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Agenda Item
ASR
Control 21-000882 |
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MEETING DATE: |
11/16/21 |
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legal entity taking action: |
Board of Supervisors |
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board of supervisors
district(s): |
1 |
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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: Contract for Cold Weather
Emergency Shelter
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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:
$625,000 |
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: 06/04/2019
#42, 04/24/2018 #55, 05/09/2017#55, 11/22/2016 #S49A |
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RECOMMENDED ACTION(S):
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1. |
Approve License to Use State Military Property Agreement for the Santa Ana Armory facility with the California Military Department for FY 2021-22. |
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2. |
Approve the selection of and Contract with Volunteers of America of Los Angeles for provision of Cold Weather Emergency Shelter Services, for the term of November 22, 2021, through March 31, 2022, for an amount not to exceed $625,000. |
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3. |
Authorize the Health Care Agency Director or designee to execute the License to Use State Military Property Agreement, as referenced in the Recommended Action above. |
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4. |
Authorize the County Procurement Officer or authorized Deputy to execute the Contract with Volunteers of America of Los Angeles, as referenced in the Recommended Action above. |
SUMMARY:
Approval of the Contract with Volunteers of America of Los Angeles will provide Cold Weather Emergency Shelter Services during the winter months at the Santa Ana Armory and will provide supportive and stabilizing services to meet the complex needs of individuals experiencing homelessness in Orange County.
BACKGROUND INFORMATION:
The County of Orange (County) has been working collaboratively with the California National Guard (CNG) at the Orange County Armory locations since 2007 in an effort to provide cold weather emergency shelter services for persons experiencing homelessness during the winter months. The operational services provided by the Cold Weather Emergency Shelter Program ensures safe shelter and respite from inclement weather for persons experiencing homelessness that are not otherwise engaged with year-round emergency shelters elsewhere in the county.
Prior Board of
Supervisors (Board) Actions:
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Board Date |
Contract / Amendment |
Action |
Term |
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June 04, 2019 |
Contract |
Approved as Recommended |
July 1, 2019 – June 30, 2020 |
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April 24, 2018 |
Contract |
Approved as Recommended |
July 1, 2018 – June 30, 2019 |
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May 09, 2017 |
Contract |
Approved as Recommended |
July 1, 2017 – June 30, 2018 |
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November 22, 2016 |
Amendment |
Approved as Recommended |
July 1, 2016 – June 30, 2017 |
The Cold Weather Emergency Shelter operates seasonally and previously accommodated up to 400 individuals at the Fullerton and Santa Ana National Guard Armory locations. However, in response to the COVID-19 pandemic, CNG was ordered to operate under Federal Emergency Management Agency guidelines for emergency response, and the sites were no longer available for the operations of the Cold Weather Emergency Shelter during the FY 2020-21 season. To ensure the operations of the program were not interrupted, both sites were relocated by the Office of Care Coordination to alternative temporary sites within the cities of Fullerton and Santa Ana. Meanwhile, as the traditional operations shifted due to the COVID-19 pandemic, hours of operation were extended to 24 hours a day and the provider changed from Mercy House Living Centers, Inc. to Kingdom Causes dba City Net.
As the COVID-19 pandemic continues, the operation of the Cold Weather Emergency Shelter at the CNG will shift slightly from the traditional model. Starting this fiscal year, only the Santa Ana Armory will be utilized and the number of beds available will be reduced to ensure the California Department of Public Health’s guidance for congregate shelters is taken into consideration. The Fullerton Armory will not be utilized as the opening of the Fullerton Navigation Center has provided additional shelter beds in the City of Fullerton.
As the operator of the Cold Weather Emergency Shelter, Volunteers of America of Los Angeles (VOALA) will continue to support the need to access a low-barrier seasonal shelter program for individuals experiencing homelessness. VOALA has extensive experience working with persons experiencing homelessness and has been providing direct services for over 30 years. Over the past five years, VOALA has successfully operated seven Cold Weather Emergency Shelters at various sites including three armory programs in Los Angeles County. VOALA will leverage their previous and current experience as a provider for the County of Orange Emergency Rental Assistance Program to operate the Cold Weather Emergency Shelter Program in Orange County.
