Consent-Health & Human Services # 22.
Board of Supervisors
- Meeting Date:
- 04/18/2023
- Brief Title
- Agreement with CommuniCare Health Centers
From:
Nolan Sullivan, Director, Health and Human Services Agency
Staff Contact:
Tanya Provencher, Service Centers Branch Director, Health and Human Services Agency, x2707
Supervisorial District Impact:
Countywide
Subject
Approve agreement with CommuniCare Health Centers in the amount of $440,986.33 for the period of May 1, 2023 through June 30, 2024 and ratify sixth amendment to Agreement No. 18-223 with CommuniCare Health Centers to extend the term of the Agreement by one month, from April 1, 2023 through April 30, 2023 and add $31,536.67 for 2022-23 for a new contract maximum of $1,421,892.67 for the period of October 1, 2018 through April 30, 2023 for the provision of mental health treatment services for California Work Opportunity and Responsibility services to Kids (CalWORKs). (No general fund impact) (Sullivan)
Recommended Action
- Approve agreement with CommuniCare Health Centers in the amount of $440,986.33 for the period of May 1, 2023 through June 30, 2024 for the provision of mental health treatment services for California Work Opportunity and Responsibility services to Kids (CalWORKs);
- Delegate authority to the Director of the Yolo County Health and Human Services Agency or her/his designee to: 1) exercise optional year extensions up to $377,913 for fiscal year 2024-25, 2025-26, 2026-27 and 2027-28 and 2) issue related option year notices. Please see Section III of Att. A. New Agreement; and
- Ratify sixth amendment to Agreement No. 18-223 with CommuniCare Health Centers to extend the term of the Agreement by one month, from April 1, 2023 through April 30, 2023 and add $31,536.67 for 2022-23 for a new contract maximum of $1,421,892.67 for the period of October 1, 2018 through April 30, 2023 for the provisions of mental health treatment services for California Work Opportunity and Responsibility services to Kids (CalWORKs). Please see Att. B. Sixth Amendment for Ratification.
Strategic Plan Goal(s)
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Thriving Residents |
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Safe Communities |
Reason for Recommended Action/Background
California Work Opportunity and Responsibility to Kids (CalWORKs) is a state-wide welfare program that gives cash and services to eligible needy California families. Part of that program is the comprehensive statewide employment and training CalWORKs Employment Services (CWES) program. This program provides services to CalWORKs families to help remove barriers to employment. Services may include mental health services in an effort to remove barriers to employment for families and to support family stabilization through the public assistance to work transition. The County has a mandate from the California Department of Social Services to implement that program.
Ratification of the sixth amendment to Agreement No. 18-223
In 2018, as the result of a competitive selection process (May 2018 CalWORKs Mental Health Services RFP), Communicare Health Centers was selected to provide CalWORKs mental health services to eligible families. On or about October 9, 2018, County and CommuniCare Health Centers (CommuniCare) entered into an agreement (Agreement No. 18-223) for a one-year initial term of October 1, 2018 through June 30, 2019, with two optional extensions for FYs 2019-20 and 2020-21. The County exercised both of these extensions. On or about May 3, 2021, the then acting Procurement Manager determined it was in the best interest of the County to extend Agreement No. 18-223 based on the May 2018 RFP based on satisfactory service and reasonable prices and to avoid the interruption of County business, and thus approved a sole source letter to document this approval. Ultimately, Agreement No. 18-223 was extended through March 31, 2023, while a new RFP (November 2022 CalWORKs Mental Health Services RFP) was released, and a new vendor was selected.
Due to the November 2022 CalWORKs Mental Health Services RFP processing timeline and time needed to negotiate and finalize a new agreement with the newly selected vendor (also Communicare, see November 2022 CalWORKs Mental Health Services RFP details below) and to prevent a contract lapse and interruption in the continuity of care for clients, the Procurement Manager in consultation with the Office of County Counsel determined that a one month of extension for April 2023 was prudent. Now, HHSA and the Procurement Manager seek this Boards ratification of the sixth amendment to Agreement 18-223, approving the one month of extension for April 2023, as the contract amount exceeds the amendment authority granted to the Procurement Manager under the Yolo County Procurement Policy.
