Approve sixth amendment to Agreement No. 18-55 with OLE Health dba CommuniCare OLE to extend the term of the agreement through June 30, 2025; and add CalWORKs funding in the amount of $95,000 to 2024-25; and add Housing Development Assistance Program (HDAP) funding in the amount of $161,302 to 2024-25 for a new contract maximum of $1,229,099.73, for the period of February 1, 2018 through June 30, 2025; and clarify the scope of work; and add budgets for 2024-25 for the provision of Housing and Disability Advocacy Program Services. (No general fund impact) (Sullivan)

Approve sixth amendment to Agreement No. 18-55 with OLE Health dba CommuniCare OLE to extend the term of the agreement through June 30, 2025; and add CalWORKs funding in the amount of $95,000 to 2024-25; and add Housing Development Assistance Program (HDAP) funding in the amount of $161,302 to 2024-25 for a new contract maximum of $1,229,099.73, for the period of February 1, 2018 through June 30, 2025; and clarify the scope of work; and add budgets for 2024-25 for the provision of Housing and Disability Advocacy Program Services.

In August 2017, the California Department of Social Services (CDSS) requested proposals from counties for its Housing and Disability Advocacy Program (HDAP) which aims to assist individuals who are experiencing homelessness apply for disability benefit programs while also providing housing assistance.

In October 2017, the Yolo County Health and Human Services Agency (HHSA) submitted an application to CDSS for Housing and Disability Advocacy Program funding. HHSA’s proposed project aims to improve the overall well-being of individuals and families in Yolo County (County) with disabilities who are experiencing homelessness, by providing services that focus on four key areas, including (1) financial self-sufficiency (through access to disability income and/or workforce development), (2) housing stability, (3) physical health, and (4) behavioral health.

The project was structured as an enhancement to the General Assistance program in the County, with a contracted HDAP provider working closely with General Assistance staff to identify individuals in the target population who require assistance with securing disability income. On March 20, 2018, the County entered into Agreement No.18-55 with CommuniCare Health Centers, now doing business as CommuniCare OLE (“CommuniCare”), to provide HDAP services. At that time, CommuniCare employed one (1) Disability Benefits Advocate (1 full-time employee) to assist clients in the target population with preparing and submitting benefits claims to any appropriate disability benefits program, including but not limited to:

• Supplemental Security Income/ State Supplementary Program for the Aged, Blind, and Disabled (SSI/SSP);
• Federal Social Security Disability Insurance (SSDI);
• Cash Assistance Program for Immigrants (CAPI); and/or
• Veterans Disability Compensation.

The Disability Benefits Advocate works with project partners to conduct screenings, assess each person’s appropriateness for disability benefits, assist with preparing and filing disability applications, assist with gathering required documentation, and ensure the timely submission of benefits claims.

On or about October 20, 2020, the Agreement was amended via the first amendment to extend the term of the Agreement and update and clarify language. On or about February 9, 2021, the Agreement was amended via the second amendment to add funding and add option years extensions. This additional funding allowed for an enhancement of services by adding one (1) additional full-time employee to provide disability benefits advocate services. On or about December 7, 2021, the Agreement was amended via the third amendment to add funding that was necessary to align the services with the program costs at the time. On or about May 10, 2022, the Agreement was amended via the fourth amendment extend the term of the Agreement and add funding to fund a case manager staffing position. This position was to increase HDAP eligibility and serve as many clients as possible by providing HDAP case management to clients who were not enrolled in HDAP eligible case management services. On or about February 14, 2024, the Agreement was amended via the fifth amendment to add funding and update and clarify contract language. This sixth amendment extends the term of the agreement through June 30, 2025 and adds CalWORKs and HDAP funding allowing for a continuation of services.

Disability benefits advocacy services are needed for CalWORKs families where a disability for any member of the household can present barriers to employment. CalWORKs is a time limited program, if the amendment is not approved, CalWORKs families would lack the assistance needed to obtain disability-based income and could exit the CalWORKs program with little or no consistent income for their families. CalWORKs staff also work closely with the CommuniCare to identify and refer families who require assistance with securing disability-based income sources.  

Housing and Disability benefits advocacy services are also provided under this Agreement to assist individuals who are experiencing homelessness apply for disability benefit programs, while also providing housing assistance associated with the grant funding. If the extension of the agreement is not approved the County would have to return grant money to state and transition all clients out of the program, increasing the risk of homelessness for some and ensuring it for others.
 
Performance Measures included in this Agreement are as follows:
The Performance Measures were included in the Agreement and are being amended in this amendment to clarify and separate the reports due to the County by program. (See Attachment A Exhibits F.1 and F.2).  

HHSA confirms CommuniCare has performed satisfactorily under this Agreement. In fiscal year 2023-24, 85 CalWORKs individuals were referred to CommuniCare for assistance with disability applications.  Of those, 21 individuals now receive SSI benefits. In fiscal year 2023-24 CommuniCare also met with 75 HDAP participants and worked with all 75 to formally submit their application for SSI/SSP benefits. Of those individuals, 7 have been approved for SSI benefits. Due to the processing time frames of SSI/SSP ranging from 12 to 18 months, some applications are still in process.

County Counsel has approved the amendment as to form
General Services Department, Procurement Division.
 

On November 9, 2017, the County via its Health and Human Services Agency (HHSA) in partnership with the County’s Procurement Division issued a Request for Proposals (RFP) from qualified community-based organizations to provide Benefits Linkage Program services.  On November 21, 2017, a bidders’ conference was held to provide an opportunity for potential bidders to ask questions. The solicitation was open for 42 days. The County received two proposal(s) from that solicitation.  The RFP evaluation committee was comprised of 3 HHSA staff. The proposal submitted by CommuniCare was evaluated and determined to meet all the required qualifications necessary to successfully provide these services.  Here is a summary of that solicitation:

Request for Proposals (RFP) Service Requested:
Benefits Linkage Program

Evaluation Criteria Included in RFP

• Company overview (20 points)
• Experience and past performance (30 points)
• Responsiveness/Responsibility (10 points)
• Approach to Project (50 points)
• Pricing Requirements (30 points)
• Quality Assurance and Oversight (20 points)
• Outputs and Outcome Measures (40 points)
• Financial Information (pass/fail)
• Quality and Completeness of Proposal (pass/fail)Bids Received

Bidder	Bid
CommuniCare OLE	$127,626 annually
Yolo County Children’s Alliance	$139,231.20 annually

HHSA is now requesting that the services continue for one year under a single source. The Procurement Division reviewed HHSA’s request and determined that it was in the best interest of the County, based on satisfactory services and to avoid the interruption of services. On May 6, 2024 a single source was approved allowing for a continuation of services through June 30, 2025. Without single source approval of the extension, it would potentially put 31 homeless individuals back on the street and the remaining 41 individuals at risk of becoming homeless.