Consent-General Government # 19.
Board of Supervisors
County Administrator
- Meeting Date:
- 07/23/2024
- Brief Title
- ARP Yolo Healthy Aging Alliance Contracts Amendments
From:
Gerardo Pinedo, County Administrator, County Administrator's Office
Staff Contact:
Berenice Espitia, Associate Management Analyst, County Administrator's Office, x8560
Supervisorial District Impact:
Countywide
Subject
Approve first amendments to the American Rescue Plan (ARP) subaward agreements with Yolo Healthy Aging Alliance (YHAA) to transfer funds to the ARP subaward agreement Food Security for Yolo Seniors (Agreement No. 22-186) in the amount of $84,000 through December 31, 2024 from the Phone Friends (Agreement No. 21-268), Emergency Preparedness (Agreement No. 21-269), and Digital Divide (Agreement No. 21-270); and delegate authority to the Manager of Procurement to sign the amendments. (No general fund impact) (Pinedo/Espitia)
Recommended Action
- Approve first amendments to the American Rescue Plan (ARP) subaward agreements with Yolo Healthy Aging Alliance (YHAA) to transfer funds to the ARP subaward agreement Food Security for Yolo Seniors (Agreement No. 22-186) in the amount of $84,000 through December 31, 2024, from the Phone Friends (Agreement No. 21-268), Emergency Preparedness (Agreement No. 21-269), and Digital Divide (Agreement No. 21-270); and
- Delegate authority to the Manager of Procurement to sign the amendments.
Strategic Plan Goal(s)
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Thriving Residents |
Reason for Recommended Action/Background
BACKGROUND
On September 28, 2021, the Board of Supervisors (Board) approved the initial American Rescue Plan (ARP) Expenditure Plan, which included $3,000,000 for projects under the Food Security and $600,000 for Aging Needs priority funding categories. On November 9, 2021, the Board approved and authorized the County Administrator to execute up to three agreements with Yolo Healthy Aging Alliance (YHAA) not to exceed $400,000 total for aging and adult needs, which included YHAA's Phone with Friends, Emergency Preparedness, and Intergenerational Digital Inclusion programs. The three contracts end on December 31, 2024.
On January 25, 2022, the Board reviewed and provided direction on specific food security funding on January 25, 2022 and expressed support for funding the YHAA Food Security for Yolo Seniors. On July 26, 2022, the Board approved the subaward agreement of $100,000 for Food Security for Yolo Seniors from July 3, 2022, through December 31, 2024.
YHAA is now requesting to shift $84,000 of the $400,000 in ARP funds from its Digital Divide, Emergency Preparedness, and Phone Friends subawards to prioritize Food Security funding through December 31, 2024, as further described below. The $84,000 increase to the Food Security program would cover a $9,000 gap in funding and it would further fund 5 to 6 more months of providing essential meals and services to Yolo County seniors.
Yolo Healthy Aging Alliance - Contracts
Food Security for Yolo Seniors
Agreement No. 22-186 allocated $100,000 towards Food Security for Yolo Seniors. Funding this contract with YHAA will help provide expanded food access that includes a social aspect and connection to additional services for low-income older adults throughout Yolo County, with an emphasis on reaching persons in rural areas. YHAA conducted outreach to identify older adults experiencing food insecurity in the community. YHAA has coordinated with community and county entities to host events that has provided information regarding programs and services for older adults while providing an opportunity for community connection.
At this time, YHAA seeks to transfer $84,000 from other program funds to expand these services and prioritize food access to older adults in Yolo County. Of the total $84,000 amount, $18,900 would be directed to Personnel/Staffing, $56,700 would be directed to Direct Expenses, and $8,400 (10%) would go to Overhead/Indirect Costs, resulting in a total increased funding award of $184,000 for YHAA's Food Security program. Refer to Att. A. for amendment.
Phone Friends for Seniors
Agreement No. 21-268 allocated $100,000. The pandemic exacerbated isolation and its mental health impacts on our seniors, who often live alone, and the effects of isolation will continue even when the pandemic fades. The Phone Friends for Seniors program, which launched in early April 2020, was aimed at helping older adults stay socially connected and ensuring their basic needs were being met during the COVID-19 stay-at-home order. This program is operated by identifying volunteer callers that are matched with older adults who are referred by their health care providers, their families, and self-referral. The program's personal and holistic approach includes repeated casual conversations, information on services to create a wrap-around effect for overall wellbeing, and YHAA staff follow-up for both the older adults and their volunteers.
Funding needs for each year were projected; however, there is an interest to transfer and redirect $30,000 from Phone Friends Personnel/Staffing allocated funds to Food Security. Of the $30,000 total transfer, $10,000 would be redirected to Food Security Personnel/Staffing and $20,000 would be redirected to Food Security Direct Expenses. Refer to Att. B. for amendment.
