Approve fourth amendment to the Agreement No. 17-263 with CommuniCare Health Centers to extend the term of the agreement through December 31, 2023 and add funding in the amount of $239,325 for fiscal year 2023-24, for a new contract maximum of $1,983,204.06 for the period of October 1, 2017 through December 31, 2023, and update and clarify language in the Agreement, for the provisions of integrated behavioral health services for Latino individuals and families. (No general fund impact) (Sullivan)

Approve fourth amendment to the Agreement No. 17-263 with CommuniCare Health Centers to extend the term of the agreement through December 31, 2023 and add funding in the amount of $239,325 for fiscal year 2023-24, for a new contract maximum of $1,983,204.06 for the period of October 1, 2017 through December 31, 2023, and update and clarify language in the Agreement, for the provisions of integrated behavioral health services for Latino individuals and families.

On or about October 24, 2017, the County entered into a 3-year Agreement with Communicare Healthcare Centers Inc. for the term of October 1, 2017 through June 30, 2020 with a contract maximum of $631,758 for the provision of:

Integrated Behavioral Health Services (IBHS) (*effective October 1, 2017)
This program has provided culturally appropriate and responsive services to Yolo County Latino residents with health issues, mental health illnesses, and/or substance use problems. The program has served Yolo Latino community members as individuals or families and has provided targeted outreach effort to Latino men/heads of households. In addition, this program has developed relationships between consumers of services, support partners, families, various service providers, and the community. Overall, this program has provided integrated health and behavioral health services that has decreased costs to Yolo County as well as to providers of health and behavioral health services for uninsured individuals, reduced mental health hospitalizations and reduced the length of stay for Latino individuals in hospitals or residential programs. This program has improved the quality of life and independence for Latino clients, expands client input on programmatic structure, outreach, and treatment activities, and reduces stigma while increasing services in the Latino community.

Sacramento Multiple Advocate Resource Team-Yolo (SMART-Y) (*effective October 1, 2017 – January 31, 2018)
This program has provided benefit advocacy project that assists eligible individuals in applying for and receiving federal and state benefits programs, such as Supplemental Security Insurance (SSI), Social Security Disability Income (SSDI), and Medi-Cal. The program prioritizes individuals experiencing homelessness as the highest priority to receive services under this agreement.

On or about July 21, 2020, the Parties amended the agreement via the First Amendment to extend the term of the Agreement through June 30, 2021; added $258,798.08 for a new contract maximum of $890,556.08; added an optional extension term for FY 2021-22; and updated and clarified language in the Agreement.

On or about April 1, 2021, the County exercised its option to extend the term of the Agreement through Jun 30, 2022 and added $222500 for a new contract maximum of $1,113,056.08.

On or about August 31, 2021, the Parties further amended the agreement via the Second Amendment add funding in the amount of $179,661.98 for fiscal year 2021-22 for a new contract maximum of $1,292,718.06 and update and clarified language in the Agreement.

On or about April 1, 2022 the then acting Yolo County Procurement Manager determined it was in the best interest of the County to extend the contract award from the April 2017 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 extension.

On or about April 12, 2022, the Parties further amended the agreement via the Third Amendment to extend the term of the Agreement through June 30, 2023; added funding in the amount of $451,161 for Fiscal Year 2022-23 for a new contract maximum of $1,743,879.06; and updated and clarified language in the Agreement.

This fourth amendment extends the term of the Agreement through December 31, 2023, adds funding in the amount of $239,325 for Fiscal Year 2023-24, and updates and clarifies language in the Agreement. HHSA believes it is the best interest of the County to extend this contract from the previous contract period based on satisfactory service and to avoid the interruption of County business. A formal procurement for these services is planned for early FY 2023-24.

The Procurement Manager and HHSA request approval of this amendment to ensure these vital services can continue until a formal Request for Proposal (RFP) can be released for a new contract start date of January 1, 2024.

