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Agenda Item
ASR
Control 18-000025 |
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MEETING DATE: |
05/08/18 |
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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): |
Alyson Piguee (714) 245-6190 |
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Gregory Manning (714) 541-7410 |
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Subject: Amendment and Agreement for
Residential Services at Tustin Family Campus
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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: N/A |
Current Year Cost:
N/A |
Annual Cost:
FY 2018-19: $1,799,712 |
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Staffing Impact: |
No |
# of Positions:
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Sole Source:
No |
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Current Fiscal Year Revenue: N/A
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Prior Board Action: 5/09/2017
#45 , 5/24/2016 #84, 6/23/2015 #71 |
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RECOMMENDED ACTION(S):
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1. |
Approve Amendment to Agreement with Rite of Passage Adolescent Treatment Centers and Schools Incorporated for High Needs Youth Residential Homes Services at Tustin Family Campus for a maximum obligation of $643,320 for the period of July 1, 2018, through December 31, 2018. |
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2. |
Approve Agreement with Rite of Passage Adolescent Treatment Centers and Schools Incorporated for Short Term Residential Therapeutic Program Services at Tustin Family Campus for an annual maximum obligation of $1,799,712 and a cumulative maximum obligation of $5,399,136 for the period to begin no sooner than July 1, 2018, and to continue through June 30, 2021. |
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3. |
Authorize the Orange County Social Services Director or designee to execute Amendment to Agreement and Agreement with Rite of Passage Adolescent Treatment Centers and Schools Incorporated for Short Term Residential Therapeutic Program Services as determined by Rite of Passage Adolescent Treatment Centers and Schools Incorporated’s licenses. |
SUMMARY:
Approval of Amendment and Agreement with Rite of Passage Adolescent Treatment Centers and Schools Incorporated will provide residential home services at Tustin Family Campus for high needs youth in the child welfare system.
BACKGROUND INFORMATION:
The Social Services Agency (SSA) is requesting the Board of Supervisors’ (Board) approval of the Amendment to the Agreement with Rite of Passage Adolescent Treatment Centers and Schools Incorporated (ROP) for High Needs Youth Residential Homes Services, licensed as a group home, at Tustin Family Campus for the period of July 1, 2018, through December 31, 2018. SSA is also requesting Board approval of the Agreement with Rite of Passage Adolescent Treatment Centers and Schools Incorporated (ROP) for Short Term Residential Therapeutic Program (STRTP) services at Tustin Family Campus (TFC) for a period to begin no sooner than July 1, 2018, and to continue through June 30, 2021. The Amendment to the existing group home agreement will ensure continued residential services for youth in the event that ROP does not secure their STRTP license prior to July 1, 2018. Upon STRTP license approval, the Amendment will be terminated and the STRTP Agreement will be in full force and effect.
ROP has been the provider of High Needs Youth Residential Services at TFC since 2011. On June 23, 2015, the Board approved a one-year agreement with ROP for High Needs Youth Residential Homes Services for the period of July 1, 2015, through June 30, 2016, with an annual maximum obligation of $1,254,816. On May 24, 2016, the Board approved the first one-year renewal with ROP for the period of July 1, 2016, through June 30, 2017, with an annual maximum obligation of $1,286,640. On May 9, 2017, the Board approved the final one-year renewal for the period of July 1, 2017, through June 30, 2018, with an annual maximum obligation of $1,286,640.
On October 11, 2015, Assembly Bill 403 (AB 403) was signed into law and codified recommendations contained in the report released by the California Department of Social Services (CDSS) entitled California’s Child Welfare Continuum of Care Reform (CCR). The goal of CCR is to improve the child welfare system through the elimination of long-term residential placements and increase the utilization of home-based care for foster children. As a result of the passage of AB 403, all facilities currently licensed as group homes that seek to continue to operate after December 31, 2018, including ROP’s High Needs Youth Residential Homes Services program, are required to transition to operating as an STRTP no later than December 31, 2018. STRTP requirements and rate levels have only recently been established by the State and require significant efforts by agencies seeking accreditation to secure STRTP license from CDSS.
ROP submitted its application for an STRTP license in December 2017 and is awaiting approval. It is unclear when CDSS will approve the application; however, communications with the State have indicated that it is being processed. ROP has a Group Home license until June 30, 2018, and will request a rate extension from CDSS to continue to operate as a group home provider until December 31, 2018, should the STRTP license not be approved by July 1, 2018. ROP will continue to operate in compliance with Group Home license requirements until it obtains its STRTP license. After ROP is licensed as an STRTP, ROP will operate in compliance with STRTP regulations. The proposed Amendment and Agreement have been designed to ensure there is no disruption in placement for these youth while accounting for the required change in licensure.
The STRTP program at TFC is designed to provide individualized, empowered, strength-based, trauma informed, culturally relevant and developmentally appropriate intensive treatment and support services to dependent youth (ages 12 to 18 years) and Non-Minor Dependents (18 years of age or until they have graduated from high school, with an open child welfare case). These youth demonstrate social, emotional and behavioral needs that cannot be safely met initially in a family setting. Residential treatment services are provided in two separate homes at TFC that can serve up to a combined total of 12 dependents. The purpose of these services is to transition dependent youth from residential treatment to a lower level of care within the six-month timeframe established by CDSS under CCR. These services align with the Safe Homes and Communities indicators in the 23rd Annual Report on the Conditions of Children in Orange County.
On October 6, 2017, SSA issued a Request for Proposal (RFP) for STRTP services at TFC. One proposal was received by the deadline of November 3, 2017, from ROP and was deemed responsive.