Emergency Preparedness
Agreement No. 21-269 allocated $100,000 for Emergency Preparedness to YHAA to focus on older adults and people with disabilities, who are disproportionately likely to die as a result of natural disasters such as wildfires and extreme heat, partly because of increased vulnerability and partly because of factors, such as management of medication and medical equipment, that require additional preparation and enhanced response. The requested funds will be used for educational outreach to these vulnerable populations including in the rural areas and in multiple languages. Staff will be utilized for these educational events and to create additional appropriate educational materials. Staff have made a significant effort to increase the number of older adults and persons with disabilities who are signed up for Yolo Alert. Materials funds have been utilized to create "go kits" for low-income older adults and persons with disabilities and backup batteries for those with a medical need for power in emergencies such as an electric wheelchair, medications needing refrigeration, CPAP, and suctioning machines, etc.
In support of Food Security prioritization, $14,000 would be transferred and redirected to Food Security funding. The $14,000 total transfer would come from the Emergency Preparedness Personnel/Staffing funding. Of the $14,000, $5,600 would be directed to Food Security Direct Expenses and $8,400 (10%) would be directed to Food Security Overhead/Indirect Costs. Refer to Att. C. for amendment.
Intergenerational Digital Inclusion
Agreement No. 21-270 allocated $200,000 to Intergenerational Digital Inclusion for older adults. The goal of the Intergenerational Digital Inclusion program is to develop the infrastructure needed to establish a sustainable, inter-generational program to decrease the digital divide utilizing local college students matched with low-income Yolo County older adults recruited and supported by YHAA. This program has included a collaboration between the UC Davis Human Development Department and YHAA and is based upon data sources associated with digital exclusion and a local survey of 120 providers of older adult services in Yolo County.
In support of Food Security prioritization, $40,000 would be transferred and redirected to Food Security funding. The $40,000 total transfer is comprised of $30,000 from Digital Divide Personnel/Staffing funding and $10,000 from Digital Divide Direct Expenses. Of the $40,000- $31,000 would be redirected to Food Security Direct Expenses funding, and $8,900 would be redirected to Food Security Personnel/Staffing funding. Refer to Att. D. for amendment.
On September 28, 2021, the Board of Supervisors (Board) approved the initial American Rescue Plan (ARP) Expenditure Plan, which included $3,000,000 for projects under the Food Security and $600,000 for Aging Needs priority funding categories. On November 9, 2021, the Board approved and authorized the County Administrator to execute up to three agreements with Yolo Healthy Aging Alliance (YHAA) not to exceed $400,000 total for aging and adult needs, which included YHAA's Phone with Friends, Emergency Preparedness, and Intergenerational Digital Inclusion programs. The three contracts end on December 31, 2024.
On January 25, 2022, the Board reviewed and provided direction on specific food security funding on January 25, 2022 and expressed support for funding the YHAA Food Security for Yolo Seniors. On July 26, 2022, the Board approved the subaward agreement of $100,000 for Food Security for Yolo Seniors from July 3, 2022, through December 31, 2024.
YHAA is now requesting to shift $84,000 of the $400,000 in ARP funds from its Digital Divide, Emergency Preparedness, and Phone Friends subawards to prioritize Food Security funding through December 31, 2024, as further described below. The $84,000 increase to the Food Security program would cover a $9,000 gap in funding and it would further fund 5 to 6 more months of providing essential meals and services to Yolo County seniors.
| Project | Agreement # | Transfer Amount | Transfer to No. 22-186 |
| Decreasing Older Adults Isolation - Yolo Phone Friends for Seniors | No. 21-268 | $30,000 Phone Friends: Personnel/Staffing | $10,000 Food Security: Personnel/Staffing $20,000 Food Security: Direct Expenses |
| Emergency Preparedness | No. 21-269 | $14,000 Emergency Preparedness: Personnel/Staffing | $5,600 Food Security: Direct Expenses $8,400 Food Security: 10% Overhead/Indirect Costs |
| Intergenerational Digital Inclusion | No. 21-270 | $30,000 Digital Divide: Personnel/Staffing $10,000 Digital Divide: Direct Expenses |
$8,900 Food Security: Personnel/Staffing $31,100 Food Security: Direct Expenses |
Yolo Healthy Aging Alliance - Contracts
Food Security for Yolo Seniors
Agreement No. 22-186 allocated $100,000 towards Food Security for Yolo Seniors. Funding this contract with YHAA will help provide expanded food access that includes a social aspect and connection to additional services for low-income older adults throughout Yolo County, with an emphasis on reaching persons in rural areas. YHAA conducted outreach to identify older adults experiencing food insecurity in the community. YHAA has coordinated with community and county entities to host events that has provided information regarding programs and services for older adults while providing an opportunity for community connection.
At this time, YHAA seeks to transfer $84,000 from other program funds to expand these services and prioritize food access to older adults in Yolo County. Of the total $84,000 amount, $18,900 would be directed to Personnel/Staffing, $56,700 would be directed to Direct Expenses, and $8,400 (10%) would go to Overhead/Indirect Costs, resulting in a total increased funding award of $184,000 for YHAA's Food Security program. Refer to Att. A. for amendment.