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 CommuniCare Health Centers has performed satisfactorily under this agreement. In FY21-22, this program served over 400 people with more than 2,600 contacts. Further, over 6,900 community members were engaged at 138 outreach events.

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

On April 12, 2017, Yolo County Health and Human Services Agency (HHSA) issued a Request for Proposals (RFP) from qualified community-based organizations to provide Latino Outreach/Health/Mental Health workers known as Promotors. This type of worker is a lay Hispanic/Latino community worker with special training in health care and behavioral health care who provides basic health education to Hispanic/Latino individuals and families. In addition, Promotors provide guidance and support in how to access community health resources and serve as Liaisons between their community and community health professionals and organizations.   HHSA received one proposal from this solicitation.
The Board of Supervisors recommended the Yolo County Health and Human Service Agency review the RFP process used in this solicitation. After reviewing it was determined this RFP should be re-issued in an effort to ensure the RFP is fair, ethical and competitive, while also maintaining high quality services to Yolo County residents.
On June 21, 2017, HHSA re-issued an RFP desiring to attract qualified community-based organizations to provide Integrated Health and Behavioral Health Services for Latino individuals and Families. This second RFP included a revised scope of work; a mandatory Bidder’s Conference; a cover letter with a summary of services, requirements, and timelines; and an option to either submit a proposal through the BidSync process or hand deliver a proposal to HHSA. A notice was also sent out to approximately 60 potential bidders who had previously viewed the original RFP issued on April 12, 2017.
HHSA received two proposals from this solicitation.  The proposals were submitted by CommuniCare Health Centers, Inc. and RISE, Inc. Both proposals were evaluated by individuals not affiliated with Yolo County as well as staff from HHSA. This review process determined both proposals met all the required qualifications necessary to successfully provide these services.
Because both proposals met all required qualifications and were of high quality both CommuniCare Health Centers, Inc. and RISE, Inc. were offered contracts to provide these identified services. A separate agreement with RISE, Inc. was submitted to the Board for approval
Additional information regarding the Competitive Bid Process is provided below, including a summary of the RFP evaluation criteria.
Request for Proposals (RFP) Service Requested:
Integrated Behavioral Health Services for Latino Community and Families

Evaluation Criteria Included in RFP

Bids Received

On April 1, 2022, the then acting Yolo County Procurement Manager or designee approved a sole source procurement to extend these services beyond the 5-year RFP procurement term. Procurement reviewed HHSA’s request and determined that it was in the best interest of the County to extend the agreement, based on satisfactory service/reasonable prices and to avoid the interruption of County business. Extension of the current contract was necessary as Yolo HHSA is in the middle of our three-year MHSA plan planning process. That finalized plan with informed the necessary RFP process, which is expected to occur in the summer of 2023, drawing from information in the final version of the 23-26 MHSA plan.

The sole source was deemed appropriate for these services by:
1) vendor is a Federally Qualified Health Center (FQHC) dedicated to providing comprehensive and high-quality health care to anyone in Yolo County regardless of insurance status or ability to pay; and their staff are bilingual and bicultural which assists in the development of relationships with Latino/Hispanic residents of the County that may experience health issues, mental health illness, and/or substance use issues; 2) satisfactory vendor performance--the vendor has been a County vendor for over five years providing competitive rates and documented successful performance in providing high quality mental health services; 3) decreases the costs to the county/reduces higher costs services like hospitalizations; and 4) the County would lose the capacity to serve uninsured Yolo County residents needing Mild to Moderate behavioral health care services and would limited in its ability to adequately serve and engage Latino Community & Families and would default on a proposed plan through MHSA funding.

The Department confirms CommuniCare Health Center has performed satisfactorily on the current agreement. Thus, pursuant to the authority provided to the Yolo County Procurement Manger as the Yolo County Purchasing Agent under the current Yolo County Procurement Policy, the Procurement Manger 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. Pending the outcomes of the Mental Health Services Act (MHSA) planning process, a formal procurement for these services is planned to be released in early FY 2023-24 for a contract start date of January 1, 2024.