Approval of New Agreement (May 1, 2023 through June 30, 2026)
Based on the proposal submitted by CommuniCare, they were chosen as the new vendor. HHSA requests approval of this new Agreement with CommuniCare to provide mental health CalWORKs services for the period of May 1, 2023 through June 30, 2024 in an amount of $440,98633. The agreement also includes four one-year extensions for fiscal year(s) 2024-25, 2025-26, 2026-27 and 2027-28. Please see the details below regarding the competitive selection process for this new contract award.
Performance Measures included in this Agreement are as follows:
The Performance Measures associated with this Agreement are included in Attachment A, Exhibit F.
Ratification of the sixth amendment to Agreement No. 18-223
In 2018, as the result of a competitive selection process (May 2018 CalWORKs Mental Health Services RFP), Communicare Health Centers was selected to provide CalWORKs mental health services to eligible families. On or about October 9, 2018, County and CommuniCare Health Centers (CommuniCare) entered into an agreement (Agreement No. 18-223) for a one-year initial term of October 1, 2018 through June 30, 2019, with two optional extensions for FYs 2019-20 and 2020-21. The County exercised both of these extensions. On or about May 3, 2021, the then acting Procurement Manager determined it was in the best interest of the County to extend Agreement No. 18-223 based on the May 2018 RFP based on satisfactory service and reasonable prices and to avoid the interruption of County business, and thus approved a sole source letter to document this approval. Ultimately, Agreement No. 18-223 was extended through March 31, 2023, while a new RFP (November 2022 CalWORKs Mental Health Services RFP) was released, and a new vendor was selected.
Due to the November 2022 CalWORKs Mental Health Services RFP processing timeline and time needed to negotiate and finalize a new agreement with the newly selected vendor (also Communicare, see November 2022 CalWORKs Mental Health Services RFP details below) and to prevent a contract lapse and interruption in the continuity of care for clients, the Procurement Manager in consultation with the Office of County Counsel determined that a one month of extension for April 2023 was prudent. Now, HHSA and the Procurement Manager seek this Boards ratification of the sixth amendment to Agreement 18-223, approving the one month of extension for April 2023, as the contract amount exceeds the amendment authority granted to the Procurement Manager under the Yolo County Procurement Policy.
Approval of New Agreement (May 1, 2023 through June 30, 2026)
Based on the proposal submitted by CommuniCare, they were chosen as the new vendor. HHSA requests approval of this new Agreement with CommuniCare to provide mental health CalWORKs services for the period of May 1, 2023 through June 30, 2024 in an amount of $440,98633. The agreement also includes four one-year extensions for fiscal year(s) 2024-25, 2025-26, 2026-27 and 2027-28. Please see the details below regarding the competitive selection process for this new contract award.
Performance Measures included in this Agreement are as follows:
The Performance Measures associated with this Agreement are included in Attachment A, Exhibit F.
Collaborations (including Board advisory groups and external partner agencies)
County Counsel has approved this Agreement as to form.
Department of General Services, Procurement Division
Department of General Services, Procurement Division
Competitive Bid Process/Vendor Performance
May 2018 CalWORKs Mental Health Services RFP
Services are in the process of being procured through a Request for Proposal (RFP). On November 3, 2022, an RFP was issued and the time to respond closed on January 24, 2023. There were 18,559 agencies notified; agencies are notified country-wide based upon their National Institute of Governmental Procurement (NIGP) codes. Thirty-four (34) agencies viewed the RFP and one (1) agency submitted a bid. The RFP is in the final stages of evaluation.
Previously, on May 3, 2021, the then acting Yolo County Procurement Manager (or designee) reviewed HHSA’s request and determined that it was in the best interest of the County to renew the agreement, based on satisfactory service/reasonable prices and to avoid the interruption of County business. Factors considered included but were not limited to: continuity of care for vulnerable clients, including being co-located in two county buildings; CCHC’s specialized knowledge of County programs and CalWORKs requirements, and cost savings. It was HHSA’s intention at the time to proceed with a competitive selection as soon as practicable.
Prior to the approval of the sole source on May 3, 2021, the services were procured via an RFP issued on May 21, 2018, seeking a qualified community-based organization to provide mental health services. The RFP was open for forty-three (43) days and staff offered potential bidders an opportunity to ask questions during a Mandatory Bidders’ Conference on May 29, 2018. Bidders were offered the opportunity to submit proposals by dropping off a paper proposal directly at HHSA.
