Title Health and Human Services Agency (HHSA) recommending the Board:
1) Make findings that the provision of meal services to shelter clients provided by Contractor are in the public’s best interest and that there are specialty skills, qualifications, and equipment not expressly identified in County classifications involved in the performance of the work in accordance with El Dorado County Ordinance Code, Chapter 3.13.030(B), El Dorado County Charter, Section 210(b)(6), and/or Government Code Section 31000;
2) Approve and authorize the Chair to sign Agreement for Services 6783 with Upper Room Dining Hall, Inc., with a not to exceed amount of $565,380, and for the term of 18 months from January 10, 2023, through July 9, 2024; and
3) Authorize the HHSA Director, or HHSA Deputy Director of Community Services, to execute further documents relating to Agreement 6783, contingent upon approval by County Counsel and Risk Management, including amendments which do not increase the maximum dollar amount or term of the Agreement.
FUNDING: 100% state and federal grant funding awarded under the Health and Human Services Agency Housing and Homelessness Services Program.
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DISCUSSION / BACKGROUND:
On January 6, 2022, the Chief Administrative Office (CAO) Procurement and Contracts Division, on behalf of the Health and Human Services Agency (HHSA), released Request for Qualifications (RFQ) 22-952-033 to solicit responses for a variety of Homelessness Outreach, Prevention, Housing Supports and Supportive Services in the County of El Dorado (County). The RFQ invited Respondents to propose the provision/delivery of meals for homeless clients as an optional service component in anticipation that the County would need a Contractor to provide these services over the next three years. As an outcome to the evaluative process of this RFQ, the Upper Room Dining Hall, Inc. (Upper Room), was added to the qualified vendor list for meal services.
On April 19, 2022, the County of El Dorado (County) Board of Supervisors (Board) adopted an Emergency Shelter Crisis Declaration (File ID: 22-0630) pursuant to Government Code section 8698.2, due to the finding that a significant number of persons residing in El Dorado County do not have the ability to obtain shelter, therefore, the County determined that the situation resulted in a threat to the health and safety of unsheltered persons. With the passage of the Declaration, the County affirmed its commitment to combatting homelessness and creating a continuum of shelter and service options for those living without shelter throughout the County, including providing safety and shelter to unsheltered individuals and preventing exposure to the Coronavirus and wildfire threats existing in the County.
Subsequently, on September 20, 2022 (File ID: 22-1693), the Board directed staff to implement a temporary sixty (60) bed navigation center at a County-owned facility located at 299 Fair Lane in Placerville, with the goal of operations to begin as soon as possible. Currently, County staff are developing this navigation center and anticipate it will be operational in early February 2023. Once operational, the County will be able to provide emergency shelter for to up to sixty (60) clients per day.
The provision of food to clients housed in the congregate navigation center is necessary for the preservation of public health and safety of shelter clients. Therefore, HHSA is recommending that the Board approve Agreement for Services 6783 with Upper Room for the preparation and delivery of three meals per day to participants sheltering in the navigation center. Meals will include a continental breakfast, a sack lunch, and a hot evening meal for each person sheltered.
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 planned County-owned temporary navigation center and shelter.
PRIOR BOARD ACTION:
1) 09/20/2022, File ID 22-1693, Supervisor Parlin and Thomas (temporary navigation center)
2) 04/19/2022. File ID 22-0630, HHSA Navigation Center Presentation (Shelter Crisis Declaration 062022)
3) 07/27/2021, File ID 21-1169, HHSA Upper Room Dining Hall Agreement (5829)
4) 07/28/2020, File ID 20-0937, HHSA Upper Room Agreement 5026
5) 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:
There is no General Fund Cost associated with this Agenda item. Sufficient appropriations were included in the Fiscal Year 2022-23 Budget and will be included in future budgets for the term of the funding agreement.
CLERK OF THE BOARD FOLLOW UP ACTIONS
1) Clerk of the Board to obtain signature of Chair on one (1) original Upper Room Agreement for Services 6783; and
2) Clerk of the Board to return one (1) executed Agreement to HHSA Contracts at 3057 Briw Road, Suite B.
STRATEGIC PLAN COMPONENT:
Healthy Communities
CONTACT
Olivia Byron-Cooper, MPA, Interim Director, Health and Human Services Agency