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Agenda Item
ASR
Control 11-001549 |
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MEETING DATE: |
05/08/12 |
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legal entity taking action: |
Board of Supervisors |
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board of supervisors
district(s): |
3 |
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SUBMITTING
Agency/Department: |
Social Services Agency (Approved) |
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Department contact
person(s): |
Nancy Hatada (714) 541-7755 |
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Gary Taylor (714) 541-7793 |
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Subject:
Agreements and License for
Services at Tustin Family Campus
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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: Yes |
Current Year Cost:
N/A |
Annual Cost: |
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Staffing Impact: No |
# of Positions:
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Sole Source:
No |
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Current Fiscal Year Revenue: $122,158 |
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Funding Source: FED:
14%, State: 44%, Wraparound: 42% |
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Prior Board Action: 5/24/2011
#82; 5/24/2011 #75 |
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RECOMMENDED ACTION(S):
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1. |
Find the proposed project for Social Services Agency and New Alternatives, Inc. License Agreement is Categorically Exempt (Class 1) from the provisions of California Environmental Quality Act pursuant to Guidelines Section 15301. |
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2. |
Approve Agreement Number CNH0112 with New Alternatives, Inc. for the Provision of Transitional Residential Homes Services at Tustin Family Campus, for the period of July 1, 2012 through June 30, 2015. |
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3. |
Approve Agreement Number CNH0412 with PROTOTYPES, Centers for Innovation in Health, Mental Health and Social Services for the Provision of Mother and Child Residential Homes Services at Tustin Family Campus, with a maximum obligation of $870,000 for the period of July 1, 2012 through June 30, 2013; a maximum obligation of $895,000 for the period of July 1, 2013 through June 30, 2014; and a maximum obligation of $900,000 for the period of July 1, 2014 through June 30, 2015; for a total maximum obligation of $2,665,000, for the period of July 1, 2012 through June 30, 2015. |
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4. |
Direct the Auditor-Controller to encumber funds, on or after July 1, 2012, for Agreement Number CNH0412 in the amount of $870,000 for Fiscal Year 2012-13. |
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5. |
Approve and execute the original and duplicate of the License Agreement between Social Services Agency and New Alternatives, Inc. and return the copy to Social Services Agency Facilities Services. |
SUMMARY:
Approval of the Agreements and execution of the License Agreement will support the Tustin Family Campus, a strength-based, multi-treatment residential facility with service components and program elements designed to address unmet needs for children/youth and families in Orange County.
BACKGROUND INFORMATION:
On November 19, 2007, the Social Services Agency (SSA) issued a Request for Proposal (RFP) to solicit proposals for five (5) service components at the Tustin Family Campus. Services to be provided at the campus through this RFP included Transitional Residential Homes, Mother and Child Residential Homes, Sibling Residential Homes, Specialized Residential Youth Homes, and Early Childhood Development Center Services. Agreements for Transitional Residential Homes, Mother and Child Residential Homes, and Early Childhood Development Center services will expire on June 30, 2012.
Service delivery was phased in at the Tustin Family Campus (TFC) upon the completion of construction and all final clearance approvals for occupancy, thereby causing varied start and end dates for the different components.
On September 1, 2011, SSA issued an RFP in BidSync to solicit proposals for three (3) service components at the Tustin Family Campus, which include Transitional Residential Homes, Mother and Child Residential Homes, and Early Childhood Development Center Services. The services are time limited with a focus on creating a supportive environment for young adults, mothers and children.
The proposed three (3) year Agreements will begin July 1, 2012 and terminate on June 30, 2015. These Agreements include performance-based language which enables SSA to effectively monitor contract deliverables. The Agreements may be renewed and/or renegotiated, subject to contractor performance and continued funding for two (2) additional twelve month periods, without a competitive process, at the sole discretion of the County.
Services to be provided under this RFP process include the following:
Service Component #1: Transitional Residential Homes provides temporary transitional housing and independent living skills services for fourteen (14) young adults at any one time, ages 18 to 24 years, who have emancipated from foster care in Orange County. Services are provided for up to twenty-four (24) cumulative months in order to assist the young adults in acquiring the skills necessary to achieve self-sufficiency. The objective is to improve outcomes for eligible young adults by providing them with housing and comprehensive services in order to break the cycle of homelessness, unemployment, poverty, and incarceration. The County will pay the monthly rate of up to $3,698 per young adult with State funding through Transitional Housing Program Plus, which is level with last year.
Service Component #2: Mother and Child Residential Homes provides services to fifteen (15) adult mothers and their children at any one time who have demonstrated substance abuse issues that impact their parenting and ability to support their children, are clients of SSA, and could benefit from a residential program. The program provides the resources and support to develop appropriate parenting skills, and to ensure a safe and stable home for their children. The program encourages mothers to learn and utilize life skills necessary to be independent, self-sufficient adults; to maintain a substance-free lifestyle; to practice essential self-sufficiency skills such as employment and continuing education; and to learn basic living skills such as housekeeping, grocery shopping, and meal preparation. The expected length of stay is between six (6) and eighteen (18) months. The County will reimburse for services up to $900,000 for a twelve-month period primarily with Wraparound and State funding through CalWORKs. The level of funding is the same as FY 2011-12.
