Approve and authorize the Chair to execute the seventh amendment to Agreement No. 19-16 with CommuniCare Health Centers to extend the term of the agreement through September 30, 2023 and add funding in an amount not to exceed $18,750 for a new contract maximum of $321,791 for the period of July 1, 2018 through September 30, 2023, for the provision of secure supervised toxicology specimen collection services for County referred Child Welfare Services clients. (No general fund impact) (Sullivan)

Approve and authorize the Chair to execute the seventh amendment to Agreement No. 19-16 with CommuniCare Health Centers to extend the term of the agreement through September 30, 2023 and add funding in an amount not to exceed $18,750 for a new contract maximum of $321,791 for the period of July 1, 2018 through September 30, 2023, for the provision of secure supervised toxicology specimen collection services for County referred Child Welfare Services clients.

The seventh amendment will enable the Health and Human Services Agency (HHSA) to continue securing supervised toxicology specimen collections for referred Child Welfare Services clients who are being asked to drug test prior to a case being referred to the Juvenile Court and for parents under investigation by Child Welfare Services where substance abuse related allegations of abuse/neglect have been made.
 

On or about May 3,2023, HHSA in collaboration with the Department of General Services, Procurement Division (DGS-Procurement) posted a request for proposal (RFP) to solicit a vendor for the supervised toxicology specimen collections; however, no proposals were received. HHSA and DGS-Procurement are currently working together to revise and re-issue another RFP for these services. CommuniCare Health Centers has agreed to continue to provide services and extend the current agreement while the County completes the procurement process. HHSA and DGS-Procurement believe it is the best interest of the County to extend this contract from the previous contract period based on satisfactory service. CommuniCare Health Centers continues to accept referrals and provides appropriate services for referred Child Welfare Services clients. Extending this agreement will avoid the interruption of County business. Delegating authority to the Chair will allow for this amendment to be executed as soon as possible to reduce the length of the contract lapse. A preliminary draft of the amendment is attached hereto as Att. A. Draft Amendment. The final amendment will be reviewed and approved as to form by County Counsel prior to execution.

Performance Measures are not associated with this Agreement.  HHSA confirms CommuniCare Health Centers has performed satisfactorily under this agreement.

In compliance with the County’s Procurement Policy, the competitive selection process originally used for this agreement was “Informal Quotes.” Four potential vendors were contacted by Child Welfare Services staff regarding quotes for the provision of these services. Two potential vendors did not respond to HHSA’s overtures. Two potential vendors responded, CommuniCare Health Centers and Cache Creek Lodge. Of these, CommuniCare Health Centers quote was significantly less than Cache Creek’s quote. However, while Cache Creek Lodge provided a quote, they indicated they were not interested in providing these services due to capacity and commitments made to the Yolo County Probation Department. 

In fiscal year 2020-21 the contract rates increased due to increased cost of services for collections performed during the COVID-19 pandemic. Due to these increased costs the total amount of the contract and value of the services exceed the permissible amounts for procurement via Informal Quotes as provided by the Yolo County Procurement Policy. Thus, on or about June 2, 2020 the Yolo County Procurement Manager approved a single source procurement for these services.

On or about May 2, 2023, the County, via the DGS-Procurement [formerly Department of Financial Services, Procurement Division], issued a Request for Proposal (RFP) on behalf of the Health and Human Services Agency (HHSA) for toxicology/specimen collection services. The RFP closed on May 24, 2023. 

The County received zero (0) proposals from the May 2023 solicitation. Therefore, the Procurement Manager authorized a contract extension to December 31, 2023; however, CommuniCare Health Centers is only able to provide services until September 30, 2023.

The Department confirms CommuniCare Health Centers has performed satisfactorily on the current agreement. Thus, pursuant to the authority provided to the Yolo County Procurement Manager as the Yolo County Purchasing Agent under the current Yolo County Procurement Policy, the Procurement Manager 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 was processed in May 2023; however, HHSA did not receive any proposals. This seventh amendment will allow continuation of services while a subsequent solicitation is processed for a new contract with an anticipated start date of October 1, 2023.