Consent-Health & Human Services # 25.
Board of Supervisors
- Meeting Date:
- 07/12/2022
- Brief Title
- First Amendment with C.A.R.E. Consulting Group for MHSA Plan Writing Services
From:
Nolan Sullivan, Director, Health and Human Services Agency
Staff Contact:
Brian Vaughn, Community Health Branch Director, Health and Human Services Agency, x8771
Supervisorial District Impact:
Subject
Authorize the Yolo County Procurement Manager to sign the first amendment to Agreement No. PO 3303 with C.A.R.E. Consulting Group to extend the agreement through June 30, 2023, and add funding in the amount of $25,000 for a new contract maximum of $197,950 for the period of July 1, 2019, through June 30, 2023, and add an optional extension for the fiscal year 2023-24, for the provision of Mental Health Services Act (MHSA) plan writing services. (No general fund impact) (Sullivan)
Recommended Action
Approve and authorize the Yolo County Procurement Manager to sign the first amendment to Agreement No. PO 3303 with C.A.R.E. Consulting Group to extend the agreement through June 30, 2023, and add funding in the amount of $25,000 for a new contract maximum of $197,950 for the period of July 1, 2019, through June 30, 2023, and add an optional extension for the fiscal year 2023-24, for the provision of MHSA plan writing services.
Strategic Plan Goal(s)
 |
Thriving Residents |
Reason for Recommended Action/Background
In September 2019, the Yolo County Health and Human Services Agency (HHSA), in collaboration with C.A.R.E. Consulting Group, began the Community Program Planning (CPP) process for its Mental Health Services Act (MHSA) Three-Year Program and Expenditure Plan and related Updates for fiscal years 2020-21, 2021-22, and 2022-23 (MHSA 3-Yr. Plan for 2020-2023).
On June 28, 2019 HHSA entered into Agreement No. PO 3303 with a term period of July 1, 2019 through June 30, 2022. In accordance with this agreement, C.A.R.E. Consulting Group has been providing professional and technical assistance and support in research, analysis, evaluation, community planning, presentation and development of the MHSA 3-Yr Plan 2020-23.
HHSA is requesting to extend the agreement through June 30, 2023, adding $25,000 in funding for a total not to exceed amount of $197,950 for the period of July 1, 2019 through June 30, 2023, add an optional extension year that would provide the option to extend the agreement through June 30, 2024, if needed. Any option exercised will have a correlating increase in the maximum contract amount.
Staff recommends the approval of the delegation of authority to the Yolo County Purchasing Agent in order to expedite the execution of this requested Amendment.
Performance Measures included in this Agreement are as follows:
The Performance Measures associated with this Agreement were included in the original Agreement and are not being updated with this amendment.
On June 28, 2019 HHSA entered into Agreement No. PO 3303 with a term period of July 1, 2019 through June 30, 2022. In accordance with this agreement, C.A.R.E. Consulting Group has been providing professional and technical assistance and support in research, analysis, evaluation, community planning, presentation and development of the MHSA 3-Yr Plan 2020-23.
HHSA is requesting to extend the agreement through June 30, 2023, adding $25,000 in funding for a total not to exceed amount of $197,950 for the period of July 1, 2019 through June 30, 2023, add an optional extension year that would provide the option to extend the agreement through June 30, 2024, if needed. Any option exercised will have a correlating increase in the maximum contract amount.
Staff recommends the approval of the delegation of authority to the Yolo County Purchasing Agent in order to expedite the execution of this requested Amendment.
Performance Measures included in this Agreement are as follows:
The Performance Measures associated with this Agreement were included in the original Agreement and are not being updated with this amendment.
Collaborations (including Board advisory groups and external partner agencies)
County Counsel will be consulted to approve this amendment as to form.
Competitive Bid Process/Vendor Performance
On March 5, 2019, Yolo County Health and Human Services Agency (HHSA) issued a Request for Proposals (RFP) from qualified community-based organizations to provide technical writing, evaluation, and planning support for the Yolo County MHSA Program. The RFP was open for six (6) weeks and staff offered potential bidders an opportunity to ask questions during a Mandatory Bidders’ Conference on March 21, 2019. Bidders were offered the opportunity to submit proposals by dropping off a hard copy proposal directly to HHSA.
HHSA received one proposal from this solicitation. The proposal submitted by C.A.R.E. Consulting Group was selected as the top choice by all members of the RFP 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: Technical writing, evaluation, and planning support for Yolo County MHSA Program
HHSA received one proposal from this solicitation. The proposal submitted by C.A.R.E. Consulting Group was selected as the top choice by all members of the RFP 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: Technical writing, evaluation, and planning support for Yolo County MHSA Program
Evaluation Criteria Included in RFP
- Company overview (20 points)
- Experience and past performance (115 points)
- Responsiveness/Responsibility (30 points)
- Approach to project (50 points)
- Pricing Requirements (30 points)
- Quality Assurance and Oversight (30 points)
- Outputs and Outcome Measures (40 points)
- Financial Information (pass/fail)
| Bidder | Bid |
| C.A.R.E. Consulting Group | $172,950 |
Vendor Performance
The Department confirms C.A.R.E. Consulting Group has performed satisfactorily on the current agreement.
Fiscal Impact
Fiscal impact (see budgetary detail below)
Fiscal Impact (Expenditure)
- Total cost of recommended action:
- $ 25,000
- Amount budgeted for expenditure:
- $ 25,000
- Additional expenditure authority needed:
- $
- On-going commitment (annual cost):
- $ 25,000
Source of Funds for this Expenditure
- MHSA funds
- $25,000
Further explanation as needed:
No general funds are required by this action. These services will be funded by MHSA funds. The action increases the contract maximum by $25,000 for a total of $197,950 for the period of July 1, 2019 through June 30, 2023. The amount of $25,000 is included in the HHSA proposed budget for FY2022-23. 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.
| Fiscal Year 2019-20 July 1, 2019 through June 30, 2020 |
Fiscal Year 2020-21 July 1, 2020 through June 30, 2021 |
Fiscal Year 2021-22 July 1, 2021 through June 30, 2022 |
Fiscal Year 2022-23 July 1, 2022 through June 30, 2023 |
TOTAL | |
| MHSA Planning and Evaluation Three-Year Plan |
$98,169 |
$49,456 |
$25,325 |
$25,000 |
$197,950 |
The agreement also includes one one-year extension options for fiscal year 2023-24 in an amount less than or equal to $25,000.
| 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 2023-24 | On or before June 30, 2024 |
Less than or equal to $25,000 | Less than or equal to $222,950 |
In no event shall the term of the agreement extend beyond June 30, 2024, nor shall the total contract maximum exceed, including the one of one-year extension options, exceed the amount of $222,950 (TWO HUNDRED TWENTY-TWO THOUSAND NINE HUNDRED FIFTY DOLLARS) unless otherwise agreed to in writing by the parties and in conformity with the then-current Yolo County Procurement Policy approved by the Board of Supervisors.
Attachments
No file(s) attached.
Form Review
| Inbox | Reviewed By | Date |
|---|---|---|
| Financial Services | Tom Haynes | 07/01/2022 01:42 PM |
| County Counsel | Hope Welton | 07/01/2022 02:09 PM |
- Form Started By:
- Emily Covey
- Started On:
- 06/17/2022 08:48 AM
- Final Approval Date:
- 07/06/2022