been set at $250,000. This limit may be increased if the history of usage with an individual vendor merits such an increase. The $250,000 amount for each vendor would seldom, if ever, be reached but would provide flexibility to DHS for any sudden increased need for multiple placements with a given vendor. The department carefully monitors actual contract activity to ensure that expenditures remain within budget.
Human Resources has determined that the nature of services provided by the foster family agencies and group homes negates the need for their review and approval of the Department's intent to contract with each individual vendor.
Purchasing Agent Recommendations: The Purchasing Agent reviewed the Department's request to enter into these Agreements and concurs that it is appropriate to dispense with a competitive selection process as the Department of Human Services (DHS) maintains purchase of services agreements with multiple local, state and national vendors for the provision of emergency shelter care services for its clients to ensure that clients can be referred by their caseworker on an "as requested" basis to receive necessary services from the most appropriate and conveniently located vendor. Choice of vendor is based on the specific needs of each individual DHS client. The Purchasing Agent with CAO concurrence has determined that it is not necessary to coordinate outside review of the vendors' qualifications.
Action to be taken following Board approval:
1. Purchasing Agent to execute two (2) copies each of the seven (7) approved Agreements as detailed on the attached list.
2. Procurement and Contracts to return one (1) original of each Agreement to Department at 3057 Briw Road
3. Human Services to distribute the documents as appropriate.
Contact: Doug Nowka, x7275, Jasara Bento, x7312
Concurrences: County Counsel, Risk Management, Purchasing Agent and Human Resources have approved the seven (7) attached Agreements