HHSA received one proposal from this solicitation. The proposal submitted by CCHC was selected as the top choice by all members of the Review Committee and was evaluated and determined to meet all the required qualifications necessary to successfully provide these services.
Additional information regarding the 2018 Competitive Bid Process is provided below, including a summary of the RFP evaluation criteria.
Request for Proposals (RFP) Service Requested:
CalWORKs Mental Health
Evaluation Criteria Included in RFP
Services are in the process of being procured through a Request for Proposal (RFP). On November 3, 2022, an RFP was issued and the time to respond closed on January 24, 2023. There were 18,559 agencies notified; agencies are notified country-wide based upon their National Institute of Governmental Procurement (NIGP) codes. Thirty-four (34) agencies viewed the RFP and one (1) agency submitted a bid. The RFP is in the final stages of evaluation.
Previously, on May 3, 2021, the then acting Yolo County Procurement Manager (or designee) reviewed HHSA’s request and determined that it was in the best interest of the County to renew the agreement, based on satisfactory service/reasonable prices and to avoid the interruption of County business. Factors considered included but were not limited to: continuity of care for vulnerable clients, including being co-located in two county buildings; CCHC’s specialized knowledge of County programs and CalWORKs requirements, and cost savings. It was HHSA’s intention at the time to proceed with a competitive selection as soon as practicable.
Prior to the approval of the sole source on May 3, 2021, the services were procured via an RFP issued on May 21, 2018, seeking a qualified community-based organization to provide mental health services. The RFP was open for forty-three (43) days and staff offered potential bidders an opportunity to ask questions during a Mandatory Bidders’ Conference on May 29, 2018. Bidders were offered the opportunity to submit proposals by dropping off a paper proposal directly at HHSA.
HHSA received one proposal from this solicitation. The proposal submitted by CCHC was selected as the top choice by all members of the Review Committee and was evaluated and determined to meet all the required qualifications necessary to successfully provide these services.
Additional information regarding the 2018 Competitive Bid Process is provided below, including a summary of the RFP evaluation criteria.
Request for Proposals (RFP) Service Requested:
CalWORKs Mental Health
Evaluation Criteria Included in RFP
- Qualifications (30 points)
- Experience (40 points)
- Description of Vendor Operations (10 points)
- Proposer’s Approach to Project (50 points)
- Demonstrated Competence/Past Performance (30 points)
- Responsiveness and Responsibility (20 points)
- Quality and Completeness of Submitted Proposal (30 points)
- Financial Stability (15 points)
Bids Received
| Bidder | Bid |
| CommuniCare Health Centers, Inc. | $288,549 |
November 2022 CalWORKs Mental Health Services RFP
On November 3, 2022, the County via the Department of General Services, Procurement Division (DGS-Procurement) [formerly Department of Financial Services, Procurement Division] issued a Request for Proposal (RFP) on behalf of the Health and Human Services Agency (HHSA) for Mental Health Services for California Work Opportunity and Responsibility to Kids Employment Services (CWES) clients. The solicitation was open for 62 days, (just over 9 weeks). On December 13, 2022, DGS and HHSA offered potential bidders an opportunity to ask questions during a bidder’s conference.
The County received 1 proposal(s) from this solicitation. DGS reviewed the proposal for minimum requirements and moved the proposal forward to the Review Committee, comprised of 3 HHSA staff.
The Review Committee evaluated the proposals and determined that the proposal submitted by CommuniCare Health Centers met all the required qualifications necessary to successfully provide these services. On March 8, 2023 the County issued an Intent to Award letter.
Additional information regarding the Competitive Bid Process is provided below, including a summary of the solicitation evaluation criteria.
