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Health and Human Services Agency (HHSA) as the Administrative Entity for the El Dorado Opportunity Knocks (EDOK) Continuum of Care (CoC) is recommending the Board:
1) Make findings that the provision of Coordinated Entry System (CES) services provided by Tahoe Coalition for the Homeless 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);
2) Authorize the Purchasing Agent to execute the finalized competitively bid Agreement for Services 8450 with Tahoe Coalition for the Homeless for provision of CES services to the EDOK CoC, similar in form and scope to the sample agreement attached (Attachment A), in the amount of $351,275.50 for the initial three-year term from April 1, 2024 through March 31, 2027, with the option to extend the term of the Agreement for two additional one-year terms through March 31, 2029, for a maximum five-year term, and maximum obligation of $585,459.15, contingent upon approval by County Counsel and Risk Management;
3) Authorize the Purchasing Agent to execute amendments relating to said Agreement, which do not increase the maximum dollar amount or term of the Agreement, contingent upon approval by County Counsel and Risk Management; and
4) Authorize the HHSA Director, or the Chief Assistant Director, to execute programmatic, administrative, and fiscal documents relating to this Agreement.
FUNDING: 80% State grant funding: 4% California Emergency Solutions and Housing, 76% Homeless Housing, Assistance and Prevention Program; 20% Federal funding: U.S. Department of Housing and Urban Development CoC CES Project Activity grant.
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DISCUSSION / BACKGROUND:
The CoC Program, administered by HUD, is designed to assist individuals and families experiencing homelessness through community-based services, with the goal of long-term stability. HUD provides annual CoC funding opportunities to nonprofit providers, States, and local governments to further their commitment to ending homelessness, implementing transitional and permanent housing services, promoting access to mainstream resources, and improving self-sufficiency among those seeking homelessness services.
HUD requires counties that seek to receive federal homeless assistance funds maintain a local CoC that meets federal regulations. In El Dorado County, the EDOK serves as the local CoC.
As set forth in Title 24 of the Code of Federal Regulations (CFR) Part 578, HUD requires each CoC to establish a centralized or coordinated entry process (“CES”) to coordinate housing and homelessness program participant intake assessment and provision of referrals. The CoC-established CES must: (1) cover a CoC jurisdiction’s geography; (2) have a centralized entry point that is easily accessible by individuals and families seeking housing or services; (3) be well advertised; and (4) include a comprehensive and standardized assessment tool for individuals to gain access to the local homelessness system of care.
As the local CoC in the County, EDOK is required to fulfill all requirements of a HUD-approved CES, including outreach, assessment, prioritization, matching, and referral for those currently experiencing homelessness, or those at risk of homelessness, who may encounter the CES and need prevention, diversion, or other housing resources. HHSA, as the AE for the EDOK CoC, accepts and administers awarded CoC funding and works in conjunction with the EDOK in ensuring that the HUD required CoC CES services are provided in the County.
On November 7, 2023, on behalf of HHSA and EDOK CoC, the Chief Administrative Office (CAO) Procurement and Contracts (P&C) Division, released Request for Qualifications (RFQ) 24-952-021, to solicit responses for the operation of EDOK CoC’s CES, in adherence with HUD’s CES requirements. Two responses were received which met the RFQ requirements and were deemed qualified to perform CES services by the evaluation panel. On January 2, 2024, CAO P&C posted the RFQ’s resulting Qualified List (QL), determining that the two respondents were deemed qualified to provide CES services in the County. Tahoe Coalition for the Homeless (TCH) was one of the qualified Respondents awarded to the QL.
Subsequently, HHSA staff began developing the Agreement 8450 with TCH for the EDOK CoC CES services, which is similar in form and scope to the attached sample agreement (Attachment A). Agreement 8450 is the renewal of Agreement 4212, which was approved and executed by the Board on October 8, 2019, through the term date of March 31, 2024 (Legistar item 19-1316).
To ensure continuity of the HUD mandated CES services, and to ensure the finalized agreement with TCH can be executed and is effective on April 1, 2024, HHSA, as the AE for the EDOK CoC, recommends the Board authorize the Purchasing Agent to execute the finalized competitively bid Agreement 8450 with TCH, which is similar in scope and form to the Counsel-approved sample agreement attached. A sample agreement with TCH is being presented to the Board, as the finalized agreement with TCH is currently in process and was not ready in time to bring before the Board in this agenda item. Should minor modifications to the sample agreement be necessary (e.g., updates to the rates, or changes suggested by Counsel, etc.), those revisions must be reviewed and approved by County Counsel and Risk Management but will not require Board approval.
ALTERNATIVES:
Should the Board decline to approve this recommendation, EDOK CoC would not have a CES service provider and would be in violation of HUD requirements, impacting El Dorado County residents experiencing or at imminent risk of experiencing homelessness.
PRIOR BOARD ACTION:
10/08/19, Legistar item 19-1316, HHSA Tahoe Coalition Agreement 4212
OTHER DEPARTMENT / AGENCY INVOLVEMENT:
EDOK CoC, County Counsel, CAO Procurement and Contracts Division, and Risk Management.
CAO RECOMMENDATION:
Approve as recommended.
FINANCIAL IMPACT:
There is no Net County Cost associated with this Agenda item. This Agreement will be 100% funding by awarded HHSA Housing and Homelessness Services grants. Sufficient appropriations were included in the Fiscal Year 2023-24 Budget and will be included in future budgets for the term of the Agreement.
CLERK OF THE BOARD FOLLOW UP ACTIONS
N/A
STRATEGIC PLAN COMPONENT:
Good Governance
CONTACT
Olivia Byron-Cooper, MPH, Director, Health and Human Services Agency