Approve second amendment to Agreement No. 18-214 with Victor Community Support Services to add funding in the amount of $90,000 to 2022-23 for a new contract maximum of $3,403,250, for the period of September 1, 2018 through June 30, 2023, for the provision early and periodic screening, diagnosis and treatment for seriously emotionally disturbed full scope Medi-Cal eligible children and youth age 0-20. (No general fund impact) (Sullivan)

Approve second amendment to Agreement No. 18-214 with Victor Community Support Services to add funding in the amount of $90,000 to 2022-23 for a new contract maximum of $3,403,250, for the period of September 1, 2018 through June 30, 2023, for the provision early and periodic screening, diagnosis and treatment for seriously emotionally disturbed full scope Medi-Cal eligible children and youth age 0-20. (No general fund impact) (Sullivan)

The Yolo County Health and Human Services Agency (HHSA) is required to ensure the provision of Early and Periodic Screening, Diagnosis and Treatment (EPSDT) community-based services to Medi-Cal eligible children and adolescents in our community. These services are mandated by federal statue and court agreements signed by the state, and also align with the county’s commitment to keeping children safe, healthy, at home, in school and in their communities. Most costly public services are often when children are removed from their home and placed in residential care and/or hospitalized.

On or about September 25, 2018 the County entered into a 1-year Agreement with Victor Community Support Services to provide EPSDT services to Medi-Cal eligible children and youth ages 0-20. The Agreement was for Fiscal Year (FY) 2018-19 in an amount not to exceed $571,250; and included four (4) optional extensions through FY 2022-23 in an amount of $685,500 per FY for a lifetime maximum of $3,313,250.

On or about April 12, 2019 the County exercised its option to extend the term of the Agreement through FY 2019-20 and added $685,500 for a new contract maximum of $1,256,750.

On or about December 13, 2019 the Parties amended the Agreement via the First Amendment to update language in Agreement.

On or about June 12, 2020 the County exercised its option to extend the term of the Agreement through FY 2020-21 and added $685,500 for a new contract maximum of $1,942,250.

On or about April 12, 2021 the County exercised its option to extend the term of the Agreement through FY 2021-22 and added $685,500 for a new contract maximum of $2,627,750.

On or about June 14, 2022 the County exercised its option to extend the term of the Agreement through FY 2022-23 and added $685,500 for a new contract maximum of $3,313,250.

This second amendment adds funding in the amount of $90,000 to fiscal year 2022-23 for a new contract maximum of $3,403,250. This amendment also revises contract language to align with county requirements.

HHSA believes it is in the best interest of the County to amend the Agreement in order to pay remaining claims and to ensure there is no interruption to these vital services. During this contract term, Victor Community Support Services accepted additional referrals at the County’s request, including clients with high levels of acuity which required increased service delivery. It has been noted by all Specialty Mental Health (SMHS) providers that the needs of children and youth have increased significantly in recent years, in part due to the COVID-19 pandemic.

Performance Measures included in this Agreement are as follows:
The Performance Measures were included in the underlying Agreement and are not being revised at this time (See Att. B. Performance Measures)

HHSA confirms Victor Community Support Services performed satisfactorily under this agreement. Throughout this year, Victor Community Support Services has consistently accepted referrals from the County and has never requested referrals be paused due to any staffing challenges. The vendor has managed any staffing challenges internally and successfully to continue providing these critical services to Yolo County children. It is broadly agreed that there is a workforce crisis in the mental health field; however, this has not impacted children served by Victor Community Support Services, due to their maintenance of a consistent clinical team. Throughout the contract term, Victor Community Support Services has maintained consistent communication with the County regarding services for children and has always submitted performance measures timely. Victor staff collaborate with the County and participate in anything asked of them, including the External Quality Review Organization (EQRO) audit and any other oversight or audits required by the County or DHCS.

County Counsel has approved this Agreement as to form.
Department of General Services, Procurement Division

On April 2, 2018, Yolo County Health and Human Services Agency (HHSA) issued a Request for Proposals (RFP) from qualified community-based organizations to provide Children’s Outpatient Mental Health Treatment Services, including Primary and Intensive Services. Primary Services are designed to serve the largest group of eligible children and youth, targeting Medi-Cal beneficiaries. These services are provided in the community and sometimes in the office.  Referrals to Primary Services are the most common initial referral made for a child or youth.  Intensive Services are intensive home and community-based program targeting children and youth under the age of 21 with high levels of need. Intensive Services may include all of the services provided under Primary Services but may also include Therapeutic Behavioral Services (TBS); Full-Service Partnership (FSP) Services; or the Wraparound Program.

The RFP was open for 46 days (just over 6 weeks).  On April 12, 2018, potential bidders were offered an opportunity to ask questions during a Mandatory Bidders’ Conference on April 19, 2018, additional questions concerning the RFP could be asked via the Bidsync website. HHSA received six proposal(s) from this solicitation.

A six-person Proposal Review Committee was formed that included 3 HHSA employees, from 2 different HHSA branches, as well as 3 other reviewers. The Review Committee evaluated the proposals and determined that the proposal submitted by Victor Community Support Services met all the required qualifications necessary to successfully provide these services.