Title
Health and Human Services Agency (HHSA) recommending the Board:
1) Make findings that the provision of operations and case management services by Volunteers of America Northern California Northern Nevada (VOA-NCNN) 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 Amendment II to competitively bid Agreement for Services 6722 with VOA-NCNN, which updates service provisions in the Scope of Work, increases the maximum not to exceed amount by $871,816 for a new total amount not to exceed $2,219,779 and extends the term by one (1) year, for a term effective June 28, 2022, through June 30, 2024;
3) Authorize the Purchasing Agent to execute amendments relating to Agreement 6722, contingent upon approval by County Counsel and Risk Management, which do not increase the maximum dollar amount or term of the Agreement; and
4) Authorize the HHSA Director, or HHSA Deputy Director of Community Services, to execute programmatic, administrative, and fiscal documents relating to Agreement 6722.
FUNDING: 50% Federal - a combination of Emergency Solutions Grant - Coronavirus or Community Development Block Grant - Coronavirus; and 50% California State Homeless Housing Assistance and Prevention Grants.
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DISCUSSION / BACKGROUND
The Chief Administrative Office Procurement and Contracts Division released Request for Qualifications (RFQ) 22-952-033 on January 6, 2022, for Homelessness Outreach, Prevention, Housing Supports and Supportive Services (HOP-HSSS). As a result of this evaluative process, HHSA identified VOA-NCNN as the most successful Respondent for Navigation Center Operations and Services. Consistent with the Board’s C-17 policy at the time, as well as Federal Procurement Policy, the RFQ was released to ensure compliance with funding requirements identified in statute. Subsequently, on June 28, 2022, the Board approved Agreement 6722 with VOA-NCNN to provide all emergency shelter operations at the County Navigation Center, which was still in development at that time (File ID 22-1080).
On September 20, 2022 (File ID 22-1693), the Board directed HHSA to develop a temporary Navigation Center at 299 Fair Lane, which opened for operations on February 7, 2023. Since that date, VOA-NCNN has been successfully providing shelter services including, but not limited to: on-site and off-site services to reduce housing barriers and rehouse guests; on-site experienced case managers to develop housing plans and link guests with partner agencies; assistance with job searches; and telephones for benefits application; all necessary linen and hygiene supplies; on-site laundry; distribution of three (3) meals per day to current shelter guests and access to snacks daily; and enforcing written rules to assure guest, staff, and community safety.
On March 13, 2023, Amendment I to Agreement 6722, approved by the Purchasing Agent, was fully executed between HHSA and VOA-NCNN. Amendment I updated multiple contract articles and added applicable funding language. Currently, HHSA requests the Board approve Amendment II to Agreement 6722, which updates the Scope of Work to incorporate recent changes to case management services and increases the not-to-exceed amount by $871,816 for a new total not to exceed $2,219,779, and extends the term by one (1) year for a new term effective June 28, 2022, through June 30, 2024.
Amendment II to Agreement for Services 6722 will allow HHSA to continue to provide operations and case management services while the temporary Navigation Center is in operations.
ALTERNATIVES
The Board may choose not to approve this agreement; however, doing so would mean that the County’s Navigation Center would have to cease operations until a new Navigation Center operator can be obtained.
PRIOR BOARD ACTION
1) 04/19/22, File ID 22-0630, HHSA Navigation Center Presentation
2) 06/28/22, File ID 22-1080, HHSA #6722 Volunteers of America NCNV
3) 09/20/22, File ID 22-1693, Supervisor Parlin and Thomas (Navigation Center at 299 Fair Lane)
OTHER DEPARTMENT / AGENCY INVOLVEMENT
County Counsel, Risk Management, Human Resources, and CAO Procurements. The Auditor-Controller has been notified per Board Policy B-12.
CAO RECOMMENDATION / COMMENTS
Approve as recommended.
FINANCIAL IMPACT
Funding for the proposed increase in term and compensation is provided through various federal and state homeless grant programs. There are sufficient appropriations and funding included in the current fiscal year budget, and appropriations and funding have been included in the Fiscal Year 2023-24 Recommended Budget for the term of the project. There is no impact to the County General Fund.
CLERK OF THE BOARD FOLLOW UP ACTIONS
1) Clerk of the Board to obtain Chair signature on Amendment II to Agreement for Services 6722; and
2) Clerk of the Board to return one (1) fully executed Agreement to HHSA Contracts Unit via email to hhsa-contracts@edcgov.us.
STRATEGIC PLAN COMPONENT
Public Safety and Healthy Communities
CONTACT
Olivia Byron-Cooper, MPH, Interim Director, Health and Human Services Agency