Approve eighth amendment to Agreement No. 19-16 with CommuniCare Health Centers to extend the term of the agreement through November 30, 2023 and add funding in the amount of $40,253 for a new contract maximum of $362,044 for the period of July 1, 2018 through November 30, 2023, for the provision of providing secure supervised toxicology specimen collection for County referred Child Welfare Services clients. (No general fund impact) (Sullivan)

Approve eighth amendment to Agreement No. 19-16 with CommuniCare Health Centers to extend the term of the agreement through November 30, 2023 and add funding in the amount of $40,253 for a new contract maximum of $362,044 for the period of July 1, 2018 through November 30, 2023, for the provision of providing secure supervised toxicology specimen collection for County referred Child Welfare Services clients.

The eighth amendment will enable the Health and Human Services Agency (HHSA) to continue securing supervised toxicology specimen collections for County referred Child Welfare Services clients who are being asked to drug test prior to a case being referred to the Juvenile Court and for parents under investigation by Child Welfare Services where substance abuse related allegations of abuse/neglect have been made.

HHSA previously posted a request for proposal for supervised toxicology specimen collections; however, there were no proposals submitted. HHSA is currently in the process of revising and re-posting the request for proposal for these services. CommuniCare Health Centers has agreed to continue to provide services and extend the current agreement while HHSA completes the procurement process. HHSA believes it is the best interest of the County to extend this contract from the previous contract period based on satisfactory service. CommuniCare Health Centers continues to accept referrals and provides appropriate services for CWS clients. Extending this agreement will avoid the interruption of County business.

Performance Measures included in this Agreement are as follows:
Performance Measures are not associated with this Agreement.

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

In compliance with the County’s Procurement Policy, the competitive selection process originally used for this agreement was “Informal Quotes.” Four potential vendors were contacted by Child Welfare Services staff regarding quotes for the provision of these services. Two potential vendors did not respond to HHSA’s overtures. Two potential vendors responded, CommuniCare Health Centers and Cache Creek Lodge. Of these, CommuniCare Health Centers quote was significantly less than Cache Creek’s quote. However, while Cache Creek Lodge provided a quote, they indicated they were not interested in providing these services due to capacity and commitments made to the Yolo County Probation Department. 

In fiscal year 2020-21 the contract rates increased due to increased cost of services for collections performed during the COVID-19 pandemic. Due to these increased costs the total amount of the contract and value of the services exceed the permissible amounts for procurement via Informal Quotes as provided by the Yolo County Procurement Policy. Thus, on or about June 2, 2020 the Yolo County Procurement Manager approved a single source procurement for these services.

On or about May 2, 2023, 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 toxicology/specimen collection services. The RFP closed on May 24, 2023. 

The County received zero (0) proposals from the May 2023 solicitation. Therefore, the Procurement Manager authorized a contract extension to December 31, 2023; however, CommuniCare Health Centers is only able to provide services until November 30, 2023.

The Department confirms CommuniCare Health Centers has performed satisfactorily on the current agreement. Thus, pursuant to the authority provided to the Yolo County Procurement Manager as the Yolo County Purchasing Agent under the current Yolo County Procurement Policy, the Procurement Manager 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 solicitation for these services was processed in May 2023; however, HHSA did not receive any proposals. This eighth amendment will allow continuation of services while a subsequent solicitation is processed for a new contract with an anticipated start date of December 1, 2023.