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Agenda Item
ASR
Control 21-000106 |
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MEETING DATE: |
06/22/21 |
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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: |
Social Services Agency (Approved) |
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Department contact
person(s): |
Laura Turtzer (714) 541-7734 |
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Angie Villalpando
(714) 541-7768 |
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Subject: Renew Web Application
Contract for Resource Family Approval Program
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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 2021-22 $242,000 |
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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: 6/25/2019
#58, 7/25/2017 #20 |
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RECOMMENDED ACTION(S):
Authorize the County Procurement Officer or authorized Deputy to execute Amendment Three to Contract with Binti Inc. for Web Application for the Resource Family Approval program, to renew the Contract for an additional 12 months from August 1, 2021, through July 31, 2022, with a maximum obligation of $242,000, for a revised cumulative total of $1,026,000, for the term of August 1, 2017, through July 31, 2022.
SUMMARY:
Approval to renew the Contract with Binti Inc. will enhance the Social Services Agency’s ability to match children in care to available placements, create more avenues for permanency and improve management of placement options for resource families and children in foster care.
BACKGROUND INFORMATION:
The Social Services Agency (SSA) is requesting the Board of Supervisors' (Board) approval to execute Amendment Three to renew the Contract with Binti Inc. (Binti) for Web Application for the Resource Family Approval (RFA) program in an amount not to exceed $242,000, commencing on August 1, 2021, through July 31, 2022, for a revised cumulative total of $1.026 million for the term of August 1, 2017, through July 31, 2022.
The Board originally approved the Contract on July 25, 2017, for the term of August 1, 2017, through July 31, 2020, in an amount not to exceed $450,000, renewable for two additional one-year terms. On June 25, 2019, the Board approved Amendment One with Binti to increase the Contract amount by $92,000, for a revised cumulative total of $542,000 for the term of August 1, 2017, through July 31, 2020. The first one-year renewal was authorized administratively pursuant to Board Resolution, Paragraph 4, issued March 26, 2020, in an amount not to exceed $242,000 for the term of August 1, 2020, through July 31, 2021, for a revised cumulative total of $784,000 for the term of August 1, 2017, through July 31, 2021.
The Binti Web Application for the RFA database supports SSA’s resource family recruitment and retention efforts in order to meet the goals and requirements of California's Child Welfare Continuum of Care Reform. In 2016, the RFA program established new procedures for the approval of foster and adoptive homes, which requires all relative and non-relative caregivers to complete the same set of activities in order to obtain approval to be resource families (foster parents). This process has increased the workload associated with the level of assessment that must be conducted for each potential resource family seeking approval. SSA identified Binti, a case management system, as a way to assist with managing the increased workload.
The current Binti Web Application includes two related web-based tools and a placement module. The web-based tools include an internal RFA portal and an external recruitment website. The internal RFA portal has been extremely successful in organizing all RFA tasks and keeping SSA staff updated with the status of current and potential resource families.
These tools have been and will continue to be instrumental in assisting families with completing the RFA process and have afforded SSA the ability to provide better case management and data gathering. The Placement Module is activated once a family is approved to accept children for placement into their homes.
The proposed Contract is a sole source Contract and a completed Sole Source Request Form is attached to this Agenda Staff Report as Attachment D. Binti is currently the only provider with a specialized interactive, web-based tool that automates the RFA process by allowing resource families and child welfare staff to enter information, upload and approve documents as well as track the progress of resource families through the approval process. Currently over half of California’s 58 counties, and over 70 agencies across 13 states, utilize Binti’s recruitment website and their internal RFA portal, and 10 California counties have implemented the Placement Module.
This Contract does not include subcontractors or pass through to other providers. See Attachment C for Contract Summary Form. This Contract, due to the nature of the services, could require the addition of subcontractors. In order to add subcontractor(s) to the Contract, 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.
Prior to Contract expiration, SSA plans to issue a solicitation to continue the services.
The Contractor's performance has been confirmed as at least satisfactory. SSA has verified there are no concerns that must be addressed with respect to Contractor’s ownership/name, litigation status or conflicts with County interests.
FINANCIAL IMPACT:
Appropriations for this Contract will be included in Budget Control 063, Social Services Agency FY 2021-22 Budget.
Contingency of Funds
The proposed Contract includes provisions that the Contract is contingent upon the availability of funds and inclusion of sufficient funds in the budget approved by the Board for each fiscal year the Contract remains in effect or operation. In the event such funding is terminated or reduced, the County may terminate the Contract, reduce the County’s maximum obligation or modify the Contract, without penalty.
STAFFING IMPACT:
N/A
ATTACHMENT(S):
Attachment A - Amendment Three to Contract MA-063-17011318
with Binti Inc.
Attachment B - Amendment Three to Contract MA-063-17011318 with Binti Inc. - Redline
Attachment C - Contract Summary Form
Attachment D - Sole Source Request Form