Title Health and Human Services Agency (HHSA) as the Administrative Entity for the El Dorado Opportunity Knocks (EDOK) Continuum of Care (CoC) are asking the Board to consider a request from the EDOK CoC recommending the Board:
1) Make findings that the provision of temporary, inclement weather lodging and street outreach services to unsheltered homeless clients provided by Housing El Dorado are in the public’s best interest and that due to the limited timeframes, temporary or occasional nature, or schedule for the project or scope of work, the ongoing aggregate of work to be performed is not sufficient to warrant the addition of permanent staff in accordance with El Dorado County Ordinance Code, Chapter 3.13.030, El Dorado County Charter, Section 210(b)(6), and/or Government Code Section 31000;
2) Make findings in accordance with the El Dorado County Board of Supervisors Procurement Policy C-17 Section 3.4(2) exempting the competitive bidding process, with Purchasing Agent concurrence, because the Contractor is the sole provider operating an Inclement Weather Lodging/Shelter Program with connected street outreach services on the west slope of El Dorado County;
3) Approve and authorize the Chair to sign Agreement for Services 7189 with El Dorado Community Foundation, as the fiscal agent for Housing El Dorado, with a not-to-exceed amount of $150,175.85 and for the retroactive term from December 1, 2022, through March 31, 2023; and
4) Authorize the HHSA Director, or HHSA Deputy Director of Community Services, acting on behalf of HHSA as the Administrative Entity for the EDOK CoC, to execute further documents relating to Agreement 7189, 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% Federal Funding administered by the State of California Department of Housing and Community Development, Emergency Solutions Grant Program, as a result of the Coronavirus Aid, Relief, and Economic Stimulus Act enacted March 27, 2020.
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DISCUSSION / BACKGROUND:
The El Dorado Community Foundation (EDCF) is a non-profit organization that promotes charitable giving in El Dorado County and serves as the fiscal agent and manager of the Housing El Dorado (HED) fund. The El Dorado Opportunity Knocks (EDOK) Continuum of Care (CoC) is requesting that the El Dorado County Health and Human Services Agency (HHSA) ask the Board to consider contracting with EDCF under Agreement for Services 7189, for the provision of temporary emergency shelter when weather criteria apply, and street outreach services provided to individuals experiencing unsheltered homelessness in the western slope of El Dorado County. Unsheltered individuals served through this Agreement will be provided evening shelter when weather criteria apply and will be served under the Inclement Weather Lodging Program (IWLP), a winter shelter program operated through a partnership formed between EDCF, HED, the Upper Room Dining Hall, and the City of Placerville.
Under this Agreement, the Contractor will provide emergency sheltering through the IWLP when temperatures are predicted to fall below 35 degrees during dry days, or below 45 degrees on rainy/wet days in Placerville, with shelter services beginning December 1, 2022, and continuing through February 15, 2023. When weather criteria is met, the Contractor will provide nightly congregate shelter to a maximum of eighteen (18) unsheltered homeless residents, in addition to providing alternative non-congregate lodging for up to seven (7) nights to unsheltered individuals/households that meet specific eligibility criteria, during the planned operations period of the IWLP. Amenities provided at the IWLP shelter will include but not be limited to: continental breakfast; transportation of individuals from designated pick-up points to shelter and to appointments; and connections/referrals to clients to necessary supports and services. Eligibility requirements for the alternative non-congregate lodging shelter requires that unsheltered residents meet the following criteria:
§ Qualify as an unsheltered household with one (1) or more child;
§ Qualify as an unsheltered individual with a disability in which an accommodation cannot be provided in the congregate shelter setting, and is required in accordance with accessibility standards under the Americans with Disabilities Act of 1990; or
§ Test positive for a COVID-19 test result or provide documentation of a contagious illness, including individuals recently discharged from hospitals in which residing in a congregate setting poses a significant health risk to self or others per documentation from a licensed medical professional.
The Contractor will also oversee the provision of street outreach services to unsheltered residents located in the western slope of El Dorado County through this Agreement, with outreach services also beginning December 1, 2022, continuing through February 28, 2023. Street outreach services will include but not be limited to:
§ Provide in-person outreach at various locations on the western slope to reach unsheltered residents to refer them to the IWLP, provide immediate supports, and refer clients to homelessness assistance programs or mainstream social services and housing programs;
§ Meet with unsheltered clients to develop an initial assessment of their needs, determine eligibility for services, and address urgent physical needs, such as providing meals, blankets, clothes, access to showers, and toiletries; and
§ Provide transportation to homeless clients to the IWLP, non-congregate alternative lodging site, and/or scheduled support and services appointments.
