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Agenda Item
ASR
Control 24-000118 |
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MEETING
DATE: |
05/07/24 |
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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): |
An
Tran (714) 541-7708 |
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James
Cho (714) 541-7711 |
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Subject: Approve Contract for Home Visiting
Program Services
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ceo CONCUR |
County Counsel Review |
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 2024-25 $3,947,838 |
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Staffing Impact: |
No |
# of Positions: |
Sole Source: No |
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Current Fiscal Year Revenue: N/A
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Prior Board Action: 6/22/2021 #64 |
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RECOMMENDED
ACTION(S):
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1. |
Authorize the
County Procurement Officer or Deputized designee to execute Contract with
Children and Families Commission of Orange County for California Work
Opportunity and Responsibility to Kids Home Visiting Program services,
effective July 1, 2024, through June 30, 2026, in an amount not to exceed
$8,000,000, renewable for one additional two-year term. |
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2. |
Authorize the
County Procurement Officer or Deputized designee to execute future amendments
to the Contract with Children and Families Commission of Orange County,
including amendments that allow for co-location and amendments that are
ministerial, non-material and administrative, in accordance with California
Department of Social Services guidance and regulations. |
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3. |
Pursuant to
Contract Policy Manual Section 3.4-114, authorize the County Procurement
Officer or Deputized 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:
Approval of the Contract with
Children and Families Commission of Orange County will allow the Social
Services Agency to continue providing services to California Work Opportunity
and Responsibility to Kids-eligible families through the Home Visiting Program,
which connects parents with resources to improve parenting skills.
BACKGROUND
INFORMATION:
On June 22, 2021, the Social
Services Agency (SSA) obtained Board of Supervisors’ (Board) approval of the
current contracts with Children and Families Commission of Orange County
(CFCOC) and Multi-Ethnic Collaborative of Community Agencies (MECCA), to
provide services through California Work Opportunity and Responsibility to Kids
(CalWORKs) Home Visiting Program (HVP), for the term of July 1, 2021, through
June 30, 2024, in an aggregate amount not to exceed $12 million.
HVP is an evidence-based, voluntary
program model that pairs new parents with trained professionals who make
regular visits to participants’ homes to connect parents with necessary
resources, improve their parenting skills and ensure that their children have a
safe and nurturing environment that allows them to thrive and grow.
Request for
Proposal (RFP)
On September 7, 2023, SSA released
an RFP, via the County’s online bidding system to solicit proposals from
interested parties to provide services through HVP. SSA received three
proposals by October 10, 2023.
The Disabled Veteran Business
Enterprise (DVBE) Preference Policy was applicable and incorporated into this
solicitation. No DVBE qualified
proposals were submitted. The Orange County Preference Policy for Local Small
Business is not applicable to this contract award. The evaluation panel
evaluated the proposals and recommended award of contract to CFCOC.
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Proponents |
Average Score |
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CFCOC |
84.02 |
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Young Men’s
Christian Association of Orange County |
61.25 |
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MECCA |
55.25 |
SSA has conducted due diligence on
the Contractor. Reference checks were satisfactory and completed with First 5
California, First 5 Riverside County and the Orange County Community Foundation
regarding service contracts related to HVP. The Contractor’s performance has
been deemed satisfactory.
A Notice of Intent to Award was
posted on the County’s online bidding system on February 26, 2024. One protest was received from Young Men’s
Christian Association of Orange County on March 4, 2024. The protest was concerning
the proposed contract award, specifically the proposal scoring and evaluation
process. On March 12, 2024, SSA issued a denial determination because the
evaluation process for this RFP consisted of a thorough review of each
proposal, which was evaluated against the requirements of the RFP, by a
committee of five subject matter experts with knowledge and experience in
working with HVP and/or related services. An appeal was not submitted by the
Young Men’s Christian Association of Orange County.
Outcomes
The proposed Contract will utilize
different outcome objectives from the prior Contract. Several outcome
measurements have been revised to strengthen tracking of a Contractor’s
performance. The previous outcomes were based upon contractor connecting timely
and initiating services with the families. The new outcomes are now performance
and quality based, measuring the contractor's performance based upon meetings
goals, adherence to evidence-based models and assessments that are approved by
the Department of Health and Human Services. See Attachment C for detailed
information on proposed outcome objectives.
New HVP outcome objectives include:
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100 percent of families
enrolled in services will complete a family-centered assessment within 30
calendar days from initial contact and followed by a secondary assessment
within three months during each fiscal year of this Contract. |
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A minimum of 60 percent
of families enrolled in services will increase primary health score and/or
developmental screenings during fiscal year 2024-25 of this Contract. |
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A minimum of 70 percent
of families enrolled in services will increase primary health score and/or
developmental screenings during fiscal year 2025-26 of this Contract. |
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A minimum of 60 percent
of parents enrolled in services will create a safer and higher quality home
environment during fiscal year 2024-25 of this Contract. |
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A minimum of 70 percent
of parents enrolled in services will create a safer and higher quality home
environment during fiscal year 2025-26 of this Contract. |
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A minimum of 70 percent
of parents enrolled in services will report increased parent knowledge of
age-appropriate child development including language, cognitive, social
emotional and motor domains during each fiscal year of this Contract. |
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A minimum of 70 percent
of parents enrolled in services will display improved parenting capacity,
parenting practices and parent-child relationships during each fiscal year of
this Contract. |
SSA now requests the Board’s
approval of the Contract with CFCOC to provide services through CalWORKs HVP
for the term of July 1, 2024, through June 30, 2026, in an amount not to exceed
$8 million. SSA is also requesting a 10 percent contingency cost increase in
the event there is an increased need for these services and California
Department of Social Services provides a supplement to the initial funding
allocation.
SSA has verified there are no
concerns that must be addressed with respect to Contractors’ ownership/names,
litigation status or conflicts with County interests.
The proposed Contract include
subcontractors. See Attachment B for information regarding subcontractors.
Insurance provisions in the Contract are
modified to differentiate between CFCOC staff and subcontractors’ staff with
direct client contact. As this Contract does not require the contractor to come
onto County property, Workers Compensation requirements are also waived. County
Executive Office-Risk Management has deemed these modifications acceptable. See
Attachment D for detailed information on risk assessments of insurance terms.
FINANCIAL
IMPACT:
Appropriations for this Contract
will be included in Budget Control 063, SSA FY 2024-25 Budget and will be
included in the budgeting process for future years.
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 – Contract MA-063-23011469 with Children and Families Commission of Orange
County
Attachment B – Contract Summary Form
Attachment C – Home Visiting Program Outcomes
Attachment D – Risk Assessment of Insurance Terms CFCOC
Attachment E – Scoring Sheets with RFP Questions