Title
Human Services Department recommending the Board approve and authorize the Purchasing Agent to execute Amendment 1 to Agreement for Services 915-S0811 with The Delora Corporation, dba Foster Family Services, a foster family agency increasing the maximum annual compensation from $1,000,000 to $1,400,000 for Fiscal Year 2008/2009 and subsequent fiscal years, said Agreement has no stated end date and shall continue until terminated for the provision of emergency shelter care and/or foster care placement services on an "as requested" basis.
FUNDING: Federal and State Social Services Allocation with required County Share of Cost met primarily with realignment resources.
Body
BUDGET SUMMARY: |
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Total Cost of this Action |
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$ 400,000.00 maximum |
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compensation |
Contract History |
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Original Contract |
$1,000,000 |
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Amendment 1 |
$400,000 Increase to maximum annual compensation |
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Total Funding Available |
$1,400,000 |
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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 FY 2008-09 budget includes $5,230,329 for provision of emergency shelter care and foster care services. Funds for these services are budgeted annually based on projected need. The not-to-exceed annual compensation of $1,400,000 allows for anticipated maximum potential usage under this contract.
Reason for Recommendation:
Human Services (DHS) administers the County's mandated Child Protective Services (CPS) Program and is responsible for ensuring the shelter, safety and well-being of children who are at risk and are removed from their homes. In order to facilitate services to clients and payments to vendors, DHS has been replacing all limited term agreements for provision of emergency shelter care and/or foster care placement services with agreements that have no stated end date and has been ensuring that ongoing agreements are developed with all current and newly identified foster family agency and group home providers of these services Each vendor is assigned a limited annual maximum compensation amount ranging from $100,000 to $1,000,000 based on anticipated usage. Working in conjunction with the CAO, DHS has established a tracking system that regularly monitors the level of expenditures for combined placement services as well as for each individual vendor. This tracking system ensures that overall expenditures remain within budget, while also allowing DHS sufficient time to amend any individual agreement for which actual placement costs will exceed the annual not-to-exceed maximum compensation amount.
On May 20, 2008, the Board of Supervisors authorized the Purchasing Agent to execute thirty-two ongoing Agreements for Services for provision of placement services, including Agreement 915-S0811 with The Delora Corporation, dba Foster Family Services (Delora), which was executed on May 30, 2008, retroactive to February 7, 2008, with no end date and an annual maximum compensation amount of $1,000,000. Usage of this vendor during the past year has exceeded expectations, in part due to increased need for placement services, but also because Delora is centrally located and maintains the largest pool of local licensed foster families with which placements may be made. Based on year-to-date usage, actual FY 08-09 placement costs will exceed Delora's currently contracted annual not-to exceed maximum amount, and this level of usage will likely continue. In order for DHS to meet the current demand for services that may be accessed through Delora, a higher annual compensation threshold of $1,400,000 is recommended. The $1,400,000 maximum annual amount for this vendor may not be reached in this or any other single fiscal year; however, this amount provides flexibility to enable DHS to accommodate current demand and any sudden increase in the need for multiple placements with this particular vendor.
Human Resources has determined that the nature of services provided by this foster family agency negates the need for its review and subsequent approval of the Department's intent to amend its contract with this vendor.
Purchasing Agent Recommendations:
The Purchasing Agent reviewed the Department's request to enter into this Amendment 1 to Agreement 915-S0811 and concurs that it is appropriate to dispense with a competitive selection process as the services are court ordered and 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 and/or foster care placement 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 of the approved Amendment 1 to Agreement 915-S0811 and return one (1) original of the Amendment to Human Services at 3057 Briw Road
2. Human Services to distribute the documents as appropriate.
Contact:
Janet Walker-Conroy x7272, Jasara Bento, x7312
Concurrences:
County Counsel, Risk Management, and Human Resources have approved this Amendment 1 to Agreement 915-S0811.