Emergency Solutions Grant Coronavirus (ESG-CV) grant funds awarded to the El Dorado Opportunity Knocks (EDOK) Continuum of Care (CoC) have been budgeted for expenditure for the services provided in Agreement 7189. HHSA is authorized by the El Dorado County Board of Supervisors (Board) to serve as the Administrative Entity (AE) for the EDOK CoC awarded ESG-CV grant funding under executed Agreement 20-ESGCV1-00037, inclusive of Amendments 1, 2 and 3 (File IDs: 22-0855, 22-0023, 20-1355, 20-1053, and 20-0768.)
On December 29, 2022, the California Housing and Community Development (HCD) approved the EDOK COC and HHSA to reallocate ESG-CV Program funds for the provision of the IWLP sheltering and street outreach services and approved extending the funding expenditure deadline from January 31, 2023, through March 31, 2023. Immediately following HCD’s approval, HHSA finalized the Agreement for Services 7189 and is presenting this Agreement to the Board for retroactive approval with services effective December 1, 2022.
This provision of services to unsheltered individuals and families in the County’s western slope are deemed necessary by EDOK CoC for the preservation of public health and safety of vulnerable residents and to preserve life during the 2022/2023 winter season. Therefore, HHSA is recommending that the Board consider approving Agreement for Services 7189 for the provision of emergency shelter and connected street outreach services to reach unsheltered individuals and connect them to seasonal shelter and homelessness supports and services.
The Board, with Purchasing Agent concurrence, is being asked to make findings in accordance with the El Dorado County Board of Supervisors Procurement Policy C-17 Section 3.4(2) exempting the competitive bidding process, because the Contractor is the sole provider operating an Inclement Weather Lodging Program with connected street outreach services on the west slope of El Dorado County.
ALTERNATIVES:
Should the Board decline to approve this recommendation, ESG-CV funds will not be provided to the El Dorado Community Foundation in support of the Inclement Weather Lodging Program and street outreach services. Further, if this Agreement cannot be executed, HHSA, as the AE for the EDOK CoC ESG-CV Program, will be required to return the unspent grant funds to the State.
PRIOR BOARD ACTION:
1) 06/14/2022, File ID 22-0855, HHSA Request to Adopt Emergency Solutions Grant Coronavirus (ESG-CV) Name Change Resolution and Amended Agreement
2) 02/08/2022, File ID 22-0249, CAO-Winter Lodging Program
3) 01/25/2022, File ID 22-0166, Supervisor Thomas Nomadic Shelter
4) 01/11/2022, File ID 22-0023, HHSA Emergency Solutions Grant - Coronavirus (ESG-CV) Round 2 Additional Funding Acceptance
5) 11/10/2020, File ID 20-1355, HHSA ESG-CV Round 2 Application and Resolution
6) 8/25/2020, File ID 20-1053, HHSA Revised ESG-CV Resolution
7) 6/30/2020, File ID 20-0768, HHSA - ESG-CV Application & Resolution
OTHER DEPARTMENT / AGENCY INVOLVEMENT:
Agreement approved by County Counsel, Human Resources, and Risk Management.
Non-competitive bid justification approved by Chief Administrative Offices Procurement and Contracts Division. The Auditor-Controller has been notified, per Board Policy B-12 Fiscal Review Process.
CAO RECOMMENDATION:
Approve as recommended as this request is consistent with the County's strategic plan and prior Board policy decisions, as well as taking into consideration that if not approved, the funds will be returned to the State. The County serves as the Administrative Entity and is being asked to bring this item to the Board from the EDOK COC. The Inclement Weather Lodging Program has been an essential resource during the extreme weather storms that have occurred while the program has been operational.
FINANCIAL IMPACT:
There is no General Fund Cost associated with this Agenda item. Sufficient appropriations were included in the Fiscal Year 2022-23 Budget. Due to grant spending limitations and expenditure timelines, the funding identified for Agreement for Services 7189 cannot be used for the temporary or permanent Navigation Center and if not used by the expenditure timeline will need to be returned back to the State.
CLERK OF THE BOARD FOLLOW UP ACTIONS
1) Clerk of the Board to obtain signature of Chair on one (1) original El Dorado Community Foundation Agreement for Services 7189; and
2) Clerk of the Board to return one (1) executed Agreement to HHSA Contracts at 3057 Briw Road, Suite B.
STRATEGIC PLAN COMPONENT:
Health Communities, Public Safety and Good Governance
CONTACT
Olivia Byron-Cooper, MPH, Interim Director, Health and Human Services Agency