Agenda Item AGENDA STAFF REPORT ASR Control 23-001166
MEETING DATE:	05/07/24
legal entity taking action:	Board of Supervisors
board of supervisors district(s):	All Districts
SUBMITTING Agency/Department:	Social Services Agency (Approved)
Department contact person(s):	An Tran (714) 541-7708
	James Cho (714) 541-7711

Subject: Approve Contracts for Temporary Help Services

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 2024-25 $1,008,000
FY 2025-26 $1,008,000

Staffing Impact:

# of Positions:

Sole Source: No

Current Fiscal Year Revenue: N/A

Funding Source: See Financial Impact Section	County Audit in last 3 years: No
Levine Act Review Completed: Yes

Prior Board Action: 7/13/2021 #S28A

RECOMMENDED ACTION(S):

Authorize the County Procurement Officer or Deputized designee to execute Amendment One to renew aggregate Contracts with 22nd Century Technologies Inc., Tryfacta Inc., Lloyd Staffing Inc., and execute new Contracts with Amtec Human Capital, Inc. and Athena Consulting LLC for temporary help services for the term of August 1, 2024, through May 24, 2026, in an aggregate amount not to exceed $2,016,000, for a revised cumulative total aggregate amount not to exceed $5,146,000.

SUMMARY:

Approval of the Contracts will support the use of temporary help services to maximize resource utilization, elevate customer service and ensure compliance with regulations and performance requirements for programs such as Medi-Cal, child welfare services, In-Home Supportive Services and general administrative support.

BACKGROUND INFORMATION:

On July 13, 2021, the Social Services Agency (SSA) obtained Board of Supervisors’ (Board) approval of the Contracts with 22nd Century Technologies Inc., Tryfacta Inc. and Lloyd Staffing Inc. (Lloyd) for the term of August 1, 2021, through July 31, 2024, with an aggregate maximum obligation of $3.13 million.

In addition to the three current Contractors, SSA is including two additional Contractors to provide extra staffing options and increase SSA’s ability to meet the department's supplemental staffing needs in a timely manner when the demand for services rises. Clerical temporary help services are only utilized on an as-needed bases to maintain business continuity, compliance with mandates and allow SSA to adjust staffing levels to maximize allocations each fiscal year. As well as managing fluctuations in workload during staff shortages caused by temporary absences, busy periods, unexpected program changes and short-term projects such as shifting, purging, and imaging closed files.

SSA now requests the Board’s approval to execute Amendment One to Contracts with 22nd Century Technologies Inc., Tryfacta Inc., Lloyd Staffing Inc. (Lloyd), and execute new Contracts with Amtec Human Capital Inc. and Athena Consulting LLC, to be added to the existing aggregate Contract for temporary help services.

The Contracts are executed per the terms, conditions and pricing of the County’s Regional Cooperative Agreement (RCA) RCA-017-21010020 for these types of services. The Orange County Preference Policy is not applicable to these Contracts.

The Contracts do not currently include subcontractors or pass through to other providers. See Attachment I for Contract Summary Form. These Contracts, due to the nature of the services, could require the addition of subcontractors. In order to add subcontractor(s) to the Contracts, the contractors must seek express consent from SSA. Should the addition of a subcontractor affect the scope of work and/or contract amount, SSA will bring the item back to the Board for approval.

FINANCIAL IMPACT:

Appropriations for these Contracts will be included in Budget Control 063, Social Services Agency FY 2024-25 Budget and will be included in the budgeting process for future years.

These Contracts are funded by 25 percent Federal, 71 percent State and 4 percent County General Funds. Federal dollars comprise Child Welfare Services and In-Home Support Services (IHSS) funding as well as funding derived from general administrative support costs. State dollars comprise Child Welfare Services, IHSS Administration and Medi-Cal allocation funding as well as funding derived from general administrative support costs. County General Funds will be used toward the required match to access federal and state funding, Medi-Cal requires no County share of cost.

Contingency of Funds

The proposed Contracts include provisions that the Contracts are contingent upon the availability of funds and inclusion of sufficient funds in the budget approved by the Board for each fiscal year the Contracts remain in effect or operation. In the event such funding is terminated or reduced, the County may terminate the Contracts, reduce the County’s maximum obligation or modify the Contracts, without penalty.

STAFFING IMPACT:

N/A

ATTACHMENT(S):

Attachment A – Amendment One to Contract MA-063-21011347 with 22nd Century Technologies Inc.
Attachment B – Amendment One to Contract MA-063-21011347 with Tryfacta Inc.
Attachment C – Amendment One to Contract MA-063-21011347 with Lloyd Staffing Inc.
Attachment D – Contract MA-063-21011347 with Amtec Human Capital, Inc.
Attachment E – Contract MA-063-21011347 with Athena Consulting LLC.
Attachment F – Redline Amendment One to Contract MA-063-21011347 with 22nd Century Technologies Inc.
Attachment G – Redline Amendment One to Contract MA-063-21011347 with Tryfacta Inc.
Attachment H – Redline Amendment One to Contract MA-063-21011347 with Lloyd Staffing Inc.
Attachment I – Contract Summary Form