Approve third amendment to Agreement No. 18-137 with Wayfinder Family Services to extend the term of the agreement through December 31, 2023 and add funding in the amount of $500,000 for 2023-24, for a new contract maximum of $4,667,812, for the period of July 1, 2018 through December 31, 2023 and to update and clarify language in the Agreement, for the provision of supervised visitation services. (No general fund impact) (Sullivan)

Approve third amendment to Agreement No. 18-137 with Wayfinder Family Services to extend the term of the agreement through December 31, 2023 and add funding in the amount of $500,000 for 2023-24, for a new contract maximum of $4,667,812, for the period of July 1, 2018 through December 31, 2023 and to update and clarify language in the Agreement, for the provision of supervised visitation services.

The primary purpose of supervised visitation and coaching for families involved with Child Welfare Services (CWS) is to provide child safety and enhance the parent-child relationship and other family attachments, and to reduce the sense of loss and/or abandonment that children experience when placed in foster care. Parent-child visitation varies by degree of supervision, location and frequency in accordance with the strengths and needs of the parent and the best interests of the child.

Supervised visitation and coaching services have provided and maintained a safe, trauma-informed, culturally appropriate, confidential setting in which the contact between a child/youth and an adult or legal guardian can be facilitated and monitored by personnel able to protect the safety of the children and provide support to enhance parent-child relationships and parent skill development.

On or about June 26, 2018, the County entered into an Agreement with Lilliput Children’s Services dba Lilliput Families to provide Supervised Visitation and Coaching services. The initial Agreement was for 1 year from July 1, 2018 through June 30, 2019 in the amount of $412,236. The Agreement also included 4 optional extensions for Fiscal Years 2019-20, 2020-21, 2021-22 and 2022-23.

On or about May 21, 2019 the Parties amended the Agreement via the First Amendment to extend the term of the Agreement through June 30, 2021; increase funding in the amount of $143,628 for FY 2018-19 and added funding in the amount of $902,987 for FY 2019-20 and $902,987 for FY 2020-21 for a new contract maximum of $2,361,838 and updated and clarified language in the Agreement.

On or about July 13, 2020, the County, Lilliput Children’s Services and Contractor (Wayfinder Family Services) entered in a consent to assignment agreement upon which all the rights and responsibilities of Lilliput Families under the Agreement were assigned to Contractor.

On or about June 8, 2021, the County exercised its option to extend the Agreement through June 30, 2022 and added $902,987 for a new contract maximum of $3,264,825.

On or about April 25, 2022, the County exercised its option to extend the Agreement through June 30, 2023 and added $902,987 for a new contract maximum of $4,167,812.

On or about July 19, 2022, the Parties further amended the Agreement via the Second Amendment to update and clarify in the Agreement.

This third amendment extends the term of the Agreement through December 31, 2023; adds funding in the amount of $500,000 for Fiscal Year 2023-24 for a new contract maximum of $4,667,812, and updates and clarifies language in the Agreement.

HHSA believes it is the best interest of the County to extend this agreement 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 FY2023-24.

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 Wayfinder Family Services has performed satisfactorily under this agreement. Wayfinder Family Services continues to accept CWS referrals and meeting the visitation needs for CWS children and families.

County Counsel has approved this Agreement as to form.

On March 13, 2018, Yolo County Health and Human Services Agency (HHSA) issued a Request for Proposals (RFP) from qualified community-based organizations to provide supervised visitation and coaching services. The solicitation was open for 41 days, (just over 5 weeks). On March 21, 2018, HHSA offered potential bidders an opportunity to ask questions during a bidder’s conference. 

The County received 4 proposal(s) from this solicitation. HHSA reviewed the proposal for minimum requirements and 4 proposals were moved forward to the Review Committee, comprised of 2 HHSA staff and 1 community stakeholder.

The Review Committee evaluated the proposals and determined that the proposal submitted by Lilliput Children’s Services met all the required qualifications necessary to successfully provide these services.  On June 26, 2018 the County 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

Bids Received

HHSA confirms Wayfinder Family Services has performed satisfactorily under this agreement. Thus, pursuant to the authority provided to the County Procurement Manager as the 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.  A formal solicitation for these services is planned to be released in early FY 2023-24 for a targeted contract start date of January 1, 2024.