Consent-Health & Human Services # 31.
Board of Supervisors
- Meeting Date:
- 07/23/2024
- Brief Title
- Agreement with Stanford Youth Solutions EPSDT Services
From:
Nolan Sullivan, Director, Health and Human Services Agency
Staff Contact:
Tony Kildare, Child, Youth & Family Branch Director, Health and Human Services Agency, x2929
Supervisorial District Impact:
Countywide
Subject
Approve and authorize the Procurement Manager to execute an agreement with Stanford Youth Solutions dba Stanford Sierra Youth and Families in the amount of $4,893,327 for the period of August 1, 2024 through June 30, 2027 for the provision of Community Based Early and Periodic Screening, Diagnosis and Treatment (EPSDT) outpatient mental health services for seriously emotionally disturbed (SED) children and youth. (No general fund impact) (Sullivan)
Recommended Action
- Approve and authorize the Procurement Manager to execute an agreement with Stanford Youth Solutions dba Stanford Sierra Youth and Families in the amount of $4,893,327 for the period of August 1, 2024 through June 30, 2027 for the provision of Community Based Early and Periodic Screening, Diagnosis and Treatment (EPSDT) outpatient mental health services for seriously emotionally disturbed (SED) children and youth; 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 $1,677,712 per fiscal year for fiscal years 2027-28 and 2028-29 and 2) issue related option year notices.
Strategic Plan Goal(s)
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Thriving Residents |
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County Mandated Service |
Reason for Recommended Action/Background
Primary Services provide behavioral health services tailored to the specific needs of the child and family who are Medi-Cal beneficiaries aged 0-20. These services are provided in the community and sometimes in the office. Primary Services are the most common initial referrals made for a child or youth. These can include therapy, targeted case management, rehabilitation, plan development and medication support. Services can also include Intensive Case Coordination and Intensive Home-Based Services, if medically necessary. Children and youth receiving Primary Services are typically seen approximately once a week, with less frequent appointments as their needs are addressed and progress is achieved. These services are mandated by federal statue and court agreements signed by the state, and also align with the County’s commitment to keep children safe and healthy, at home, in school and in their communities. Most costly public services are when children are removed from their home and placed in residential care and/or hospitalized.
Authorizing delegated signing authority to the Procurement Manager will ensure that there is adequate time to finalize the contract and obtain signatures from all parties in time for an August 1, 2024 start date and prevent a lapse of these vital services. This Agreement has an initial term of August 1, 2024 through June 30, 2027 for a total contract amount of $4,893,327. The Agreement also includes 2 optional extensions for Fiscal Years 2027-28 and 2028-29.
Performance Measures included in this Agreement are as follows:
The Performance Measures associated with this Agreement are included as Attachment A.
Authorizing delegated signing authority to the Procurement Manager will ensure that there is adequate time to finalize the contract and obtain signatures from all parties in time for an August 1, 2024 start date and prevent a lapse of these vital services. This Agreement has an initial term of August 1, 2024 through June 30, 2027 for a total contract amount of $4,893,327. The Agreement also includes 2 optional extensions for Fiscal Years 2027-28 and 2028-29.
Performance Measures included in this Agreement are as follows:
The Performance Measures associated with this Agreement are included as Attachment A.
Collaborations (including Board advisory groups and external partner agencies)
County Counsel will approve the Agreement as to form.
General Services Department, Procurement Division
General Services Department, Procurement Division
Competitive Bid Process/Vendor Performance
On January 25, 2024, the County via the General Services Department, Procurement Division (GSD) issued a Request for Proposal (RFP) on behalf of the Health and Human Services Agency (HHSA) for Child, Youth and Family Outpatient Mental Health Services. The solicitation was open for 35 days, (5 weeks). On February 2, 2024, GSD and HHSA offered potential bidders an opportunity to ask questions during a bidder’s conference.
The County received 4 proposal(s) from this solicitation (see list below). GSD reviewed the proposal for minimum requirements and all 4 proposals were moved forward to the Review Committee, comprised of 2 HHSA staff and 1 other County staff.
The Review Committee evaluated the proposals and determined that the proposal submitted by Stanford Youth Solutions dba Stanford Sierra Youth and Families met all the required qualifications necessary to successfully provide these services. On April 10, 2024, the County issued an Intent to Award letter. On April 17, 2024, the County received a protest from Turning Point Community Programs (“Turning Point”) protesting/appealing the Intent to Award. Turning Point requested that the County revise the scoring methodology set forth in the RFP to account for existing provider and conduct oral interviews prior to issuing the notice of intent of award to the successful vendors (see Att. B. Protest Letter). In accordance with County policy, the County’s Purchasing Agent reviewed the protest, the department’s evaluation process, and coordinated with County Counsel. The protest/appeal was denied as the Purchasing Agent determined the process was conducted and proposals were scored in accordance with the RFP (see Att. C. Protest Letter Response).
