Agenda Item   



                                                                                                                        ASR Control  23-000187




legal entity taking action:

Board of Supervisors

board of supervisors district(s):

All Districts

SUBMITTING Agency/Department:

Social Services Agency   (Approved)

Department contact person(s):

An Tran (714) 541-7708 



Laura Turtzer (714) 541-7734



Subject:  Approve Contract for Outreach and Enrollment Services


      ceo CONCUR

County Counsel Review

Clerk of the Board


Approved Agreement to Form




3 Votes Board Majority




    Budgeted: N/A

Current Year Cost:   N/A

Annual Cost: FY 2023-24 $600,000
FY 2024-25 $600,000
FY 2025-26 $600,000




    Staffing Impact:


# of Positions:            

Sole Source:   No

    Current Fiscal Year Revenue: N/A

   Funding Source:     See Financial Impact Section

County Audit in last 3 years: No

   Levine Act Review Completed: Yes


    Prior Board Action:         5/24/2022 #88, 3/8/2022 #24, 11/16/2021 #32, 4/28/2020 #42






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.



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.









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.






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.


Board Date



Board Action

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).

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.

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.

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:


Evaluation Criteria

Maximum Points

Organizational Experience

25 points

Services to be Provided

40 points


20 points

Line Item Budget and Budget Narrative

15 points

Total Maximum Points:

100 points


The proposals for OES were rated as follows:




YMCA of Orange County


ETN Medical Infusion


Divinity Prophet and Associates




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.




This Contract includes subcontractors. See Attachment C for information regarding subcontractors and Contract Summary Form.



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.






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.












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