Consent-Health & Human Services # 21.
Board of Supervisors
- Meeting Date:
- 04/04/2023
- Brief Title
- Third Amendment to Delegated Authority Agreement #21-293 with Yolo County Children’s Alliance for CalWORKs Stage One Childcare
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 third amendment to Delegated Authority Agreement No. 21-293 with Yolo County Children’s Alliance to add funding in the amount of $900,000 for 2022-23; and extend the term through June 30, 2024; and add funding in the amount of $2,700,000 for 2023-24 for a new contract maximum of $6,333,000 for the period of January 1, 2022 through June 30, 2024; and to increase option year funding; and to clarify language in the agreement, for the provision of CalWORKs Stage One Childcare services. (No general fund impact) (Sullivan)
Recommended Action
- Approve third amendment to Delegated Authority Agreement No. 21-293 with Yolo County Children’s Alliance to add funding in the amount of $900,000 for 2022-23; and extend the term through June 30, 2024; and add funding in the amount of $2,700,000 for 2023-24 for a new contract maximum of $6,333,000 for the period of January 1, 2022 through June 30, 2024; and increase option year funding; and to clarify language in the agreement, for the provision of CalWORKs Stage One Childcare services; and
- Re-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 $2,700,000 per fiscal year for fiscal years 2024-25 and 2025-26 and 2) issue related option year notices. Please see Section III.B2. of Att. A. Third Amendment)
Strategic Plan Goal(s)
 |
Thriving Residents |
Reason for Recommended Action/Background
California Welfare Reform provides for three stages of childcare services and payment systems. Stage One Child Care Services are mandated and funded by the California Department of Social Services (CDSS) and begins upon entry of a person into the CalWORKs or CalLearn Public Assistance Programs.
On or about December 30, 2021, the County entered into a two-year Agreement with Yolo County Children’s Alliance from January 1, 2022 through June 30, 2023 to provide these mandated services.
On or about July 12, 2022, the Parties amended the Agreement via the First Amendment to add CalWORKs funding in the amount of $33,000 in order to pay remaining claims for FY2021-22; and update contract language.
On or about July 18, 2022, the Parties amended the Agreement via the Second Amendment to revise the Budget to correct an error in the FY2021-22 Budget.
Approval of this third amendment will extend the term of the Agreement through June 30, 2024 and add additional CalWORKs funding of $900,000 to FY 2022-23 and $2,700,000 to FY 2023-24; increases the optional extension amounts to $2,700,000; and updates and clarifies language in the Agreement. The additional funding is required due to an increase in the number of families being provided childcare services in the CalWORKs Program.
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 Yolo County Children’s Alliance has performed satisfactorily under this agreement. For the period of June through December 2022, YCCA administered childcare services to an average of 103 single parent families/160 children and 23 2-parent families and 41 children.
On or about December 30, 2021, the County entered into a two-year Agreement with Yolo County Children’s Alliance from January 1, 2022 through June 30, 2023 to provide these mandated services.
On or about July 12, 2022, the Parties amended the Agreement via the First Amendment to add CalWORKs funding in the amount of $33,000 in order to pay remaining claims for FY2021-22; and update contract language.
On or about July 18, 2022, the Parties amended the Agreement via the Second Amendment to revise the Budget to correct an error in the FY2021-22 Budget.
Approval of this third amendment will extend the term of the Agreement through June 30, 2024 and add additional CalWORKs funding of $900,000 to FY 2022-23 and $2,700,000 to FY 2023-24; increases the optional extension amounts to $2,700,000; and updates and clarifies language in the Agreement. The additional funding is required due to an increase in the number of families being provided childcare services in the CalWORKs Program.
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 Yolo County Children’s Alliance has performed satisfactorily under this agreement. For the period of June through December 2022, YCCA administered childcare services to an average of 103 single parent families/160 children and 23 2-parent families and 41 children.
Collaborations (including Board advisory groups and external partner agencies)
County Counsel has approved this Agreement as to form.
Competitive Bid Process/Vendor Performance
On September 13, 2021, Yolo County Health and Human Services Agency (HHSA) issued a Request for Proposals (RFP) from qualified community-based organizations to provide Stage One Childcare Services. The RFP was open for 30 just over four weeks, and staff offered potential bidders an opportunity to ask questions during a Bidders’ Conference on September 22,2021. Bidders were offered the opportunity to submit proposals by dropping off a paper proposal directly at HHSA.
HHSA received one proposal(s) from this solicitation. The proposal submitted by Yolo County Children’s Alliance 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 Competitive Bid Process is provided below, including a summary of the RFP evaluation criteria.
HHSA received one proposal(s) from this solicitation. The proposal submitted by Yolo County Children’s Alliance 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 Competitive Bid Process is provided below, including a summary of the RFP evaluation criteria.
Request for Proposals (RFP) Service Requested:
CalWORKs Stage One Child Care
Evaluation Criteria Included in RFP
- Qualifications and experience (35 points)
- Description of Vendor Operations (5 points)
- Program Scope (approach) (35 points)
- Demonstrated Competence/Past Performance (10 points)
- Program/Project Budget (10 points)
- Quality and Completeness of Submitted proposals (5 points)
- Financial Stability (Pass/Fail)
- Responsiveness/Responsibility (Pass/Fail)
| Bidder | Bid |
| Yolo County Children’s Alliance | $2,700,000 |
Fiscal Impact
Fiscal impact (see budgetary detail below)
Fiscal Impact (Expenditure)
- Total cost of recommended action:
- $ 900,000
- Amount budgeted for expenditure:
- $ 900,000
- Additional expenditure authority needed:
- $
- On-going commitment (annual cost):
- $ 2,700,000
Source of Funds for this Expenditure
- CalWORKs
- $900,000
Further explanation as needed:
No general funds are required by this action. These services will be funded by CalWORKs. The action increases the contract maximum by $3,600,000 by adding $900,000 to FY 2022-23 and $2,700,000 to FY 2023-24 for a total of $6,333,000 for the period of January 1, 2022 through June 30, 2024. The amount of $900,000 is included in the HHSA adopted budget for FY 2022-23, and the amount of $2,700,000 will be included in the HHSA requested budget for FY 2023-24. 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.
The following is the breakdown of funding for this agreement.
| Fiscal Year 2021-22 January 1, 2022 through June 30, 2022 |
Fiscal Year 2022-23 July 1, 2022 through June 30, 2023 |
Fiscal Year 2023-24 July 1, 2023 through June 30, 2024 |
Total |
| $933,000 | $2,700,000 | $2,700,000 | $6,333,000 |
The agreement also includes two one-year extension options for Fiscal Years 2024-25 and 2025-26 in an amount less than or equal to $2,700,000 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 $2,700,000 | Less than or equal to $9,033,000 |
| OY/FY 2025-26 | On or before June 30, 2026 |
Less than or equal to $2,700,000 | Less than or equal to $11,733,000 |
In no event shall the term of the Agreement extend beyond June 30, 2026 nor shall the total contract maximum exceed the amount of ELEVEN MILLION SEVEN HUNDRED THIRTY-THREE THOUSAND DOLLARS ($11,733,000), 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 | 03/21/2023 03:39 PM |
| County Counsel | Hope Welton | 03/24/2023 08:27 AM |
- Form Started By:
- Kimberly Mayfield
- Started On:
- 02/24/2023 11:45 AM
- Final Approval Date:
- 03/27/2023