Title
Health and Human Services Agency (HHSA) recommending the Board:
1) Make findings in accordance with County Ordinance 3.13.030 that it is appropriate to contract with The Salvation Army for the provision of Disaster Case Management services, provided under Agreement 6250 because (B) “Specialty skills and qualifications not expressly identified in classifications are involved in the performance of the work;”
2) Approve and authorize the Chair to sign Agreement for Services 6250 with The Salvation Army, with an annual not-to-exceed amount of $139,960.15, and for the term of one (1) year effective upon final execution with the option to renew for one year at the same rate should the need for DCM services still exist for Caldor Fire Survivors;
3) Authorize the HHSA Director, or designee, to execute further documents relating to Agreement 6250, contingent upon approval by County Counsel and Risk Management, including amendments which do not increase the maximum dollar amount or term of the Agreement; and
4) Approve and authorize the Chair to sign the attached budget amendment to move $139,961 from the Caldor Fire Relief Designation into the HHSA Administration and Budget Services Department for Agreement 6250 (4/5 vote required).
FUNDING: General Fund-Caldor Fire Relief Designation.
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DISCUSSION / BACKGROUND:
The Caldor Fire started on August 14, 2021 and quickly swept through El Dorado County and into neighboring counties, consuming nearly 222,000 acres, resulting in the evacuation of many parts of the County and destroying 1003 Structures and damaging another 81 structures before being fully contained on October 21, 2021. In response to the fire and to support community recovery efforts, the County requested for an Individual Assistance (IA) declaration through the Federal Emergency Management Agency (FEMA), which was ultimately denied. With the denial, El Dorado County is unable to receive reimbursement for IA programs such as Individual and Household Programs, Disaster Case Management, and more. Despite the denial, staff working within the Emergency Operations Center (EOC) have continued to develop alternative plans and options for IA programs to be made available. HHSA is requesting funds designated for the Caldor Fire Relief to fund these services, as indicated in the attached Budget Transfer Request.
Disaster Case Management (DCM) is a foundational IA program that addresses human services needs following a disaster. As many of the normal community support systems are disrupted during and after a disaster, the DCM program promotes effective delivery of post-disaster case management services and recovery. DCM is a time-limited partnership between a case manager and a disaster survivor to develop and carry out a Disaster Recovery Plan. This partnership provides the survivor with a single person to facilitate access to a broad range of resources through offering Ombudsman-type navigation services. The process involves assessing the client’s needs caused by and related to the disaster, developing a goal-oriented plan outlining the steps necessary for recovery, organizing and coordinating resources that match the client’s needs, monitoring progress, and - when necessary - advocating on behalf of the client.
By approving Agreement for Services 6250, DCM services will be provided by The Salvation Army (TSA) and will include working closely and in collaboration with local Community Organizations Active in Disaster (COAD) who are supporting our community’s long-term recovery effort. TSA Disaster Case Managers will be responsible for conducting intakes with households, developing individual household plans that prioritize the greatest needs of the household, providing navigation services to ensure referral and linkage to local and regional services agencies based upon priority household needs, and they will advocate for the household whenever necessary to ensure their needs are met. The Disaster Case Manager shall work directly with clients, coordinating services for those who are Caldor fire survivors in the implementation and success of their case plan. The term of this agreement is for one (1) year, however should DCM services still be in demand and necessary to support household recovery after the 12 month term, HHSA will return to the Board for consideration and approval of an extension of the agreement for an additional one (1) year term, with the same terms and conditions.
In accordance with Board of Supervisors Procurement Policy C-17, Section 7.11, the contractor selection process for service contracts in excess of $100,000 must include a review of the scope of services and contractor’s professional qualifications by a group of individuals (including at least one representative from outside the department requesting the services) qualified to judge the contractor’s ability to perform the services. HHSA has documentation on file that such a review was performed for Agreement 6250 with The Salvation Army.
ALTERNATIVES:
The Board could choose not to approve the Agreement for Disaster Recovery Case Management services.
PRIOR BOARD ACTION:
09/21/2021 Legistar item 21-1503: Board direction to create the Caldor Fire Relief Designation
OTHER DEPARTMENT / AGENCY INVOLVEMENT:
The Auditor-Controller has been notified. The agreement has been approved by County Counsel and Risk Management.
CAO RECOMMENDATION:
Approve as recommended.
FINANCIAL IMPACT:
If approved, Agreement 6250 will be funded by the General Fund Caldor Fire Designation. A budget transfer request has been prepared that reduces the Caldor Fire Designation by $139,961 and appropriates the funding in the HHSA Administration and Budget Services Department. This will leave $2,982,539 remaining in the designation, if Legistar item 22-0090 is also approved on 1/11/2022.
CLERK OF THE BOARD FOLLOW UP ACTIONS
1) Clerk of the Board to obtain signature of Chair on two (2) original Agreements for Services #6250;
2) Clerk of the Board to return one (1) fully executed Agreement to HHSA Contracts Unit at 3057 Briw Rd, Suite B; and
3) Clerk of the Board to obtain signature of Chair on the Budget Transfer Form and forward to the Chief Administrative Office for processing.
STRATEGIC PLAN COMPONENT:
County Strategic Plan Healthy Communities: Protect against adverse outcomes among children, adults, and seniors.
CONTACT
Don Semon, Director, Health and Human Services Agency