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Agenda Item
ASR
Control 23-000053 |
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MEETING
DATE: |
05/23/23 |
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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 Contracts for Housing
Support 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: $5,560,538 |
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Staffing Impact: |
No |
# of Positions: |
Sole Source: N/A |
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Current Fiscal Year Revenue: N/A
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Prior Board Action: 5/24/2022 #80, 6/23/2020 #24 |
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RECOMMENDED
ACTION(S):
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1. |
Authorize the
County Procurement Officer or Deputized designee to execute Contract with
Mercy House Living Centers for Bringing Families Home services, effective
July 1, 2023, through June 30, 2025, in an amount not to exceed $4,981,538,
renewable for one additional three-year term. |
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2. |
Authorize the
County Procurement Officer or Deputized designee to execute Contract with
Mercy House Living Centers for Home Safe services, effective July 1, 2023,
through June 30, 2025, in an amount not to exceed $6,158,000, renewable for
one additional three-year term. |
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3. |
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 amounts for the
first year of the Contracts, for the entire term of the Contracts, including
renewals, and within the scope of work set forth in the Contracts. The use of
this contingency contract cost increase is subject to approval requirements
established by the County Procurement Officer. |
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4. |
Authorize the
County Procurement Officer or Deputized designee to make future non-material
changes to the Contracts within the scope of work that do not increase the
maximum contractual funding obligation. |
SUMMARY:
Approval of the Contracts with
Mercy House Living Centers will provide eligible clients housing-related
wrap-around supportive services and financial assistance to secure permanent
housing or prevent homelessness.
BACKGROUND
INFORMATION:
The Social Services Agency (SSA) is
requesting the Board of Supervisors’ (Board) approval of the housing support
Contracts and approval for a 10 percent contingency cost increase in the event
there is an increased need for these services.
SSA currently serves eligible
Orange County (County) residents facing housing insecurity through the Bringing
Families Home and Home Safe Programs.
Pursuant to state law, housing services are offered to eligible youth
and families in the child welfare system and elder and dependent adults who are
in the intake process or currently receiving Adult Protective Services
(APS). In recent years, new sources of
state and federal funding have been established to secure permanent housing or
prevent homelessness among these populations.
Both housing programs utilize evidence-based housing interventions,
including a housing first approach in rapid-rehousing and supportive
housing. In addition, case management
services are provided through coordination and participation with the local
homeless Continuum of Care, Homeless Management Information System and
Coordinated Entry System.
For efficiency, SSA combined three
housing programs in a single Request for Proposal (RFP) under three service
components corresponding to distinct eligible client populations. The third
service component, for the California Work Opportunity and Responsibility to
Kids Housing Support Program, will be brought to the Board separately.
Bringing Families
Home Program
The goal of the Bringing Families
Home Program is to reduce the number of families in the child welfare system
experiencing or at risk of homelessness, increase family reunification and
prevent foster care placement.
The table below details the prior
Board actions for the Bringing Families Home Program.
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Board
Action |
Board
Date |
Term |
Amount |
Cumulative
Total |
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Approve
Agreement with Mercy House for BFH Services |
6/23/2020 |
7/1/2020 -
6/30/2022 |
$1,266,870 |
$1,266,870 |
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Approve
Amendment One to the Agreement with Mercy House for BFH Services |
5/24/2022 |
7/1/2022 -
6/30/2023 |
$1,800,000 |
$3,066,870 |
Home Safe
The goal of Home Safe is to support
the safety and housing stability of APS clients who are experiencing or at
imminent risk of homelessness due to elder or dependent adult abuse or
neglect. Pursuant to Welfare and
Institutions Code (WIC), Section 15770, an individual must meet all of the
following criteria to be eligible for Home Safe:
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1. |
The individual
meets the definition of either an elder or dependent adult per WIC, Section
15750. |
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2. |
An allegation of
abuse and/or neglect, including self-neglect, and the individual is in need
of protective services. |
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3. |
The client is
currently homeless or at imminent risk of homelessness as defined in the WIC,
Section 15770. |
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4. |
The client
voluntarily agrees to be referred to, and participate in, the Home Safe
program. |
As of April 30, 2023, 267 clients
have been served by Home Safe and 25 clients are pending dispositions.
On May 24, 2022, the Board approved
Amendment One to the Agreement with Mercy House for Bringing Families Home
services to allow the expansion of services to APS clients under Home Safe.
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Board
Action |
Board
Date |
Term |
Amount |
Cumulative
Total |
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Approve
Amendment One to the Agreement with Mercy House to add Home Safe Services |
5/24/2022 |
7/1/2022 -
6/30/2023 |
$1,800,000 |
$1,800,000 |
Request
for Proposal (RFP)
On November 8, 2022, SSA released an RFP
for Housing Support Services through the County’s Online Bidding System to
solicit proposals under the three service components.
The Disabled Veterans Business Enterprise
(DVBE) Preference policy was applicable and incorporated into this
solicitation. No DVBE-qualified proposals were submitted. The Orange County
Preference Policy (OCPP) was applicable and incorporated into this
solicitation. No OCPP qualified proposals were submitted.