Service Component #3: The Early Childhood Development Center is designed to meet the educational, developmental, emotional, social, physical, health, and nutritional needs of twenty-six (26) at risk children, ages birth to five (5) years of age, and provide support to their families. The majority of the children at the Early Childhood Development Center are residents of the Mother and Child Residential Homes, the Sibling Residential Homes, and from the Orange County foster care system. This component is not County, State or Federally funded. The selected provider would provide their own funding for this service.
On September 21, 2011, SSA held a Proponents' Information Conference to clarify information regarding the requested services and to give interested parties an opportunity to ask questions regarding proposal submittal and the overall RFP process. The deadline for receiving proposals was October 5, 2011. SSA received the following six (6) proposals:
Service Component #1: Transitional Residential Homes
Boys Town California, Inc.
Family Preservation Community Services
New Alternatives, Inc.
Olive Crest
Service Component #2: Mother and Child Residential Homes
Behavioral Health Services
PROTOTYPES, Centers for Innovation in Health and Mental Health and Social Services
Service Component #3: Early Childhood Development Center
No proposals were received. Therefore, SSA is in the process of negotiating a sole source agreement with a local community organization to provide this service.
Two (2) evaluation panels, each consisting of five (5) members, reviewed, evaluated and ranked the proposals received for Service Components #1 and #2. The evaluation panel members brought a diverse background of experience and knowledge of human services programs to the proposal evaluation process. Evaluation panels were comprised of the following professionals:
One (1) SSA Deputy Director from Children and Family Services Division
Two (2) SSA Administrative Manager IIs from Children and Family Services Division
Five (5) SSA Administrative Manager Is from Children and Family Services Division
One (1) Service Chief I from the Health Care Agency
One (1) Executive Director from a local non-profit organization
Proposals were rated using the following criteria (potential maximum score of 100) for Service Component #1:
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Program Management and Experience |
30 points |
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Services to be Provided |
40 points |
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Cost of Service Delivery System |
30 points |
Proposals were rated using the following criteria (potential maximum score of 100) for Service Component #2:
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Program Management and Experience |
30 points |
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Services to be Provided |
35 points |
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Cost of Service Delivery System |
35 points |
Proposals were scored as follows for Service Component #1:
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New Alternatives, Inc. |
88.4 points |
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Olive Crest |
81.0 points |
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Boys Town California |
66.6 points |
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Family Preservation Community Services |
50.4 points |
Proposals were scored as follows for Service Component #2:
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PROTOTYPES |
77.9 points |
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Behavioral Health Services |
74.2 points |
The evaluation panels unanimously concluded that the proposals submitted by New Alternatives, Inc. for the Transitional Residential Homes service component and PROTOTYPES for the Mother and Child Residential Homes service component were the most responsive to the service goals and objectives of the RFP and they included a more detailed description regarding their proposed services, respectively. All proponents were notified on November 10, 2011, of the proposed contract award recommendations and the Board Hearing for approval of the awards and negotiated agreements. New Alternatives, Inc. and PROTOTYPES are the current providers for the services requested.
License Agreement
SSA is also requesting approval to renew the current License Agreement from the County to New Alternatives, Inc. (Tenant) for the County-owned building located at 15405 Lansdowne Road, Building E in the City of Tustin. The Tenant has licensed this building from the County continuously since August 2009 under licenses dated August 25, 2009, May 25, 2010 and May 24, 2011. The current license expires on June 30, 2012. This proposed License renewal will be coterminous with the new Services Contract requested above. Approval of the proposed License Agreement will provide a total of 8,796 rentable square feet for residential care services. Either party may terminate the agreement at any time. The monthly rent for the proposed License shall be $10,193 or approximately $1.16 per rentable square foot modified service gross (Tenant will provide janitorial services to the County's satisfaction). Additional terms and conditions of the License Agreement are included in the attached License Summary.
SSA will replace the current rent-free License Agreement with PROTOTYPES for the provision of Mother and Child Residential Homes Services with a new rent-free license agreement to start and terminate with the relative Services Contract requested above. The rent-free License Agreement with PROTOTYPES does not require your Board's approval.
