AGENDA STAFF REPORT

Agenda Item AGENDA STAFF REPORT ASR Control 19-000459
MEETING DATE:	06/25/19
legal entity taking action:	Board of Supervisors
board of supervisors district(s):	All Districts
SUBMITTING Agency/Department:	OC Community Resources (Approved)
Department contact person(s):	Dylan Wright (714) 480-2788
	Renee Ramirez (714) 480-6483

Subject: Orange County Asian and Pacific Islander Community Alliance Contract

ceo CONCUR

County Counsel Review

Clerk of the Board

Concur

Approved Agreement to Form

Discussion

3 Votes Board Majority

Budgeted: N/A

Current Year Cost: N/A

Annual Cost: FY 2019-20
$3,555,752

Staffing Impact:

# of Positions:

Sole Source: N/A

Current Fiscal Year Revenue: N/A

Funding Source: Fed: 83% (CalWORKs), State: 17% (CalWORKs)	County Audit in last 3 years: 2017

Prior Board Action: 10/30/2018 #16

RECOMMENDED ACTION(S):

Approve and authorize the OC Community Resources Director or designee to execute a one-year term contract with the option to renew for two additional one-year terms with Orange County Asian and Pacific Islander Community Alliance, Inc. to provide employment and training services for California Work Opportunity and Responsibility to Kids/Welfare-To-Work participants through Employment Preparation Program, Work Experience and Vocational Training programs in an amount not to exceed $3,555,752 per year effective July 1, 2019, through June 30, 2020.

Pursuant to Contract Policy Manual Section 3.4-114, authorize the OC Community Resources Director or designee to exercise a contingency contract cost increase, not to exceed a total of 10 percent of the contract amount for the first year of the contract, for the entire term of the Contract, including renewals, and within the scope of work set forth in the contract. The use of this contingency contract cost increase is subject to approval requirements established by the County Procurement Officer.

SUMMARY:

The Contract with procured provider will fund the continued provision of employment and training services through Employment Preparation, Work Experience and Vocational Training programs and improve employment outcomes for individuals receiving assistance through the Welfare-To-Work program.

BACKGROUND INFORMATION:

OC Community Resources (OCCR) and the County of Orange Social Services Agency (SSA) are mandated partners under the Workforce Innovation and Opportunity Act (WIOA). In this capacity, SSA partners with OCCR through the One-Stop and Career Services program to provide services to SSA’s California Work Opportunity and Responsibility to Kids (CalWORKs)/Welfare-to-Work (WTW) program participants. The proposed contract with the Orange County Asian and Pacific Islander Community Alliance, Inc. (OCAPICA) will provide employment preparation, work experience and vocational training services to eligible CalWORKs/WTW clients through the One-Stop Centers.

In early 2017, OCCR embarked on a new procurement cycle for One-Stop and Career Services, as required under the WIOA. This effort included the development, release and evaluation of a formal Request for Proposal (RFP).

On April 30, 2018, OCCR released an RFP (Bid No. 012-182811) for the provision of WIOA Title I – Career Services and One-Stop Operator. A public notice announcing the RFP was published in various announcement outlets throughout Orange County.

On June 21, 2018, 10 organizations responded to the RFP. Of the 10 responders, eight were deemed responsive and two were deemed non-responsive. In total, 47 responsive applications were submitted to four RFP components.

On October 30, 2018, the Board of Supervisors (Board) approved the list of procured providers deemed eligible for funding and authorized the entering into contract negotiations. OCAPICA was deemed an eligible provider under the “Special Programs” component.

The provider administering the WTW programs under OCCR is responsible for providing employment and training services for CalWORKs/WTW participants to increase opportunities of obtaining unsubsidized employment and job retention. The WTW programs are referral based whereby participants are referred for Employment Preparation Program, Vocational Training and Work Experience services based on evaluations completed by SSA’s WTW Case Managers.

The Employment Preparation Program (EPP) is a paid employment training opportunity in a specific field of choice in public, private, nonprofit or for-profit organizations, for a period of six months. Participants learn skills through a variety of workshops, one-on-one trainings, coaching and paid employment training opportunities. Upon completion of the program, participants are able to gain employment skills, enhance experience and develop a positive work ethic which increases their chances to find unsubsidized employment. Participation may be extended no more than twice in three-month increments for up to a maximum of one year, including the original six months. Types of paid employment training that participants are receiving include clerical, retail, manufacturing, light construction, data entry and customer service.