Evaluation Criteria Included in RFP
- Qualifications & Experience (30 points)
- Description of Vendor Operations (15 points)
- Proposer’s Approach to Project (25 points)
- Demonstrated Competence/Past Performance (5 points)
- Responsiveness and Responsibility (5 points)
- Quality and Completeness of Submitted Proposal (10 points)
- Financial Stability (10 points)
Bids Received
| Bidder | Bid |
| CommuniCare Health Centers | $1,273,650 |
Fiscal Impact
Fiscal impact (see budgetary detail below)
Fiscal Impact (Expenditure)
- Total cost of recommended action:
- $ 94,610
- Amount budgeted for expenditure:
- $ 94,610
- Additional expenditure authority needed:
- $
- On-going commitment (annual cost):
- $ 377,913
Source of Funds for this Expenditure
- 6th Amendment CalWORKs
- $31,537
- New Agreement CalWORKs
- $63,073
Further explanation as needed:
Ratification of the sixth amendment to Agreement No. 18-223
No general funds are required by this action. These services will be funded by CalWORKs. The total amount of this action is $1,421,892.67 for the period of October 1, 2018 through April 30, 2023. The amount of $31,536.67 is included in the HHSA adopted budget for fiscal year 2022-23.
No general funds are required by this action. These services will be funded by CalWORKs. The total amount of this action is $1,421,892.67 for the period of October 1, 2018 through April 30, 2023. The amount of $31,536.67 is included in the HHSA adopted budget for fiscal year 2022-23.
The following is the breakdown of funding for this agreement.
| Fiscal Year 2018-19 October 1, 2018 through June 30, 2019 |
$211,801.00 |
| Fiscal Year 2019-20 July 1, 2019 through June 30, 2020 |
$289,301.00 |
| Fiscal Year 2020-21 July 1, 2020 through June 30, 2021 |
$309,627.00 |
| Fiscal Year 2021-22 July 1, 2021 through June 30, 2022 |
$309,627.00 |
| Fiscal Year 2022-23 July 1, 2022 through April 30, 2023 |
$301,536.67 |
| Total | $1,421,892.67 |
New Agreement (May 1, 2023 through June 30, 2024)
No general funds are required by this action. These services will be funded by CalWORKs. The total amount of this action is $440,986.33 for the period of May 1, 2023 through June 30, 2024. The amount of $63,073.33 is included in the HHSA adopted budget for fiscal year 2022-23. The related funding will be included in the requested budget process for future fiscal years.
No general funds are required by this action. These services will be funded by CalWORKs. The total amount of this action is $440,986.33 for the period of May 1, 2023 through June 30, 2024. The amount of $63,073.33 is included in the HHSA adopted budget for fiscal year 2022-23. The related funding will be included in the requested budget process for future fiscal years.
The following is the breakdown of funding for this agreement.
| Fiscal Year 2022-23 May 1, 2023 through June 30, 2023 |
$63,073.33 |
| Fiscal Year 2023-24 July 1, 2023 through June 30, 2024 |
$377,913.00 |
| Total | $440,986.33 |
This Agreement also includes 4 one-year optional extensions for FY 2024-25, 2025-26, 2026-27 and 2027-28 in an amount less than or equal to $377,913 per fiscal year.
| Option Year/ Fiscal Year (OY/FY) |
Revised Agreement Expiration Date Per OY/FY |
Maximum Increased Funding Amount Per OY/FY |
Revised Agreement Lifetime Maximum Per OY/FY |
| OY/FY 2024-25 | On or before June 30, 2025 |
Less than or equal to $377,913 |
Less than or equal to $818,899.33 |
| OY/FY 2025-26 | On or before June 30, 2026 |
Less than or equal to $377,913 |
Less than or equal to $1,196,812.33 |
| OY/FY 2026-27 | On or before June 30, 2027 |
Less than or equal to $377,913 |
Less than or equal to $1,574,725.33 |
| OY/FY 2027-28 | On or before June 30, 2028 |
Less than or equal to $377,913 |
Less than or equal to $1,952,638.33 |
In no event shall the term of the Agreement extend beyond June 30, 2028 nor shall the total contract maximum exceed the amount of ONE MILLION NINE HUNDRED FIFTY-TWO THOUSAND SIX HUNDRED THIRTY-EIGHT DOLLARS AND THIRTY-THREE CENTS ($1,952,638.33), unless otherwise agreed to in writing by the parties and in conformity with the then-current Yolo County Procurement Policy approved by the Yolo County Board of Supervisors.
Attachments
Form Review
| Inbox | Reviewed By | Date |
|---|---|---|
| Financial Services | mrobertson | 04/05/2023 11:18 AM |
| County Counsel | Hope Welton | 04/05/2023 12:47 PM |
- Form Started By:
- Kimberly Mayfield
- Started On:
- 03/27/2023 11:33 AM
- Final Approval Date:
- 04/05/2023