Outcomes
The following outcomes for the Transitional Residential Homes Services for the period July 1, 2011 through February 15, 2012 are based on the provision of services to twenty-two (22) young adults:
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Objectives |
Goals Percentage |
Achieved Percentage |
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1. |
Young Adults shall be fully engaged in all the Transitional Independent Living Plan and Transitional Housing Program activities by month three of receiving services. |
85% |
100% |
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2. |
Young Adults shall retain employment. |
70% |
90% |
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3. |
Young Adults shall have successfully completed their educational goals. |
50% |
86% |
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4. |
Young Adults shall have developed a savings account and deposited at least 30% of their income. |
85% |
81% |
The following outcomes for the Mother and Child Residential Homes Services for the period of July 1, 2011 through February 15, 2012 are based on the provision of services to eighteen (18) mothers and thirty-two (32) children:
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Objectives |
Goals Percentage |
Achieved Percentage |
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1. |
Mothers shall be fully engaged in all TFC Residential program treatment plan activities to meet CalWORKs requirements of 32 hours/week by the end of two months of entering the program. |
80% |
100% |
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2. |
Mothers shall be in compliance with their individual TFC treatment plan goals each month. |
80% |
100% |
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3. |
Mothers shall have successfully met their employment goals upon planned discharge from the TFC. |
50% |
100% |
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4. |
Mothers shall have successfully completed their educational goals upon planned discharge from the TFC. |
50% |
66.6% |
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5. |
Mothers shall have developed a savings account and deposited at least 30% of their income upon planned discharge from the TFC. |
80% |
100% |
The outcomes for the contract period July 1, 2012 through June 30, 2015, are as follows:
Service Component #1, Transitional Residential Homes Services:
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Goals |
Outcomes |
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80% |
Attend vocational assessment and job readiness training. |
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80% |
Attain the educational goal outlined in their Transitional Independent Living Plan as established upon entering the program. |
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50% |
Obtain and retain employment for a minimum of thirty (30) days. |
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80% |
Establish a permanent personal connection (i.e., family, non-related friend, mentor, etc.) |
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85% |
Develop a savings account and deposit 30% of their income on an ongoing basis. |
Service Component #2, Mother and Child Residential Homes:
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Goals |
Outcomes |
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80% |
Fully engage in all treatment plan activities, to meet the CalWORKs requirement of thirty-two (32) hours/week case plan activities by month two (2) of entering the program. |
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80% |
Compliance with their individual treatment plan goals each month. |
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50% |
Successfully meet their employment goals upon planned discharge from the program. |
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50% |
Successfully complete their educational goals upon planned discharge from program. |
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80% |
Develop a savings account and deposit at least 30% of their income upon planned discharge from program. |
Contingency of Funds
The contractors are aware that funding or portions of the funding for the Agreements may be contingent upon the State budget; receipt of funds from and/or obligation of funds by the Federal government to the State and from the State to the County; and inclusion of sufficient funding for the services hereunder in the budget approved by the County's Board of Supervisors for each fiscal year covered by the Agreements. If such approval, funding, or appropriations are not forthcoming, or are otherwise limited, the Agreements in this agenda item contains language which permits the County to immediately terminate, reduce, or modify the Agreements without penalty.
Compliance
with the California Environment Quality Act (CEQA)
The Transitional Residential Homes project is Categorically Exempt (Class 1) from the provisions of the CEQA pursuant to Section 15301 of the CEQA Guidelines; complies with the American Disabilities Act; and is in conformance with the City of Tustin's General Plan.
FINANCIAL IMPACT:
The composite ratios which include both Transitional Residential Homes and Mother and Child Residential Homes is 14% Federal, 44% State, and 42% Wraparound. The individual funding ratios are as follows:
Transitional Residential Homes Services: There is no maximum obligation attached to this Agreement; however, the proposed FY 2012-13 budget for the Transitional Residential Homes services will be $621,264, funded 100% with State THP funds. State dollars are comprised of Realignment 2011 funding at the cost of:
FY 2012-13: $621,264
FY 2013-14: $621,264
FY 2014-15: $621,264
Aggregate amount not applicable to this Agreement.
Mother and Child Residential Homes Services: This Agreement is Federal and State funded and is comprised of CalWORKs and Wraparound Trust Fund. The Agreement is funded Federal 24%, State 5%, and Wraparound 71% at the cost of:
FY 2012-13: $870,000
FY 2013-14: $895,000
FY 2014-15: $900,000
Aggregate maximum obligation: $2,665,000
STAFFING IMPACT:
N/A
REVIEWING AGENCIES:
OC PublicWorks/Corporate Real Estate
CEO/Risk Management
ATTACHMENT(S):
1. Agreement with
New Alternatives, Inc. for the Provision of Transitional Residential Homes
Services at Tustin Family Campus (CNH0112)
2. Agreement with PROTOTYPES, Centers
for Innovation in Health, Mental Health and Social Services for the Provision of
Mother and Child Residential Homes Services at Tustin Family Campus (CNH0412)
3. License Agreement with New
Alternatives, Inc. for Transitional Residential Homes Services
4. License Summary - Transitional
Residential Homes
5. Plot Plan - Exhibit B
6. Transitional Residential Homes
Services Evaluation Panel Summarized Scoring Matrix
7. Mother and Child Residential Homes
Services Evaluation Panel Summarized Scoring Matrix
8. Transitional Residential Homes
Services Evaluation Panel Individual Rating Sheets
9. Mother and Child Residential Homes
Services Evaluation Panel Individual Rating Sheets
10. Transitional Residential Homes
Services Evaluation Panel Memorandum of Recommendation
11. Mother and Child Residential Homes
Services Evaluation Panel Memorandum of Recommendation
12. Request for Proposal #FY1112-02 for
Tustin Family Campus