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Agenda Item
ASR
Control 21-000803 |
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MEETING DATE: |
10/05/21 |
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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: |
Health Care Agency
(Approved) |
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Department contact
person(s): |
Douglas Becht (714) 834-5000 |
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Clayton Chau (714) 834-2830 |
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Subject: 2022 Point in Time Count
Contract
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ceo CONCUR |
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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: Yes |
Current Year Cost:
$500,000 |
Annual Cost:
N/A |
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Staffing Impact: |
No |
# of Positions:
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Sole Source:
Yes |
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Current Fiscal Year Revenue: N/A
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Prior Board Action: 08/25/2020
#19, 08/28/2018 #29 |
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RECOMMENDED ACTION(S):
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1. |
Approve the selection of and Contract with Kingdom Causes, Inc. dba City Net for provision of services for the U.S. Department of Housing and Urban Development’s Continuum of Care 2022 Point in Time Count, for the term of October 5, 2021, through June 30, 2022, for an amount not to exceed $500,000. |
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2. |
Pursuant to Contract Policy Manual Section 3.4-114, authorize the County Procurement Officer or authorized Deputy 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. |
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3. |
Authorize the County Procurement Officer or authorized Deputy to execute the Contract with Kingdom Causes, Inc. dba City Net as referenced in the Recommended Action above. |
SUMMARY:
Approval of the Contract with Kingdom Causes, Inc. dba City Net will provide planning, implementation and reporting resources for the U.S. Department of Housing and Urban Development Continuum of Care Point in Time Count of unsheltered homeless persons in January 2022, which will support the collection of comprehensive data and help inform the development and coordination of regional resources to assist individuals and families experiencing homelessness in Orange County.
BACKGROUND INFORMATION:
The U.S. Department of Housing and Urban Development (HUD) requires that each Continuum of Care (CoC) conduct a Point in Time (PIT) Count of persons experiencing unsheltered homelessness at least biennially or every odd year. This census is conducted in accordance with HUD guidelines to capture households’ demographic information and must be conducted during the last 10 days in January.
In the 2013, 2015 and 2017 PIT counts, an extrapolation method was used to estimate the number and characteristics of persons experiencing unsheltered homelessness based on a relatively small survey sample size. For the 2019 PIT count process, Orange County, on behalf of the Orange County CoC, upgraded the methodology and implemented a comprehensive PIT count with enhanced data collection technology. The 2019 PIT count was an actual count that incorporated the use of ArcGIS survey mapping and smartphone applications to capture demographics and information about the characteristics of those experiencing unsheltered homelessness in Orange County. For the 2021 PIT count, the Orange County CoC was planning on replicating the upgraded methodology and process of the 2019 PIT count; however, due to the COVID-19 pandemic, HUD provided an exemption to forgo the unsheltered count in order to mitigate unnecessary exposure and spread of COVID-19 illness in the community.
Prior Board of Supervisors (Board) Actions
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Date |
Contract/Amendment |
Action |
Term |
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August 28, 2018 |
Contract |
Board Approved Contract for 2019 PIT Count with Kingdom Causes, Inc. dba City Net (City Net) |
September 1, 2018-June 30, 2019 |
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August 25, 2020 |
Contract |
Board Approved Contract for 2021 PIT Count with City Net |
September 1, 2020-June 30, 2021 |
The Health Care Agency (HCA) Office of Care Coordination, as the Lead Collaborative Applicant for the Orange County CoC, in partnership and collaboration with the Orange County CoC are recommending that a 2022 PIT count be conducted to obtain updated and comprehensive data of individuals and families experiencing homelessness in Orange County that will be used to help inform the development and coordination of regional resources to assist in addressing homelessness. The 2022 PIT count will also provide important data to understand the impacts of the COVID-19 pandemic on those experiencing homelessness. Most recently, the state and federal agencies have been strongly encouraging a 2022 PIT count be conducted by creating incentives in grant applications and noting how future funding determinations will be allocated utilizing the latest PIT count dataset.
For the 2022 PIT count process, HCA’s Office of Care Coordination is seeking to replicate the upgraded methodology and process of the 2019 PIT count and leveraging the work done in preparation of the 2021 PIT count that was not conducted. In light of the COVID-19 pandemic and the preventative and mitigating measures needed to limit the spread of COVID-19 in the community, HCA will be monitoring the potential effects on the methodology and process for the 2022 PIT count in consultation with the Public Health Officer. This includes taking into consideration the guidance released by the federal and state governments in regards to the COVID-19 pandemic.
The expectation is the contractor will support the HCA’s Office of Care Coordination to successfully implement the PIT count and prepare contingency plans for the PIT methodology and process. HCA’s Office of Care Coordination anticipates the COVID-19 pandemic may require some of the following changes:
· Reduced number of people within groups that are going out for the unsheltered count, which would require a change within the map distributions and volunteer recruitment.
· Implementing vaccination requirements and/or health screenings for volunteers supporting the effort.
· Change in training methodology to include recorded videos and virtual platform to eliminate larger in-person trainings.
· Increasing the number of deployment sites for the days of the PIT count so that people are able to physically distance properly.
HCA proposes contracting with City Net on a sole source basis as the PIT Count Project Lead to provide planning, implementation and reporting services. City Net has extensive experience counting and surveying unsheltered homeless populations. In addition to their work on the Flood Control Channel Engagement Initiative and the Santa Ana Civic Center, City Net has conducted 31 total homeless counts in Southern California including 18 in Orange County cities. They also conducted the North Orange County census that covered 12 cities in the North Service Planning Area and served as the PIT Count Project Lead in 2019 and 2021. The completed Sole Source Request Form is attached to this Agenda Staff Report. See Attachment C for Sole Source Request Form.
As the PIT Count Project Lead for the 2021 unsheltered count, City Net will:
· Collaborate with County staff, including Orange County Housing & Community Development, Orange County Information Technology, OC Public Works and Orange County Sheriff’s Department, and other local and regional public agencies to design and implement the project.
· Collaborate with Urban Initiatives and other vendors to create materials and trainings for the 2022 PIT count, including paper forms, instructions and maps.
· Collaborate with the Orange County CoC and CoC member agencies to develop sufficient resources for the PIT count, including volunteer recruitment and staffing of deployment centers.
The Contract is being submitted for Board approval less than 30 days prior to the start of the contract as HCA was carefully observing COVID-19 trends and speaking to surrounding CoCs to determine the feasibility of conducting a 2022 PIT count. This careful examination and consideration created delays in bringing the Contract to the Board. Upon approval of the Contract, HCA and City Net will commence the planning process to ensure successful completion of the PIT count in 2022.
This Contract does not currently include subcontractors or pass through to other providers. See Attachment B for Contract Summary Form.
HCA requests the Board approve the Sole Source Contract with City Net for provision of professional and technical support services for HUD CoC 2022 PIT Count, as referenced in the Recommended Actions. The Orange County Preference Policy is not applicable to this contract award.
FINANCIAL IMPACT:
Appropriations for this Contract are included in Budget Control 042 FY 2021-22 Budget.
Should services need to be reduced or terminated due to lack of funding, this Contract contains language that allows HCA to give 30-days' notice to either terminate or renegotiate the level of services to be provided. The notice will allow HCA adequate time to transition or terminate services to clients, if necessary.
STAFFING IMPACT:
N/A
ATTACHMENT(S):
Attachment A – Contract MA-042-22010423 for provision of professional and
technical support services with Kingdom Causes, Inc. dba City Net
Attachment B – Contract Summary Form
Attachment C – Sole Source Justification Form