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Agenda Item
ASR
Control 19-000233 |
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MEETING DATE: |
06/25/19 |
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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): |
Alyson Piguee (714) 245-6190 |
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Angie Villalpando
(714) 541-7768 |
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Subject: Amendment for 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 2019-20 $92,000 |
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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: 7/25/2017
#20 |
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RECOMMENDED ACTION(S):
Authorize the County Procurement Officer or authorized Deputy to execute Amendment One to contract with Binti Inc. for Web Application for the Resource Family Approval program to increase contract amount by $92,000 for a revised cumulative total of $542,000 for the period of August 1, 2017, through July 31, 2020.
SUMMARY:
Approval of Amendment One to 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 One to the contract with Binti Inc. (Binti) to add a new web-based tool to the existing Binti system for an additional $92,000 for a revised cumulative total of $542,000 for the period of August 1, 2017, through July 31, 2020.
On July 25, 2017, the Board approved the current contract with Binti for the period of August 1, 2017, through July 31, 2020, in an amount not to exceed $450,000, renewable for two additional one-year terms.
The Binti Web Application for the Resource Family Approval (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 (CCR). Under CCR, the RFA program established new procedures for the approval of foster and adoptive homes in which all relative and non-relative caregivers complete the same set of activities in order to obtain approval to be foster parents (resource families). This process led to an increased workload associated with the level of assessment needing to be conducted for each possible resource family seeking approval. SSA identified Binti, a case management system, to assist with managing the increased workload.
The current Binti Web Application includes two related web-based tools: an internal RFA portal currently in use and an external recruitment website under development and expected to launch this summer which will replace the existing OC4Kids platform. These tools have been and will be instrumental in assisting families in completing the RFA process and have afforded SSA the ability to provide better case management and data gathering. Further, the internal RFA portal has been extremely successful in organizing all RFA tasks and keeping SSA staff updated with RFA status of current and potential resource families. The proposed Amendment would add the new Binti Placement Module which will promote placement stability and permanency by matching children in foster care with resource families through the utilization of a number of compatibility markers, tools and workflows designed to work proficiently with the current web-based tools.
The Placement Module is activated by the Binti Web Application once a family is approved to accept children. Once approved, SSA staff are alerted that a new home is available to take dependent children, thus resulting in a more timely and efficient means of disseminating this information. Information regarding the approved resource family will be entered into the database, as well as dependent children needing placement. The Placement Module complements the family specific data collected and entered into Binti by providing staff the ability to match all existing Orange County dependents to all potential resource placements. The module sorts and filters child specific characteristics such as age, gender, ethnicity, school, siblings, medical information, strengths, etc. with preferences identified by the resource family as well as home capacity and availability. The module also provides enhanced management tools which identify which resource family homes are available for placements, at what capacity and for which placement types and which homes are limited or restricted for usage due to capacity limits, self-imposed holds, or ongoing investigations. These tools will help expedite the placement process and better match children in care with available families. Once a resource family is identified as a possible match for the child/children, SSA staff will follow-up with the identified caregivers to assess if they are indeed a match for the identified child and to start the placement process; which includes pre-placement visits.
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 an 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.
FINANCIAL IMPACT:
Appropriations for this contract are included in Budget Control063/Fund 100 FY 2019-20 Budget and will be included in the budgeting process for future years.
This contract is funded with 100 percent Wraparound Trust Funds. Wraparound funding is made up of 40 percent state and 60 percent County dollars and can only be reinvested in children's programs.
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 One to Contract MA-063-17011318
with Binti, Inc.
Attachment B - Redline Contract MA-063-17011318
Attachment C - Contract Summary Form
Attachment D - Sole Source Request Form