Agenda Item AGENDA STAFF REPORT ASR Control 21-000984
MEETING DATE:	12/07/21
legal entity taking action:	Board of Supervisors
board of supervisors district(s):	All Districts
SUBMITTING Agency/Department:	Probation (Approved)
Department contact person(s):	Sanford Rose (714) 935-7593
	Daniel Hernandez (714) 645-7004

Subject: Approve Contract for Outreach, Support and Education

ceo CONCUR

County Counsel Review

Clerk of the Board

Concur

Approved Agreement to Form

Discussion

3 Votes Board Majority

Budgeted: Yes

Current Year Cost: $139,210

Annual Cost: FY 2022-23 $297,000
FY 2023-24 $297,000
FY 2024-25 $157,790

Staffing Impact:

No

# of Positions:

Sole Source: No

Current Fiscal Year Revenue: N/A

Funding Source: State: 100% (2011 Realignment: YOBG 80%, JJCPA 20%)

County Audit in last 3 years: No

Prior Board Action: 5/25/2021 #64

RECOMMENDED ACTION(S):

Authorize the Chief Probation Officer, or designee, to execute the contract with Waymakers for the provision of Outreach, Support and Education Services for Families of Youth Involved in the Juvenile Justice System, for the three-year term of January 13, 2022, through January 12, 2025, in an amount not to exceed $891,000, renewable for two additional one-year terms.

SUMMARY:

Award of contract to Waymakers for Outreach, Support and Education Services for Families of Youth Involved in the Juvenile Justice System will assist families in navigating through the adjudication process and provide resources and tools to assist in successful completion of probation and reintegration into society.

BACKGROUND INFORMATION:

The Orange County Probation Department (Probation) has provided Outreach, Support and Education Services for Families of Youth Involved in the Juvenile Justice System since 2016 through a contract with Padres Unidos. On May 25, 2021, Probation was approved to extend the contract past the fifth year for an additional six-month term to allow time to complete the Request for Proposal (RFP) process.

The program shall provide outreach, support and education services to parents, guardians, adult family members and minor siblings of youth who are pre-adjudicated and adjudicated wards of the Juvenile Court or housed in a juvenile facility. Services include: family support and information, parent outreach and education, parent and teen conjoint programs, parent mentoring, ongoing support and system navigation.

On March 22, 2021, Probation released an RFP and a total of eight proposals were received. The five member RFP evaluation panel convened twice to evaluate written proposals and conduct oral interviews. Proposals were scored in accordance with the County’s RFP evaluation guidelines. The Orange County Preference Policy (OCPP) was applicable and incorporated into this solicitation. One OCPP qualified proposal was submitted. Based on final scoring, the contract was not awarded to an OCPP qualified vendor under the Local Small Business preference policy receiving a 5 percent point advantage.

The written proposals were rated based on: Knowledge and Experience; Service Delivery; Collaboration and Resources; Key Personnel, Identification, Experience and Expertise; Financial Stability and Background Information; and Service Cost. The results of the written proposals evaluations are as follows:

Proposer	Score (out of 500 possible points)	Average Score	Ranking
Waymakers	466	93	1
National Council on Alcoholism and Drug Dependence (NCADD)	445	89	2
New Horizons Community Wellness Center	443 (received a bonus of 5% for being an Orange County Local Small Business)	89	3
Padres Unidos	431	86	4
Boys and Girls Clubs of Garden Grove	427	85	5
Family Assessment Counseling and Education Services	386	77	6
National Alliance on Mental Illness	346	69	7
Student Nest, Inc.	276	55	8

Since the average scores for the top five proposals were less than 10 points apart, the panel decided to interview the top five proposers. For phase two, the written proposals count as 60 percent of the overall score, while the interview counts as 40 percent of the overall score.

The overall scores for phase two were decided by the panel as follows:

Proposer	Score (out of 500 possible points)	Average Score	Ranking
Waymakers	467	93	1
Padres Unidos	441	88	2
New Horizons Community Wellness Center	427 (received a bonus of 5% for being an Orange County Local Small Business)	85	3
Boys and Girls Clubs of Garden Grove	410	82	4
NCADD	376	75	5

A Notice of Intent to Award was issued on September 16, 2021, with the highest ranked proposer, Waymakers. There was a protest in response to the Notice of Intent to Award received by Probation on September 23, 2021. Per County procurement procedures, Probation did not proceed with the award of the contract until the Contract Manager rendered a decision on the protest. After careful review and consideration, Probation responded on October 5, 2021, denying the protest. The protestor did not appeal the decision.

Probation is seeking Board of Supervisors authorization to execute the contract with Waymakers, for a three-year term, for the term of January 13, 2022, through January 12, 2025, in the amount not to exceed $891,000 with the option to renew for two additional one-year terms.

The contract does not include subcontractors or pass through to other providers. See Attachment C for the Contract Summary Form.

Department staff have conducted due diligence on the vendor. Reference checks were satisfactory and completed with the City of Costa Mesa, Orange County Health Care Agency and the Orange County District Attorney regarding similar projects.

FINANCIAL IMPACT:

Appropriations for this Contract are included in the FY 2021-22 Budget for Budget Control 057, Probation and will be included in the budgeting process for future years. The contract contains language allowing Probation to terminate the contract if funding for this contract were reduced or no longer available.

STAFFING IMPACT:

N/A

ATTACHMENT(S):

Attachment A- Contract MA-057-22010684 for Outreach, Support and Education Services
Attachment B- Contact Summary Form
Attachment C- Individual Scoring Sheets and RFP Questions