Title
Health and Human Services Agency (HHSA) recommending the Board:
1) Make findings in accordance with County Ordinance 3.13.030 (B) that it is appropriate to contract with the Upper Room Dining Hall, Inc. (Upper Room), for meal services under Agreement 5829 as being in the public’s best interest and that there are specialty skills and qualifications not expressly identified in classifications involved in the performance of the work;
2) Approve and authorize the Chair to sign Agreement for Services 5829 with Upper Room for a term retroactive to July 12, 2021, on a month-to-month basis until terminated, for the provision of preparing meals for homeless clients housed in non-congregate shelters for $15 per day per client with a maximum obligation of $75,819 for an initial term to expire October 31, 2021, to be adjusted thereafter on an as-needed basis; and
3) Authorize the HHSA Director, or designee, to execute further documents, including amendments, relating to Agreement 5829, that do not increase the per day per client rate, contingent upon approval by County Counsel and Risk Management.
FUNDING: Various Housing and Homeless Program grants, including but may not be limited to Coronavirus Pandemic (COVID-19) specific grants.
Body
DISCUSSION / BACKGROUND:
On March 4, 2020, the Governor of California proclaimed a State of Emergency across California as a result of the threat of COVID-19. Additionally, on March 19, 2020, pursuant to Executive Order N-33-20, the Governor ordered all individuals living in the State of California to stay home or at their place of residence except as needed to maintain continuity of operations of the federal critical infrastructure sectors. Lastly, Executive Order N-25-20 ordered all residents to heed any orders and guidance of state and local public health officials, including but not limited to the imposition of social distancing measures to control the spread of COVID-19. Pursuant to the State orders, the County entered into several agreements directly related to the response to the COVID-19 emergency that were deemed necessary for the preservation of public health and safety, including Agreement #4859 with the Upper Room Dining Hall, Inc. (Contractor) to prepare meals for medically vulnerable homeless individuals being temporarily housed by at the Best Western Stagecoach Inn in Pollock Pines for the program known as Project RoomKey, of which successor programs may be named.
Agreement 4859, signed by the Chief Administrative Office (CAO) under Resolution 062-2020, expired on June 20, 2020 and was replaced by Agreement 5026 (File ID 20-0937, No. 7) that expired December 31, 2020. Upon expiration, Agreement 5026 was replaced by Agreement 5393 (signed by the CAO under Resolution 062-2020). The termination date of Agreement 5393 was tied to the Governor's Shelter-in-Place Order (N-33-20) specifically stating that the term was to continue until thirty (30) days after termination or expiration of N-33-20, whichever occurs first. Executive Order N-07-21, issued June 11, 2021, rescinded Executive Order N-33-20, thereby causing Agreement 5393 to terminate on July 11, 2021. As the El Dorado Opportunity Knocks (EDOK) Continuum of Care recently voted to formally extend Project Roomkey as there remains a need for access to non-congregate shelter for medically vulnerable homeless individuals, the program thereby requires the provision of food. Based upon this, the Health and Human Services Agency (HHSA) is recommending that the Board approve Agreement for Services 5829 with a retroactive term to July 12, 2021 to ensure no lapse in food services to those being temporarily housed in the non-congregate shelter program.
ALTERNATIVES:
Should the Board decline to approve this recommendation, there will be no active agreement to provide meals to homeless individuals being sheltered at the Best Western Inn.
PRIOR BOARD ACTION:
04/02/2020, File ID 20-0502, CAO/HHSA Delegate to CAO COVID-19 (Resolution 062-2020)
OTHER DEPARTMENT / AGENCY INVOLVEMENT:
Approved by County Counsel, Human Resources, and Risk Management.
CAO RECOMMENDATION:
Approve as recommended.
FINANCIAL IMPACT:
This Agreement replaces a prior agreement and continues to be funded with various Housing and Homeless Program grants. HHSA will continue to seek reimbursement from Federal Emergency Management Agency (FEMA) as appropriate.
CLERK OF THE BOARD FOLLOW UP ACTIONS
1) Clerk of the Board to obtain the Chair’s signature on two (2) originals of Agreement 5829.
2) Clerk of the Board to return a signed original Agreement to Health and Human Services Agency, Contracts Unit.
STRATEGIC PLAN COMPONENT:
Public Safety, Healthy Communities, and Good Governance
CONTACT
Don Semon, Director