Approve second amendment to the ARP subaward agreement with the Yolo County Office of Education (YCOE) regarding the Roadmap to the Future to extend the completion deadline from June 30, 2024 to August 30, 2024; authorize the Procurement Manager to execute the second amendment. (No general fund impact) (Pinedo/Espitia) (Est. Time: 5 min)

Background
The Yolo County Office of Education (YCOE) secured over $450,000 in 2022 from school districts and Yolo County to complete the first three phases of Roadmap to the Future, a long-term plan to effectively coordinate the services, supports, and opportunities children, youth, and families need in Yolo County to thrive, as well as establish a shared framework to ensure their healthy development. The Roadmap to the Future includes: 1) collection of existing community asset and service data and development of maps by Supervisorial district; 2) an assessment of needs for community assets and services for children, youth and families; and 3) a final report. The Roadmap to the Future aligns with Yolo County's 2020-2025 Strategic Plan goal of "Thriving Residents", specifically the outcome to reduce economic and educational disparities while building resiliency for vulnerable children and their families. The Board of Supervisors approved an American Rescue Plan (ARP) subaward of $200,000 to YCOE for the Roadmap to the Future utilizing the Children, Youth, and Families Priority Category (Agreement No. 22-97).

In 2023, YCOE completed the first-ever county-wide collection of community assets and services data to provide information about the existing system of support for children, youth, and families in Yolo County, including county-wide services and services provided within homes. The project team created community asset and service provider maps for each of the five Yolo County Supervisorial districts, secured input on missing or incorrect community assets or services from the community during five public outreach meetings conducted in every Supervisorial district, incorporated community input into revised maps, and created a Geographic Information Systems (GIS) database of identified community assets and services which YCOE successfully transferred to Yolo County's GIS Manager for safekeeping. YCOE is in the process of finalizing the Supervisorial district maps for public distribution.

The Yolo County Board of Supervisors set aside $2.2 million in American Rescue Plan funds in 2022 to fund expanded or new community assets and services identified in the Roadmap to the Future needs assessment. YCOE hosted a separate round of community engagement meetings in 2023 to gather initial information about needs for community assets and services. YCOE determined as a part of these public meetings that YCOE and Valley Vision, the partner YCOE selected to assist with the needs assessment, need additional time to complete the work. The head of YCOE, Superintendent Garth Lewis, briefed the Board of Supervisors at the June 6, 2023 meeting and received support for extending the timeline for completing the needs assessment with revised timelines for YCOE to develop a needs assessment plan with an Advisory Committee of experts by the end of December 2023, complete the needs assessment by March 2024, and complete the final report by June 2024. 

On December 5, 2023, the Board of Supervisors approved the request for an additional $250,000 allocation in American Rescue Plan funds from the Children, Youth, and Family Priority Category to assist with completing the final deliverables for the Roadmap to the Future and authorized an amendment to the ARP subaward agreement between Yolo County and YCOE (Minute Order 23-115). The subaward amendment was approved on January 12, 2024, consistent with the Board's action to add the requested additional $250,000 in funding for a total of $450,000 and extend the report completion date to June 30, 2024.  This increase to YCOE's subaward left a balance of $2.25 million in the Children, Youth, and Family Priority Category, which staff recommended be set aside through the revenue recovery mechanism and earmarked to allow for implementation of the Roadmap following the completion of the Roadmap to the Future. In May, the County received an invoice for reimbursement in the amount of $116,522.38, which reflected further work done in accordance with the Roadmap to the Future scope of work, including.

YCOE has provided regular project updates and just needs a little more time to finalize the Roadmap to the Future final report for presentation to the Board of Supervisors.

Staff recommendation
Approve the Second Amendment to the subaward agreement with YCOE to extend the deadline from June 30, 2024 to August 30, 2024 to complete the final project and submit final invoices for the Roadmap to the Future project.

County Administrator's Office
County Counsel
Financial Services
General services - Procurement
Yolo County Office of Education