Bringing Families
Home Program
SSA received two proposals by the
deadline of December 19, 2022. The evaluation panel evaluated the proposals and
recommended award of Contract to Mercy House Living Centers.
|
Proponents |
Points Awarded |
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Mercy House
Living Centers |
78.66 |
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Illumination
Foundation |
61.00 |
SSA staff have conducted due
diligence on the Contractor. Reference checks were satisfactory and completed
with the City of Anaheim, City of Costa Mesa and City of Oxnard. The
Contractor’s performance has been confirmed as satisfactory. SSA has verified there
are no concerns that must be addressed with respect to the Contractor’s
ownership/name, litigation status or conflicts with County interests.
A notice of
Proposed Contract Award was posted to the County’s Online Bidding System on
April 6, 2023. No protests were received.
Home Safe
The solicitation was advertised via
the County and SSA public facing websites that link to the County's online
bidding system. SSA also provided advanced public notice via the Orange County
Register two weeks prior to the RFP release date. SSA received one proposal for
Home Safe. Per Contract Policy Manual Section 4.3-110 (1), if only one proposal
is received in response to an RFP, the Deputy Purchasing Agent (DPA), after
verifying the minimum qualifications have been met, may waive the standard
evaluation process and allow a project manager/department designee to review
the proposal to determine if the proposal is deemed responsive. The DPA and
department designees noted the Home Safe Program services proposal met the general
program requirements outlined in the RFP and recommended award of Contract to
Mercy House Living Centers.
SSA staff have
conducted due diligence on the Contractor. Reference checks were satisfactory
and completed with City of Anaheim, City of Costa Mesa and City of Oxnard. The
Contractor’s performance has been confirmed as satisfactory. SSA has verified there are no concerns that
must be addressed with respect to the Contractor’s ownership/name, litigation
status or conflicts with County interests.
A notice of
Proposed Contract Award was posted to the County’s Online Bidding System on
April 6, 2023. No protests were received.
Outcomes
The proposed Contracts will utilize
similar outcome objectives as the prior contracts. Several outcome measurements
have been revised to improve the tracking of Contractor performance. Please see
Attachments G and H for detailed information on outcome objectives.
New Bringing Families Home outcome
objectives include:
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1. |
100 percent of
referrals sent by SSA shall be assigned to a worker within three business
days from date of receipt. |
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2. |
90 percent of
families referred will be provided a disposition (e.g., acceptance or
rejection) within 45 calendar days from date of receipt. |
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3. |
A minimum of 50
percent of families referred to the program will receive Bringing Families
Home services. |
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4. |
A minimum of 50
percent of enrolled families will move into permanent housing within 120
calendar days of approval of service. |
New Home Safe outcome objectives
include:
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1. |
100 percent Home
Safe referrals shall be assigned to a worker within 10 business days from the
date of receipt. |
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2. |
A minimum of 90
percent of clients who complete an intake meeting shall be provided a
disposition (e.g., acceptance or rejection) within three business days. |
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3. |
A minimum of 80
percent of all referrals accepted will receive Home Safe services. |
Subcontracts
These Contracts do
not currently include subcontractors or pass through to other providers. See
Attachments E and F for Contract Summary Forms.
These Contracts, due to the nature of the
services, could require the addition of subcontractors. In order to add
subcontractor(s) to the Contracts, the contractor must seek consent from SSA.
Should the addition of a subcontractor impact the scope of work and/or the
contracts budgets, SSA will bring the item back to the Board for approval.
Subcontractors have not been used in the past for these contracts.
Approval of the Contracts will continue to
support the County’s effort to build a responsive System of Care that meets the
needs of families and individuals experiencing homelessness or at risk of
homelessness who would benefit from wrap-around supportive services and
financial assistance to be stably housed. The Contracts and operations of
Bringing Families Home and Home Safe follow the best practices, guiding
principles, and commitments of the Prevention, Outreach & Supportive
Services and the Housing Pillar as described by the Homeless Service System
Pillars Report which was created by the Commission to End Homelessness and
accepted by the Board.
FINANCIAL
IMPACT:
Appropriations for these Contracts will be
included in the Budget Control 063, Social Services Agency FY 2023-24 Budget
and will be included in the budgeting process for future years.
Contingency
of Funds
The Contracts include provisions that the
Contracts are contingent upon the availability of funds and inclusion of
sufficient funds in the budget approved by the Board for each fiscal year the
Contracts remain in effect or operation. In the event such funding is
terminated or reduced, the County may terminate the Contracts, reduce the
County’s maximum obligation or modify the Contracts, without penalty.
STAFFING
IMPACT:
N/A
REVIEWING
AGENCIES:
Office
of Care Coordination
ATTACHMENT(S):
Attachment
A – Contract MA-063-23010982 with Mercy House Living Centers for Bringing
Families Home
Attachment B – Redline to Contract MA-063-23010982 with Mercy House Living
Centers for Bringing Families Home
Attachment C – Contract MA-063-23010971 with Mercy House Living Centers for Home
Safe
Attachment D – Redline to Contract MA-063-23010971 with Mercy House Living
Centers for Home Safe
Attachment E – Contract Summary Form – Bringing Families Home
Attachment F – Contract Summary Form – Home Safe
Attachment G – Outcome Objectives – Bringing Families Home
Attachment H – Outcome Objectives – Home Safe
Attachment I – Scoring Sheets with RFP Questions – Bringing Families Home
Attachment J - Cited Codes, Regulations and Statutes