Additional information regarding the Competitive RFP Process is provided below, including a summary of the solicitation evaluation criteria.
Evaluation Criteria Included in RFP
The County received 4 proposal(s) from this solicitation (see list below). GSD reviewed the proposal for minimum requirements and all 4 proposals were moved forward to the Review Committee, comprised of 2 HHSA staff and 1 other County staff.
The Review Committee evaluated the proposals and determined that the proposal submitted by Stanford Youth Solutions dba Stanford Sierra Youth and Families met all the required qualifications necessary to successfully provide these services. On April 10, 2024, the County issued an Intent to Award letter. On April 17, 2024, the County received a protest from Turning Point Community Programs (“Turning Point”) protesting/appealing the Intent to Award. Turning Point requested that the County revise the scoring methodology set forth in the RFP to account for existing provider and conduct oral interviews prior to issuing the notice of intent of award to the successful vendors (see Att. B. Protest Letter). In accordance with County policy, the County’s Purchasing Agent reviewed the protest, the department’s evaluation process, and coordinated with County Counsel. The protest/appeal was denied as the Purchasing Agent determined the process was conducted and proposals were scored in accordance with the RFP (see Att. C. Protest Letter Response).
Additional information regarding the Competitive RFP Process is provided below, including a summary of the solicitation evaluation criteria.
Evaluation Criteria Included in RFP
- General Company Information (pass/fail)
- Experience and Qualifications (25 points)
- Approach to Project (35 points)
- Responsiveness/Responsibility (pass/fail)
- Quality Assurance and Oversight (10 points)
- Outputs and Outcome Measures (5 points)
- Financial Information (pass/fail)
- Past Performance/References (10 points)
- Reasonableness of Costs (15 points)
Proposals Received
| Proposer | Scope | Proposal Amounts Based on Scope: |
| CommuniCare OLE | Primary WRAP |
$2,606,692.79 |
| Stanford Youth Solutions | Primary WRAP TBS |
$3,163,504 |
| Turning Point Community Programs | Primary FSP TBS |
$2,032,552 |
| Victor Community Support Services | Primary WRAP FSP TBS |
$7,614,831 |
Fiscal Impact
Fiscal impact (see budgetary detail below)
Fiscal Impact (Expenditure)
- Total cost of recommended action:
- $ 1,537,903
- Amount budgeted for expenditure:
- $ 1,537,903
- Additional expenditure authority needed:
- $
- On-going commitment (annual cost):
- $ 1,677,712
Source of Funds for this Expenditure
- BH 2011 Realignment
- $692,058
- FFP
- $768,951
- State General Fund
- $76,894
Further explanation as needed:
No general funds are required by this action. These services will be funded by 2011 Realignment, FFP and State General Funds. The total amount of this action is $4,893,327 for the period of August 1, 2024 through June 30, 2027. The amount of $1,537,903 is included in the HHSA recommended budget for fiscal year 2024-25. 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.
The following is the breakdown of funding for this agreement.
| Fiscal Year 2024-25 August 1, 2024 through June 30, 2025 |
Fiscal Year 2025-26 July 1, 2025 through June 30, 2026 |
Fiscal Year 2026-27 July 1, 2026 through June 30, 2027 |
Total |
| $1,537,903 | $1,677,712 | $1,677,712 | $4,893,327 |
This Agreement also includes 2 one-year optional extensions for 2027-28 and 2028-29 in an amount less than or equal to $1,677,712 per fiscal year.
| 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 2027-28 | On or before June 30, 2028 |
Less than or equal to $1,677,712 |
Less than or equal to $6,571,039 |
| OY/FY 2028-29 | On or before June 30, 2029 |
Less than or equal to $1,677,712 |
Less than or equal to $8,248,751 |
In no event shall the term of the Agreement extend beyond June 30, 2029, nor shall the total contract maximum exceed the amount of EIGHT MILLION TWO HUNDRED FORTY-EIGHT THOUSAND SEVEN HUNDRED FIFTY-ONE DOLLARS ($8,248,751), unless otherwise agreed to in writing by the Parties and in conformity with the then-current Yolo County Procurement Policy approved by the Yolo County Board of Supervisors.
Attachments
Form Review
| Inbox | Reviewed By | Date |
|---|---|---|
| Tony Kildare | Tony Kildare | 07/15/2024 02:46 PM |
| Financial Services | mrobertson | 07/16/2024 08:35 AM |
| County Counsel | Hope Welton | 07/16/2024 04:29 PM |
| Yen Nguyen | Yen Nguyen | 07/17/2024 08:56 AM |
- Form Started By:
- Kimberly Mayfield
- Started On:
- 05/10/2024 11:35 AM
- Final Approval Date:
- 07/17/2024