Phone Friends for Seniors
Agreement No. 21-268 allocated $100,000. The pandemic exacerbated isolation and its mental health impacts on our seniors, who often live alone, and the effects of isolation will continue even when the pandemic fades. The Phone Friends for Seniors program, which launched in early April 2020, was aimed at helping older adults stay socially connected and ensuring their basic needs were being met during the COVID-19 stay-at-home order. This program is operated by identifying volunteer callers that are matched with older adults who are referred by their health care providers, their families, and self-referral. The program's personal and holistic approach includes repeated casual conversations, information on services to create a wrap-around effect for overall wellbeing, and YHAA staff follow-up for both the older adults and their volunteers.
Funding needs for each year were projected; however, there is an interest to transfer and redirect $30,000 from Phone Friends Personnel/Staffing allocated funds to Food Security. Of the $30,000 total transfer, $10,000 would be redirected to Food Security Personnel/Staffing and $20,000 would be redirected to Food Security Direct Expenses. Refer to Att. B. for amendment.
Emergency Preparedness
Agreement No. 21-269 allocated $100,000 for Emergency Preparedness to YHAA to focus on older adults and people with disabilities, who are disproportionately likely to die as a result of natural disasters such as wildfires and extreme heat, partly because of increased vulnerability and partly because of factors, such as management of medication and medical equipment, that require additional preparation and enhanced response. The requested funds will be used for educational outreach to these vulnerable populations including in the rural areas and in multiple languages. Staff will be utilized for these educational events and to create additional appropriate educational materials. Staff have made a significant effort to increase the number of older adults and persons with disabilities who are signed up for Yolo Alert. Materials funds have been utilized to create "go kits" for low-income older adults and persons with disabilities and backup batteries for those with a medical need for power in emergencies such as an electric wheelchair, medications needing refrigeration, CPAP, and suctioning machines, etc.
In support of Food Security prioritization, $14,000 would be transferred and redirected to Food Security funding. The $14,000 total transfer would come from the Emergency Preparedness Personnel/Staffing funding. Of the $14,000, $5,600 would be directed to Food Security Direct Expenses and $8,400 (10%) would be directed to Food Security Overhead/Indirect Costs. Refer to Att. C. for amendment.
Intergenerational Digital Inclusion
Agreement No. 21-270 allocated $200,000 to Intergenerational Digital Inclusion for older adults. The goal of the Intergenerational Digital Inclusion program is to develop the infrastructure needed to establish a sustainable, inter-generational program to decrease the digital divide utilizing local college students matched with low-income Yolo County older adults recruited and supported by YHAA. This program has included a collaboration between the UC Davis Human Development Department and YHAA and is based upon data sources associated with digital exclusion and a local survey of 120 providers of older adult services in Yolo County.
In support of Food Security prioritization, $40,000 would be transferred and redirected to Food Security funding. The $40,000 total transfer is comprised of $30,000 from Digital Divide Personnel/Staffing funding and $10,000 from Digital Divide Direct Expenses. Of the $40,000- $31,000 would be redirected to Food Security Direct Expenses funding, and $8,900 would be redirected to Food Security Personnel/Staffing funding. Refer to Att. D. for amendment.
Collaborations (including Board advisory groups and external partner agencies)
Yolo Healthy Aging Alliance
County Administrators Office
Procurement
County Counsel
County Administrators Office
Procurement
County Counsel
Competitive Bid Process/Vendor Performance
N/A
Fiscal Impact
No Fiscal Impact
Fiscal Impact (Expenditure)
- Total cost of recommended action:
- $ 84,000
- Amount budgeted for expenditure:
- $ 84,000
- Additional expenditure authority needed:
- $ 0
- One-time commitment:
- Yes
Source of Funds for this Expenditure
- ARP Funds
- $84,000
Further explanation as needed:
No general fund impact is anticipated to occur associated with this item.
Attachments
- Att. A. YHAA Food Security Amendment
- Att. B. YHAA Phone Friends Amendment
- Att. C. YHAA emergency Preparedness Amendment
- Att. D. YHAA Digital Inclusion Amendment
Form Review
| Inbox | Reviewed By | Date |
|---|---|---|
| Berenice Espitia (Originator) | Berenice Espitia | 07/08/2024 02:30 PM |
| Mark Bryan | Berenice Espitia | 07/08/2024 02:32 PM |
| Berenice Espitia (Originator) | Berenice Espitia | 07/15/2024 02:15 PM |
| Mark Bryan | Mark Bryan | 07/15/2024 02:21 PM |
| Financial Services | Laura Liddicoet | 07/16/2024 01:02 PM |
| County Counsel | Kimberly Hood | 07/16/2024 05:59 PM |
| Cindy Perez | Cindy Perez | 07/17/2024 08:47 AM |
- Form Started By:
- Berenice Espitia
- Started On:
- 06/21/2024 09:12 AM
- Final Approval Date:
- 07/17/2024