Agenda Item   

AGENDA STAFF REPORT

 

                                                                                                                        ASR Control  19-000497

 

MEETING DATE:

06/25/19

legal entity taking action:

Board of Supervisors

board of supervisors district(s):

All Districts

SUBMITTING Agency/Department:

Probation   (Approved)

Department contact person(s):

Bryan Prieto (714) 645-7002 

 

 

Daniel Hernandez (714) 935-7593

 

 

Subject:  Renewal of Support Services Agreements with OC Superintendent of Schools

 

      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 $940,874

 

 

 

    Staffing Impact:

No

# of Positions:

Sole Source: Yes

    Current Fiscal Year Revenue: N/A

  Funding Source: GF: 11%, State: 89% (2011 Realignment: JJCPA, YOBG)

County Audit in last 3 years: No

 

 

    Prior Board Action: 6/17/2014 #31, 6/17/2014 #64, 6/17/2014 #66

 

RECOMMENDED ACTION(S):

 

 

1.

Authorize the Chief Probation Officer or designee to execute Amendment Two to renew agreement with Orange County Superintendent of Schools dba: Orange County Department of Education for Personnel Support for Educational Services for Addiction Substance Abuse Education and Recognition Treatment, Substance Abuse Treatment Education and Prevention and Community Transition Services Programs commencing July 1, 2019, through June 30, 2020, in an annual amount not to exceed $404,571, for a revised cumulative contract total amount not to exceed $2,039,571

 

2.

Authorize the Chief Probation Officer or designee to execute Amendment Three to renew agreement with Orange County Superintendent of Schools dba: Orange County Department of Education for Community Reentry Educational and Vocational Services commencing July 1, 2019, through June 30, 2020, in an annual amount not to exceed $104,900, for a revised cumulative contract total amount not to exceed $1,127,525.

 

3.

Authorize the Chief Probation Officer or designee to execute Amendment Three to renew agreement with Orange County Superintendent of Schools dba: Orange County Department of Education for Drug/Alcohol & Mental Health Services commencing July 1, 2019, through June 30, 2020, in an annual amount not to exceed $431,403, for a revised cumulative contract total amount not to exceed $3,072,731.

 

 

 

SUMMARY:

 

Approval of amendments will renew the support services agreements with Orange County Superintendent of Schools dba: Orange County Department of Education to continue providing the youth in custody with academic support services, college/career transitioning services, drug and alcohol education and prevention and mental health counseling to prepare them for reentry back into the community

 

 

BACKGROUND INFORMATION:

 

Since July 1, 1998, The Orange County Superintendent of Schools (Superintendent) dba: Orange County Department of Education (OCDE) has provided services to the County of Orange for various juvenile justice related programs. The goal of the juvenile justice system is to promote lawful and productive lifestyles of youth through intervention and programming. This includes preparing them for community reentry by providing them with life classes aimed at teaching them about choices and changing negative behaviors and beliefs.

 

The Superintendent operates an Alternative, Community, and Correctional Education School and Services (ACCESS) program for the youth in the Orange County Probation Department's (Probation) facilities. This program provides youth the ability to advance their academic skills, make-up missed credits towards graduation and either transfer back to their home district or earn a high school diploma. In 1999, ACCESS added the Safe Schools and Support Services Office to further meet the youths' needs. Through the Safe Schools program, OCDE has established an expertise in providing programs to at-risk youth within the community and in institutional settings including: youth development, academic support services, college/career transitioning, drug and alcohol prevention and mental health counseling services.

 

On June 17, 2014, the Board of Supervisors (Board) authorized Probation to execute three agreements, as described below, with OCDE that provide services for the youth housed in Probation's facilities (Juvenile Hall, Joplin Youth Center (Joplin), Youth Leadership Academy and Youth Guidance Center (YGC)).

 

Personnel Support for Educational Services for Addition Substance Abuse Education and Recognition Treatment (ASERT), Substance Abuse Treatment Education and Prevention (STEP) and Community Transition Services Programs (Personnel Support)

 

The Board approved the personnel support agreement for a three-year period, effective, July 1, 2014, through June 30, 2017, for an annual amount not to exceed $327,000. With that approval, the Board approved Probation to renew the contract for a two-year period commencing July 1, 2017, through June 30, 2019, under the same terms and conditions, with a cumulative contract total amount of $1,635,000.

 

In this agreement, OCDE personnel provide the youth with academic support services and enhanced substance abuse and recovery educational services for the three programs: 1) a drug and alcohol abuse intervention program for the male youth; 2) a substance abuse treatment and rehabilitation program for females; and 3) vocational and educationally-focused transition services for youth who are preparing for release back into the community. Additionally, the curriculum includes group therapy facilitated to six to eight youth at a time, for the duration of the group (e.g., eight weeks or 10 weeks). Sessions are conducted on a weekly basis and include interactive activities, psychoeducation, homework assignments for practical application and processing.

 

Historically this agreement has been approved as sole source, as OCDE is statutorily mandated to administer and operate juvenile court schools, pursuant to Education Code Section 48645-48645.6. With this item, Probation is requesting the Board authorize a sixth year renewal for the period of July 1, 2019, through June 30, 2020, for an amount not to exceed $404,571 with a cumulative contract total amount of $2,039,571.

 

OCDE has not requested an increase to the not to exceed annual amount despite increases to OCDE's costs. In the past, the agreement with OCDE only authorized payment for salaries and benefits, but it did not include the indirect charges. The indirect charges are established and authorized by the United States Department of Education to cover general management costs, consisting of administrative activities necessary for the general operation of the agency, such as accounting, budgeting, payroll preparation, personnel activities, purchasing and centralized data processing. To maintain the same level of services, OCDE has covered the gap in funding by providing the same level of services at no additional cost to Probation. This renewal does include an increase of $77,571, which will partly cover the increase in salaries and benefits and also allow Probation to pay for indirect charges.