ROP’s proposal was evaluated by an Administrative Manager II from SSA, a Senior Social Services Supervisor from SSA, a Program Manager II from the Health Care Agency, a Manager from Orange County Department of Education and a Coordinator from the Tustin Unified School District.
ROP's proposal was rated using the following evaluation criteria for a potential maximum score of 100 points:
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Evaluation
Criteria |
Maximum
Scores |
ROP Scores |
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Related Direct Service Experience |
20 points |
14.00 |
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Prior Program Management Experience |
20 points |
10.91 |
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Planned Program Management of Direct Services to be Provided |
30 points |
16.51 |
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Direct Services to be Provided |
30 points |
19.17 |
ROP's proposal received an average score of 60.59. While the score is relatively low, ROP has committed to meeting both the County’s critical needs for STRTP beds at TFC and the expectations as specified in the Agreement. Compliance to both of these commitments will continue to be closely monitored by SSA throughout the term of this Agreement. Additionally, ROP has been performing satisfactorily under the current agreement.
Outcomes
ROP traditionally takes on youth with some of the more challenging mental health and behavioral issues and has demonstrated the ability to support these youth and, in many cases, assist them in transitioning into lower levels of care. Prior to being referred to ROP, many of these youth have already been unsuccessful at other available residential treatment programs in Orange County. Between January 1, 2017, and December 31, 2017, there were 22 total youth in the High Needs program. Of these 22 youth, ten (10) were discharged from the program during this period: four exited to higher levels of care and six (6) into lower levels of care.
In this Agreement, ROP’s performance will be measured on: 1) Commencement of planning within the first 30 days of placement focused on setting goals, established by the Child and Family Team (CFT), towards transitioning to a lower level of care with monthly evaluations to be completed thereafter; 2) Provision of STRTP services in order that the youth shall obtain and demonstrate a sustainable and increased level of social, emotional and behavioral functioning within six months to successfully transition and be maintained in a lower level of care; 3) If the CFT determines that the youth will not be ready to transition to a lower level of care upon the sixth month of placement, ROP will collaborate with the assigned SSA Social Worker and CFT to determine transition planning or the need for continued STRTP treatment.
Real Estate License
The current License Agreement with ROP commenced on July 1, 2015, and will terminate on June 30, 2020. This License Agreement is revocable by either the County or Licensee at any time; however, as a courtesy, the Parties will attempt to give 30 days written notice to the other Party upon revocation. ROP is required to pay a monthly license fee of $5,046 for each of the two homes ($1.10 per square foot, modified gross) for a total of $10,092 per month. This License Agreement also includes language allowing the rent to be adjusted based on occupancy rates for the program. ROP will pay for its own telephone, cable, internet and janitorial services and maintain the standard insurance required by the County. The annual projected revenue is $121,104 based on occupancy at full capacity per month. Additional terms and conditions of the License Agreement are included in the attached License Summary.
Subcontractors
This Agreement does not currently include subcontracts or pass through agreements to other providers. See Attachment F for Contract Summary Form. This Agreement, due to the nature of the services, could require the addition of subcontractors. In order to add subcontractor(s) to the Agreement, the contractor must seek express consent from SSA. Should the addition of a subcontractor impact the scope of work and/or contract amount, SSA will bring the item back to the Board for approval. In the past, subcontractor(s) have not been used for this Agreement.
FINANCIAL IMPACT:
Reimbursement to the contractor will be at the rate determined by CDSS which may vary during the term of the resultant contract. The current group home rate is $9,535 per youth/per month and the current STRTP rate is $12,498 per youth/per month. Both of these rates are subject to change. Appropriations for the Agreements will be included in the FY 2018-19 Budget and will be included in the budgeting process for future years.
The Agreements are funded by federal (27%), state (56%), and County (17%) funds, as follows:
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Projected
Funding by Program |
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Program |
Projected Usage |
Federal |
State |
County GF |
Total |
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Foster Care |
71% |
$476,675 |
$484,834 |
$309,799 |
$1,271,308 |
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Foster Care-1991 Realignment |
29% |
$0 |
$528,404 |
$0 |
$528,404 |
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Total |
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$476,675 |
$1,013,238 |
$309,799 |
$1,799,712 |
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Funding Ratio |
100% |
27% |
56% |
17% |
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Federal and state dollars are comprised of Title IV-E, 1991 Realignment and 2011 Realignment for the Foster Care Program. County General Funds will be used towards the required match to access federal and state funding.
Contingency of Funds
The Contractor is aware that funding or portions of funding for the Agreements may be contingent upon state and federal budget approval; receipt of funds from, and/or obligation of funds by the State of California or the Federal Government to the County; and inclusion of sufficient funding for the services hereunder in the budget approval by the County's Board of Supervisors for the term of the Agreements. If such approval, funding or appropriations are not forthcoming, or are otherwise limited, the County may immediately terminate or modify these Contracts without penalty.
STAFFING IMPACT:
N/A
ATTACHMENT(S):
Attachment A - Agreement CGM0718 - Short Term Residential
Therapeutic Program at Tustin Family Campus
Attachment B - Amendment CKV2717 A– High Needs Youth Residential Homes Services
at Tustin Family Campus
Attachment C - Redlined Agreement CGM0718 - Short Term Residential Therapeutic
Program at Tustin Family Campus
Attachment D - License Agreement (GA1213-203-4)
Attachment E - License Summary
Attachment F - Contract Summary Form
Attachment G - Summarized Scoring Sheet
Attachment H - Individual Scoring Sheet with RFP Questions
Attachment I - Assembly Bill 403 (2015-16)