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Agenda Item
ASR
Control 16-000999 |
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MEETING DATE: |
08/23/16 |
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legal entity taking action: |
Board of Supervisors |
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board of supervisors
district(s): |
1, 3, 5 |
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SUBMITTING
Agency/Department: |
Probation
(Approved) |
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Department contact
person(s): |
Doug Sanger (714) 935-7593 |
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Sean Barry (714) 645-7004 |
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Subject: Vocational Training and
Pre-Employment Counseling Services for Institutions
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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: Yes |
Current Year Cost:
$598,083 |
Annual Cost:
FY 2017-18 |
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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: 8/4/2015
#31 |
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RECOMMENDED ACTION(S):
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1. |
Approve agreement with North Orange County Regional Occupational Program for vocational training and pre-employment counseling services at Juvenile Hall, Youth Leadership Academy, Youth Guidance Center, and Joplin Youth Center, in an annual amount of $717,700 for a total not-to-exceed amount of $2,153,100 for the three-year term of September 1, 2016, through August 31, 2019. |
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2. |
Authorize the Chief Probation Officer, or designee, pursuant to Contract Policy Manual section 3.3-106, to renew the agreement in an annual amount of $717,700 for a total not-to-exceed amount of $1,435,400 for the additional two-year term of September 1, 2019, through August 31, 2021 and a cumulative five-year total amount of $3,588,500. |
SUMMARY:
Approval of the agreement with North Orange County Regional Occupational Program will ensure the continued provision of vocational training and pre-employment counseling services for youth detained at the juvenile institutions, and prepare them for re-entry into the community with marketable skills and high school credits.
BACKGROUND INFORMATION:
The Probation Department (Probation) has been providing vocational training and job placement services to youth, generally of transitional age, at its juvenile institutions (Youth Guidance Center (YGC), Juvenile Hall (JH) and the Youth Leadership Academy (YLA)) to gain credits toward a high school diploma as well as to prepare them for employment and a successful transition into adulthood. These services include a focus on developing marketable skills such as computer application experience, critical thinking, interpersonal skills, communication, and teamwork.
On April 4, 2016, Probation issued a solicitation through the online procurement system, BidSync, for the continued provision of vocational training and pre-employment counseling services at YGC, YLA and JH, as well as an expansion of the program to Joplin Youth Center (JYC). This expansion is estimated to result in services being provided to an additional 64 youth, for an estimated total of 229 youths served.
Probation issued a Request for Proposals (RFP) for services designed to:
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Identify employment opportunities through online job search and meetings with job developers in the community |
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Conduct work readiness workshops, with instruction and activities encompassing such areas as career exploration and planning, decision making, and job search strategies |
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Train youth on job applications, resume writing, proper dress and grooming for job interviews, and interviewing techniques |
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Provide instruction on computer applications, career preparation, communication and interpersonal skills, problem solving, teamwork, ethics, technology, and safety in the workplace |
Probation received one responsive proposal, which was from the current provider North Orange County Regional Occupational Program (NOCROP), for panel evaluation. Four individuals constituted the RFP evaluation panel (panel), and rated NOCROP’s proposal in accordance with the following criteria specified in the RFP:
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1. |
Knowledge and experience in serving the target populations |
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Service delivery |
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Knowledge of regional resources |
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Staffing plan with experienced personnel for achieving proposed services and program goals |
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Financial stability and background information |
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6. |
Cost of proposed services |
The panel reached consensus for NOCROP's proposal with a cumulative score of 370 points out of 400 possible points. A "Summarized Individual Evaluator Score Sheet" is included in Attachment A to this Agenda Staff Report (ASR).
NOCROP has been providing these services satisfactorily for Probation since 2007. Services were first provided to youth at YGC and later expanded to serve young adults at the YLA and JH. The Board has continuously approved the renewal of this Agreement since then, with the latest approval on August 4, 2015, for the period of September 1, 2015, through August 31, 2016. During that time, approximately 3100 youth have received services from NOCROP at the three institutions. Outcome measures for the period of September 1, 2013, through June 30, 2016 are included in Attachment B to this ASR. Probation continues to see the efficacy of NOCROP’s services in the increasing number of youth receiving passing grades and earning certificates of competencies in computer skills, as well as participation in subsidized onsite employment, with wages applied towards restitution payments.
Under the proposed Agreement effective September 1, 2016, NOCROP will increase its current staffing from two Career Training for Transition (CTT) Instructors to three CTT Instructors and add one substitute CTT instructor in order to expand the services to JYC. NOCROP will continue to provide the services of Job Placement Specialists and Program Specialists, with administrative oversight from its project management team. As NOCROP is the current service provider, no lead time is necessary and expanded services to JYC can commence immediately upon approval of the Agreement. Probation will continue to designate youths eligible for program participation, based on their readiness to receive training, availability due to academic class schedules, court-ordered activities, and any safety or health issues that might affect placement in onsite work-based learning.
As a result of the RFP, Probation recommends award of the contract to NOCROP for the specified initial three-year term of September 1, 2016, through August 31, 2019, in an amount not to exceed $2,153,000, renewable for an additional two-year period of September 1, 2019, through August 31, 2021, in an amount not to exceed $1,435,400.
The new NOCROP Agreement does not include subcontractors or pass through to other providers. See Attachment C for Contract Summary Form.
Prior 30-Day Filing Requirement
The contract is coming to the Board less than 30 days before the end of the contract because staff needed additional time to complete a cost/benefit analysis of providing services in-house versus contracting. During the RFP process, the Orange County Development Board (OCDB) expressed interest in providing the services described in Probation's solicitation. A County assessment team was formed to determine if OCDB could provide the services beginning September 1, 2016. The team has concluded that OCDB would need additional time to fully develop a program that meets the needs as outlined in the RFP. Therefore, Probation will proceed with recommending that the contract be awarded to NOCROP while exploring partnership opportunities with OCDB.
FINANCIAL IMPACT:
Appropriations and revenue for the Agreement are included in the FY 2016-17 Adopted Budget. Probation will include the appropriations and revenue in the budgeting process for future fiscal years at $717,700 per year. This Agreement is funded 44% by the State (Juvenile Justice Crime Prevention Act and Youthful Offender Block Grant) and 56% through General Funds.
This agreement contains language allowing Probation to terminate the Agreement 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 agreement.
STAFFING IMPACT:
N/A
ATTACHMENT(S):
Attachment A - Summarized Individual Evaluator Score Sheet
Attachment B - Program Outcomes and Contractor Performance
Attachment C - Contract Summary
Attachment D - Agreement No. MA 057-16012135 between the County of Orange and
North Orange County Regional Occupational Program for Vocational Training and
Pre-Employment Counseling services at Juvenile Hall, Joplin Youth Center, Youth
Guidance Center, and Youth Leadership Academy