Consent-Health & Human Services # 22.
Board of Supervisors
- Meeting Date:
- 01/23/2024
- Brief Title
- Agreement Yolo County Children's Alliance - Voluntary Income Tax Assistance
From:
Nolan Sullivan, Director, Health and Human Services Agency
Staff Contact:
Tico Zendejas, Service Centers Branch Director, Health and Human Services Agency, x8042
Supervisorial District Impact:
Countywide
Subject
Approve agreement with Yolo County Children’s Alliance in the amount of $100,000 for the period January 1, 2024 to December 31, 2024 for the provision of Voluntary Income Tax Assistance (VITA) services and delegate signing authority to the Yolo County Procurement Manager to sign the agreement. (General Fund impact of $100,000) (Sullivan)
Recommended Action
- Approve agreement with Yolo County Children’s Alliance in the amount of $100,000 for the period January 1, 2024 to December 31, 2024 for the provision of Voluntary Income Tax Assistance (VITA) services;
- Delegate signing authority to the Yolo County Procurement Manager to sign the agreement; and
- 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 $100,000 per calendar year for calendar years 2025, 2026, 2027 and 2028; and 2) issue related option year notices. Please see Section III. of Att. A. Agreement.
Strategic Plan Goal(s)
 |
Thriving Residents |
Reason for Recommended Action/Background
Yolo County Health and Human Services Agency, Service Centers Branch, strives to ensure low-income Yolo County families have every available resource to them. Income tax preparation is an effective and low-cost way to assist Yolo County working families in maximizing their full tax return. The Voluntary Income Tax Assistance (VITA) program can support tax preparation assistance to low-income Yolo County families to file their federal income taxes and claim their earned income tax credit, child tax credit, and other credits for which they qualify.
Performance Measures included in this Agreement are as follows:
The Performance Measures associated with this Agreement are included in Attachment A, Exhibit F.
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 will approve this Agreement as to form.
General Services Department, Procurement Division
General Services Department, Procurement Division
Competitive Bid Process/Vendor Performance
On November 6, 2023, the County via the General Services Department, Procurement Division (“GSD”) issued a Request for Proposals (“RFP”) on behalf of the Health and Human Services Agency (“HHSA”) for Voluntary Income Tax Assistance (“VITA”) Program Services. The solicitation was open for twenty-nine (29) days.
The County received one (1) proposal from this solicitation. GSD reviewed the proposal for minimum requirements and one (1) proposal was moved forward to the Review Committee, comprised of three (3) HHSA staff.
The Review Committee evaluated the proposal and determined that the proposal submitted by Yolo County Children’s Alliance met all the required qualifications necessary to successfully provide these services. On December 13, 2023, GSD 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:
The County received one (1) proposal from this solicitation. GSD reviewed the proposal for minimum requirements and one (1) proposal was moved forward to the Review Committee, comprised of three (3) HHSA staff.
The Review Committee evaluated the proposal and determined that the proposal submitted by Yolo County Children’s Alliance met all the required qualifications necessary to successfully provide these services. On December 13, 2023, GSD 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:
- Reasonableness of Costs – 10 points
- Qualifications & Experience – 17 points
- Responsiveness/Responsibility – 2 points
- Project Plan – 11 points
- Project Implementation – 24 points
- Requirements for Service Delivery – 26 points
- Statement provided to comply with MOA/MOU – 5 points
- Customer References – 5 points
Bids Received
| Bidder | Bid |
| Yolo County Children’s Alliance | Not to exceed $100,000 |
Fiscal Impact
Fiscal impact (see budgetary detail below)
Fiscal Impact (Expenditure)
- Total cost of recommended action:
- $ 100,000
- Amount budgeted for expenditure:
- $ 100,000
- Additional expenditure authority needed:
- $ 0
- On-going commitment (annual cost):
- $ 100,000
Source of Funds for this Expenditure
- General Fund
- $0
Further explanation as needed:
The total amount of this action is $100,000 for the period January 1, 2024 through December 31, 2024. The amount of $100,000 is fully funded with County general funds which were included in the HHSA fiscal year 23-24 adopted budget. There is no additional County general fund impact being requested for this action in the current fiscal year. The County general fund will be included in the requested budget process for future fiscal years.
The following is the breakdown of funding for this Agreement.
| Initial Term January 1, 2024 through December 31, 2024 |
| $100,000 |
This Agreement also includes the following four (4) one-year optional extension periods in an amount less than or equal to $100,000 per optional period: January 1, 2025 through December 31, 2025; January 1, 2026 through December 31, 2026; January 1, 2027 through December 31, 2027; and January 1, 2028 through December 31, 2028.
| Optional Period (OP) |
Revised Agreement Expiration Date Per OP | Maximum Increased Funding Amount Per OP | Revised Agreement Lifetime Maximum Per OP |
| January 1, 2025 through December 31, 2025 |
On or before December 31, 2025 |
Less than or equal to $100,000 | Less than or equal to $200,000 |
| January 1, 2026 through December 31, 2026 |
On or before December 31, 2026 |
Less than or equal to $100,000 | Less than or equal to $300,000 |
| January 1, 2027 through December 31, 2027 |
On or before December 31, 2027 |
Less than or equal to $100,000 | Less than or equal to $400,000 |
| January 1, 2028 through December 31, 2028 |
On or before December 31, 2028 |
Less than or equal to $100,000 | Less than or equal to $500,000 |
In no event shall the term of the Agreement extend beyond December 31, 2028, nor shall the total contract maximum exceed the amount of FIVE HUNDRED THOUSAND DOLLARS ($500,000), unless otherwise agreed to in writing by the parties and in conformity with the then-current County Procurement Policy.
Attachments
Form Review
| Inbox | Reviewed By | Date |
|---|---|---|
| Tico Zendejas | Tico Zendejas | 01/09/2024 11:07 AM |
| Financial Services | mrobertson | 01/10/2024 01:54 PM |
| County Counsel | Hope Welton | 01/10/2024 01:57 PM |
| Cindy Perez | Cindy Perez | 01/11/2024 01:27 PM |
- Form Started By:
- Elizabeth Brown
- Started On:
- 12/21/2023 12:50 PM
- Final Approval Date:
- 01/17/2024