Approve fifth amendment to Agreement 18-218 with BHC Heritage Oaks Hospital to extend the term of the agreement through September 30, 2022 and add funding in the amount of $174,000 for a new contract maximum of $3,124,537 for the period of June 1, 2018 through September 30, 2022; add optional monthly extensions and update and clarify language in the agreement, for the provision of After-Hours Access and Crisis Services. (No general fund impact) (Sullivan)

While HHSA works to finalize the Crisis Now RFP for release in mid-2022, the County must have a vendor in place to provide both 24/7 Crisis and Access Line service as well as Crisis Navigation Services. Until a new vendor is secured for these services, including the installation of new call center technology and all relevant staff training, HHSA is relying on the current vendor to bridge the service gap. As such, Agreement 18-218 now only has two service elements, as detailed below:

Provide triage services to calls coming into the 24/7 Behavioral Health (mental health and substance use services) Access Line for HHSA and assess and appropriately disposition service calls, urgent support requests and crisis calls to support the community. These services are provided 24 hours a day, 7 days per week, 365 days per year.

Provide after-hours service eligibility and medical necessity review, as well as, appropriate acute inpatient psychiatric placement arrangements for Yolo County beneficiaries in local emergency rooms. The proposed Fifth Amendment would extend the agreement through September 30, 2022, add funding in the amount of $174,000, and add monthly optional extension through December 30, 2022, along with certain other minor updates and clarifications to the original agreement.

HHSA believes it is the best interest of the County to extend this contract from the previous contract period based on satisfactory service and to avoid the interruption of County business. A formal procurement for these services is planned for early FY22-23.

The Procurement Manager and HHSA request approval of this amendment to ensure these vital services can continue until a formal Request for Proposal (RFP) can be released for a new contract.

Performance Measures included in this Agreement are as follows:
Performance measures were included in Agreement No. 18-218 and are not being changed by this amendment.

County Counsel has approved this Agreement as to form.

On December 20, 2017, Yolo County Health and Human Services Agency (HHSA) issued a Request for Proposals (RFP) from qualified community-based organizations to provide After Hours Access and Crisis Services. The RFP was open for 6 weeks, and staff offered potential bidders an opportunity to ask questions during a Mandatory Bidders’ Conference on January 3, 2018. Bidders were offered the opportunity to submit proposals by dropping off a paper proposal directly at HHSA.

HHSA received two proposals from this solicitation. A Proposal Review Committee was formed that included three HHSA employees from different branches, and two members from outside entities include behavioral health, emergency services, law enforcement, and the community. The two proposals were evaluated, and because scoring results were very close, it was recommended that individual interviews be conducted to determine the best qualified bidder.

The proposal submitted by BHC Heritage Oaks Hospital was selected as the top choice by all members of the Proposal Review Committee and was evaluated and determined to meet all the required qualifications necessary to successfully provide these services. 

Additional information regarding the Competitive Bid Process is provided below, including a summary of the RFP evaluation criteria.

Request for Proposals (RFP) Service Requested:
After Hours Access and Crisis Services

 

The Department confirms BHC Heritage Oaks Hospital has performed satisfactorily on the current agreement. Thus, pursuant to the authority provided to the Yolo County Procurement Manger as the Yolo County Purchasing Agent under the current Yolo County Procurement Policy, the Procurement Manger has determined that it is in the best interest of the County to extend this agreement, based on satisfactory service and to avoid the interruption of County business. A formal procurement for these services is forthcoming, as mentioned above.