 

Community Reentry Educational and Vocational Services (Reentry Services)

 

The Reentry Services agreement was approved for a three-year period, effective July 1, 2014, through June 30, 2017, for an annual amount not to exceed $204,525. With that approval, the Board approved Probation to renew the contract for a two-year period, effective July 1, 2017, through June 30, 2019, under the same terms and conditions, for a cumulative contract total of $1,022,625.

 

The Reentry Services agreement provides the youth with academic support services, vocational and transitional services, psychological support, enhanced reentry services as well as substance abuse treatment. OCDE addresses the youths’ academic needs and develops educational goals that earn credits towards their high school education, as well as provides support including direct linkage and enrollment assistance to ensure continuity of education upon release. OCDE prepares graduating youth for college and career readiness by providing support in the completion of Free Application for Federal Student Aid, college applications, college counseling appointments and enrollment. In addition to providing academic support, OCDE provides Reentry Services that include linkage to community resources for basic needs (i.e. housing, food, clothing, etc.), mental health and other services.

 

Historically this agreement has been approved as a sole source, as OCDE is statutorily mandated to administer and operate juvenile court schools, pursuant to Education Code Section 48645-48645.6. With this item, Probation is requesting the Board authorize a sixth year renewal for the period of July 1, 2019, through June 30, 2020, in an annual amount not to exceed $104,900 with a cumulative contract total amount of $1,127,525.

 

Drug/Alcohol and Mental Health Services

 

As a result of a Request for Proposal (RFP), the Board approved an agreement with OCDE for Drug/Alcohol and Mental Health Counseling Services to provide supplemental services beyond what is provided by the County. The agreement was approved for a three-year period effective July 1, 2014, through June 30, 2017, in an annual amount not to exceed $522,055. The Board subsequently approved a fourth year renewal in an amount of $532,337, and the fifth year renewal in an amount of $542,826, for the cumulative contract total amount of $2,641,328.

 

This agreement provides Probation’s youth: a) Drug and Alcohol Assessments – a thorough assessment, treatment and relapse prevention plan, individual and family therapy and transition support, b) Education and Prevention Services – substance abuse and HIV prevention services, c) Drug and Alcohol Treatment Services – follow-up care for 45 days prior and up to 60 days after release, and connection to community 12-step program, and d) Mental Health Counseling Services – assessment, mental health counseling, follow-up care and monitoring of side effects/symptoms caused by psychotropic drugs.

 

Probation is requesting the Board authorize a sixth year renewal for the period of July 1, 2019, through June 30, 2020, in an annual amount not to exceed $431,403, with a cumulative contract total amount of $3,072,731. An RFP was not conducted this year due to the need to assess services and redefine requirements. Additionally, there have been changes in the required programming and scope of work due to the implementation of Probation’s Juvenile Facilities Utilization Plan (Facilities Plan).

 

The Facilities Plan was developed in response to the decline in youthful offenders housed within Probation’s facilities resulting in operation of facilities well below their rated capacities. In order to better utilize available bed space as well as become more efficient with the resources assigned to the Juvenile Facilities Bureau, Probation began implementation of changes identified in the plan. As a result, youth were relocated to the YGC and the operation of Joplin ceased on May 23, 2019. With this consolidation, Probation will be conducting an assessment of service needs to define requirements and identify areas where consolidating services may be more cost effective and efficient, hence the need to extend these agreements for one additional year before releasing a new RFP for services.

 

These agreements were submitted less than 30 days prior to the expiration of the current agreement due to ongoing staff shortages in the contracts unit, which resulted in delays in preparing this item.

 

OCDE’s performance has been confirmed as satisfactory. Probation has verified there are no concerns that must be addressed with respect to Contractor’s ownership/name, litigation status or conflicts with County interests. The agreements do not currently include subcontractors or pass through to other providers. See Attachment J for the Contract Summary Form.  

 

The agreements contain language that will permit the immediate reduction of services or termination of the contract due to fiscal non-appropriation, without penalty.  Such provisions can be triggered if the budget approved by your Board, State funding, or other appropriations are not forthcoming, or otherwise become limited. 

 

 

FINANCIAL IMPACT:

 

Appropriations and revenue for these agreements are included in the FY 2019-20 Budget for Budget Control 057, Probation.

 

 

 

STAFFING IMPACT:

 

N/A

 

 

ATTACHMENT(S):

 

Attachment A - Amendment Two to Agreement with Orange County Superintendent of Schools for Personnel Support for Educational Services for ASERT, STEP and Community Transition Services Programs
Attachment B - Original Agreement with Amendment One for Personnel Support for Educational Services for ASERT, STEP and Community Transition Services Programs
Attachment C - Amendment Three to Agreement with Orange County Superintendent of Schools for Community Reentry Educational and Vocational Services
Attachment D - Original Agreement with Amendments One and Two for Community Reentry Educational and Vocational Services
Attachment E -  Amendment Three to Agreement with Orange County Superintendent of Schools for Drug/Alcohol & Mental Health Services
Attachment F - Original Agreement with Amendment One and Two for Drug/Alcohol & Mental Health Services
Attachment G - Education Codes 48645-48645.6
Attachment H - Sole Source Request Form for Personnel Support for Educational Services for ASERT, STEP and Community Transition Services Programs
Attachment I - Sole Source Request Form for Community Reentry Educational and Vocational Services
Attachment J - Contract Summary Form
Attachment K - Risk Assessment(s) or Modification of Insurance Terms