The Work Experience (WEX) program is a paid, planned and structured learning experience that occurs in the workplace for a period of 12 weeks. Participation may be extended for a period not to exceed a total of four months in length including all extensions. WEX provides job training and work experience activities to enhance and facilitate opportunities to find and retain stable employment, and to become self-sufficient. Types of WEX placements include retail, clerical, customer service and manufacturing.

The Vocational Training (VTR) program is a temporary, transitional, short-term training, not to exceed 12 months, to prepare WTW participants for employment in a specific trade, occupation, or vocation. VTR activities are provided by vocational-technical schools, post-secondary institutions, or proprietary schools and public institutions. Types of vocational training include healthcare, transportation and business/professional.

OCAPICA has been the provider for the WTW Employment Programs since July 1, 2015. Within the Memorandum of Understanding (MOU) between SSA and OCCR, performance target measures have been established. The measures include: Assignment Rate (refers to participants who are assigned and participate in the SSA program activity), Completion Rate (refers to participants who complete the full length of the SSA program activity, or exit due to obtaining unsubsidized employment), and Employment Rate (refers to participants who obtain unsubsidized employment within 45 calendar days of completing the SSA program activities). During FY 2018-19, OCAPICA satisfactorily met all performance goals for the VTR; however, they failed to meet completion rate goals for the EPP, and employment rate goals for the WEX. Failure to meet performance goals for the two components of the two programs was documented, and technical assistance was provided. The action required was for OCAPICA to submit a Corrective Action Plan to address specific activities and timelines designed for ongoing oversight of the measures, and to increase referrals to maximize efforts to attain performance goals. The progress of OCAPICA is being closely monitored, and improvements have been made. As of March 31, 2019, OCAPICA had achieved a 71.9 percent completion rate for EPP and a 62.5 percent employment rate for WEX and strives to place participants at worksites that result in employment attainment and full completion of the programs provided.

In late 2017, the County of Orange Auditor-Controller Internal Audit Division conducted a fiscal monitoring audit for OCAPICA for FY 2016-17. There were two findings involving internal controls over financial reporting, which have since been resolved with OCAPICA providing a journal entry documenting corrective actions, and OCCR giving technical assistance on the department's supportive policy and procedures.

For FY 2019-20, performance goals were adjusted to align with the goals established by our funder, the Orange County Social Services Agency.

Performance Statistics
Program	Performance Target Goals for FY 2016-17, 2017-18 and 2018-19	FY 2016-17 Actual Performance	FY 2017-18 Actual Performance	FY 2018-19 Actual Performance (as of 3/31/19)	Performance Targets for FY 2019-20
EPP	Assignment Rate 83%	91.9%	91.4%	88.7%	Assignment Rate 80%
EPP	Completion Rate 73%	65.4%	68.4%	71.9%	Completion Rate 70%
VTR	Assignment Rate 83%	78.4%	82.5%	74.3%	Assignment Rate 80%
VTR	Completion Rate 73%	64.3%	82.4%	81%	Completion Rate 70%
VTR	Employment Rate 63%	46.4%	64.3%	68.4%	Employment Rate 60%
WEX	Assignment Rate 83%	91.3%	97.3%	63.6%	Assignment Rate 80%
WEX	Completion Rate 73%	72.0%	78.9%	72.7%	Completion Rate 70%
WEX	Employment Rate 63%	38.3%	66.7%	62.5%	Employment Rate 60%

The delay in getting the Contract approved by the Board within 30 days of the start of the new fiscal year and contract term was due to the time required to negotiate the terms of the contract, develop the service goals and to provide adequate time for review by the funder, SSA.

The contract with OCAPICA does not include subcontractors or pass through to other providers. See Attachment B for Contract Summary Form.

FINANCIAL IMPACT:

Appropriations for this Contract will be included in the FY 2019-20 Budget, Budget Control 012, Fund 100, and will be included in the budgeting process for future years. This Contract contains language allowing OC Community Resources to terminate the contract or reduce the level of services without penalty with or without cause in the event that funding is reduced and/or not available to continue funding the Contract.

STAFFING IMPACT:

N/A

REVIEWING AGENCIES:

Social Services Agency

ATTACHMENT(S):

Attachment A - Contract No. 19-28-0065-SP with Orange County Asian and Pacific Islander Community Alliance, Inc.
Attachment B - Contract Summary Form