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Agenda Item
ASR
Control 23-000187 |
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MEETING
DATE: |
04/11/23 |
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legal entity taking action: |
Board
of Supervisors |
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board of supervisors district(s): |
All
Districts |
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SUBMITTING Agency/Department: |
Social
Services Agency (Approved) |
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Department contact person(s): |
An
Tran (714) 541-7708 |
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Laura
Turtzer (714) 541-7734 |
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Subject: Approve Contract for Outreach and
Enrollment Services
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ceo CONCUR |
County Counsel Review |
Clerk of the Board |
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Concur |
Approved
Agreement to Form |
Discussion |
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3
Votes Board Majority |
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Budgeted: N/A |
Current Year
Cost: N/A |
Annual Cost: FY 2023-24 $600,000 |
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Staffing Impact: |
No |
# of Positions: |
Sole Source: No |
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Current Fiscal Year Revenue: N/A
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Prior Board Action: 5/24/2022 #88, 3/8/2022 #24,
11/16/2021 #32, 4/28/2020 #42 |
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RECOMMENDED
ACTION(S):
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1. |
Authorize the
County Procurement Officer or Deputized designee to execute Contract with
Community Health Initiative of Orange County for Outreach and Enrollment
Services, effective July 1, 2023, through June 30, 2026, in an amount not to
exceed $1,800,000, renewable for one additional two-year term. |
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2. |
Pursuant to
Contract Policy Manual Section 3.4-114, authorize the County Procurement
Officer or Deputized designee to exercise a contingency contract cost
increase, not to exceed a total of 10 percent of the Contract amount for the
first year of the Contract, for the entire term of the Contract, including
renewals, and within the scope of work set forth in the Contract. The use of
this contingency contract cost increase is subject to approval requirements
established by the County Procurement Officer. |
SUMMARY:
Approval of the Contract with
Community Health Initiative of Orange County will allow the Social Services
Agency to continue to assist newly eligible and hard-to-reach populations in
applying for and enrolling in Medi-Cal and CalFresh.
BACKGROUND
INFORMATION:
The
Social Services Agency (SSA) is requesting the Board of Supervisors’ (Board)
approval of a Contract with Community Health Initiative of Orange County
(CHIOC) for Outreach and Enrollment Services (OES). SSA is also requesting the
Board’s approval for a 10 percent contingency cost increase in the event of an
increase in state allocation for these services.
The
purpose of OES is to provide outreach and enrollment services to hard-to-reach
individuals and families eligible for Medi-Cal benefits in Orange County. SSA
is expanding the project scope to include CalFresh services with the goal of
increasing dual enrollment in Medi-Cal, CalFresh and other programs as
identified by SSA. Dual enrollment in Medi-Cal and CalFresh ensures that
individuals and families have access to healthy food and medical and mental
health services. This hard-to-reach population includes, but is not limited to,
individuals with mental health needs; people with substance use disorder;
people with disabilities; older individuals; people who are homeless; people of
color; and people who are in Orange County Jails, including Probation
Departments of Juvenile Facilities, on county probation or under post release
community supervision.
The
OES Contract supports the County’s OC CARES and the Care Plus Program
initiatives by providing a client-centered approach to improve the quality of
service for families and individuals experiencing homelessness and
justice-involved community members.
The
following table details the history of the most recent OES Agreement.
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Board
Date |
Agreement/Renewal |
Term
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Board
Action |
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April 28, 2020 |
Approve First Amendment to Agreement.
Ratify separate Allocation Agreement. |
04/01/2019 – 12/31/2021 |
Revised cumulative total to $1,918,616
and extended Agreement for six additional months. Ratified Allocation
Agreement with Department of Health Care Services (DHCS). |
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November 16, 2021 |
Approve Second Amendment to Agreement.
Ratify separate Allocation Agreement. |
04/01/2019 – 03/31/2022 |
Revised cumulative total to $2,138,619
and extended Agreement for three additional months. Ratified Allocation
Agreement with DHCS. |
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March 8, 2022 |
Approve Third Amendment to Agreement.
Ratify separate Allocation Agreement. |
04/01/2019 – 06/30/2022 |
Revised cumulative total to $2,288,754
and extended Agreement for three additional months. Ratified Allocation
Agreement with DHCS. |
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May 24, 2022 |
Approve Fourth Amendment to renew
Agreement. |
07/01/2022 – 06/30/2023 |
Revised cumulative total to $2,788,754. |
As
part of these services, CHIOC and partner organizations have established a
network of Community Based Organizations to assist with outreach and enrollment
activities. Individuals eligible for Medi-Cal receive educational materials
identifying benefit opportunities. Certified Application Assistors and
Enrollment Counselors provide counseling and assistance to individuals and
families in selecting, applying for and enrolling in benefit plans. Outreach
and enrollment services are provided in facilities and locations throughout
Orange County including Orange County Jails, probation and parole offices,
Behavioral Health Services clinics and Family Resource Centers. An analysis was
conducted to determine the cost/benefit of having County staff provide this service
and SSA determined that contracting for this service is more cost effective.
Request
For Proposal (RFP)
On
October 20, 2022, SSA released an RFP for OES. SSA received four proposals by
the deadline of November 21, 2022.
SSA
received proposals from CHIOC, Divinity Prophet and Associates, ETN Medical
Infusion and YMCA of Orange County.
The
standard five-member evaluation panel evaluated and ranked the proposals
submitted.
Proposals
were evaluated and rated based on the following criteria. A maximum score of
100 points was available, with scoring breakdowns as follows:
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Evaluation
Criteria |
Maximum
Points |
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Organizational
Experience |
25 points |
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Services to be Provided |
40 points |
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Staffing |
20 points |
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Line Item Budget and
Budget Narrative |
15 points |
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Total
Maximum Points: |
100 points |
The
proposals for OES were rated as follows:
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CHIOC |
73.60 |
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YMCA of Orange County |
72.86 |
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ETN Medical Infusion |
65.06 |
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Divinity Prophet and
Associates |
62.13 |
The
evaluation panel deemed the proposal submitted by CHIOC to be the most
responsive based upon their experience, services to be provided and cost. A notice of Proposed Contract Award was
posted to the County’s Online Bidding System on March 2, 2023. No protests were
received.
The
Orange County Preference Policy is not applicable to this contract award.
Subcontracts
This
Contract includes subcontractors. See Attachment C for information regarding
subcontractors and Contract Summary Form.
Outcomes
The
proposed Contract will continue to utilize the same outcome objectives as the
prior Agreement with some additions to reflect the expansion of scope to
include CalFresh; see Attachment C for a summary of significant changes. See
Attachment B for proposed outcome objectives and outcome data for FY 2018-19
through FY 2022-23.
The
proposed Contractor’s performance has been confirmed as at least satisfactory.
SSA has verified there are no concerns that must be addressed with respect to
Contractor’s ownership/name, litigation status or conflicts with County
interests.
FINANCIAL
IMPACT:
Appropriations
for this Contract will be included in Budget Control 063, Social Services
Agency FY 2023-24 Budget, and will be included in the budgeting process for
future years.
This
Contract is funded by federal nine percent, state 88 percent and County General
Funds three percent. Federal and state dollars consist of qualified SSA program
funding allocations based on its generic supporting function. County General
Funds will be used towards the required match to access federal and state
funding.
STAFFING
IMPACT:
N/A
ATTACHMENT(S):
Attachment
A – Contract MA-063-23011030 with Community Health Initiative of Orange County
Attachment B – Goals and Outcomes
Attachment C – Contract Summary Form
Attachment D – Individual Scoring Sheets with RFP Questions