The Santa Ana Armory will have capacity of 80 beds and will be available on a first come, first serve basis each night. VOALA will provide transportation to and from the site and will not allow walk ups. As the Cold Weather Emergency Shelter Operator, VOALA will foster a safe and healthy environment for program participants that emphasizes a whole-person approach and self-empowerment. The hours of operation for the program will be from 5 p.m. to 7 a.m., providing individuals experiencing homelessness in Orange County with a safe place to sleep, a hot meal, case management and supportive services and other personal care and housing assistance needs for the cold weather season. Additional services include access to transportation, janitorial services on site, security, hygiene facilities including showers and restrooms, connection to other emergency shelter and housing placement opportunities, as well as referrals and linkages to community resources. VOALA will operate the program in accordance with the County of Orange’s Standards of Care for Emergency Shelter Providers and will continue strong community engagement and follow a Good Neighbor Policy that supports the long-term success of the Cold Weather Emergency Shelter Program.
As the operator of the Cold Weather Emergency Shelter, VOALA is expected to achieve performance outcomes as reflected in the table below. Additionally, they will collect data on the numbers of participants served daily, exited, transitioned into permanent housing and their average length of stay in the Homeless Management Information System.
Performance Outcomes
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Contract Term |
FY 2017-18 |
FY 2018-19 |
FY 2019-20 |
FY 2020-21 |
Total |
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Number of participants served |
2215 |
2183 |
2211 |
664 |
7273 |
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Number of participants exited to increased housing stability |
N/A |
158 |
92 |
226 |
476 |
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Average length of stay |
55 Days |
48 Days |
97 days |
47 days |
62 days |
As part of the Memorandum of Understanding between the Health Care Agency (HCA) and OC Community Resources (OCCR), the funding for the Cold Weather Emergency Shelter is allocated in the Annual Action Plan brought to your Honorable Board by OCCR. The Contract for the operations of the Cold Weather Emergency Shelter is being submitted for Board approval less than 30 days prior to the start of the Contract as HCA had to update the operational model to incorporate appropriate COVID-19 safety protocols and practices to safeguard the health of an already vulnerable population. This careful planning with VOALA created delays in bringing the Contract to the Board. Upon approval of the Contract, HCA and VOALA will act swiftly to begin operations of the Cold Weather Emergency Shelter.
The Contractor’s performance has been confirmed as satisfactory. HCA has verified there are no concerns that must be addressed with respect to the Contractor’s ownership/name, litigation status or conflicts with County interest.
This Contract does not currently include subcontractors or pass through to other providers. See Attachment C for Contract Summary Form.
HCA is requesting the approval of the Contract with VOALA for provision of Cold Weather Emergency Shelter Services along with the License to Use State Military Property with the California Military Department, as referenced in the Recommended Actions. A Sole Source Request Form was completed and attached as Attachment D. The operations for the Cold Weather Emergency Shelter require a unique program model and experience that only VOALA can provide. VOALA’s extensive experience includes working with persons experiencing homelessness for over 30 years. In addition, VOALA has been operating Cold Weather Emergency Shelter Programs throughout Los Angeles County. Over the past five years, VOALA has successfully operated seven Cold Weather Emergency Shelter programs using a similar scope of work that provides low barrier access to shelter during the winter months. 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.
Funding Sources:
FED: 70% (Community Development Block Grant and Emergency Solutions Grant)
GF: 7% (Net County Cost)
Other: 24% (Fund 15U, Fund 117)
Should services need to be reduced or terminated due to lack of funding, the Contract contains language that allows HCA to give a 30-day 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 – License to Use State Military Property
Attachment B – Contract MA-042-22010481 for Cold Weather Emergency Shelter
Services with Volunteers of America of Los Angeles
Attachment C – Contract Summary Form
Attachment D – Sole Source Justification Form