Agenda Item AGENDA STAFF REPORT ASR Control 24-000294
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 Families and Communities Together Administrative Services Agreement

ceo CONCUR

County Counsel Review

Clerk of the Board

Concur

Approved Agreement to Form

Discussion

3 Votes Board Majority

Budgeted: Yes

Current Year Cost: $30,000

Annual Cost: FY 2024-25 $582,000
FY 2025-26 $500,000

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: 5/11/2021 #32

RECOMMENDED ACTION(S):

Authorize the County Procurement Officer or Deputized designee to execute Amendment One to Agreement with Charitable Ventures of Orange County for Families and Communities Together Services to increase funding by $30,000 for the term of July 1, 2023, through June 30, 2024, and renew and amend the Agreement in an amount of $1,082,000, effective July 1, 2024, through June 30, 2026, for a total amount not to exceed $1,112,000 with a revised cumulative total amount not to exceed $2,612,000 for the term of July 1, 2021, through June 30, 2026.

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 Agreement amount for the first year of the Agreement, for the entire term of the Agreement, including renewals, and within the scope of work set forth in the Agreement. The use of this contingency contract cost increase is subject to approval requirements established by the County Procurement Officer.

Authorize the County Procurement Officer or Deputized designee to make future non-material changes to the Agreement within the scope of work that do not increase the maximum contractual funding obligation.

SUMMARY:

Approval of Amendment One with Charitable Ventures of Orange County for Families and Communities Together Services will continue the provision of administrative and technical support services to the Families and Communities Together Family Resource Centers Platform.

BACKGROUND INFORMATION:

On May 11, 2021, the Social Services Agency (SSA) obtained Board of Supervisors’ (Board) approval of a three-year Agreement with Charitable Ventures of Orange County (CVOC) for Families and Communities Together (FaCT) services, for the term of July 1, 2021, through June 1, 2024, with a maximum obligation of $1.5 million, with option to renew for two additional one-year terms.

The administrative services will provide continued support to the FaCT Family Resource Centers (FRC) Platform, which currently represents 16 FRC's funded by FaCT. FaCT FRCs are family-friendly, community-based sites that provide access to comprehensive preventative, treatment oriented, social, educational and health services for families in their communities.

These administrative support services are planned and coordinated in partnership with or by the direction of SSA based on FaCT FRC Platform and community needs. FAS promotes community advocacy, facilitates collaboration and communication between community organizations across Orange County, and supports FaCT FRCs as Orange County’s primary community-based platform that focuses on child abuse prevention and family strengthening activities.

An agency opting into the Family First Prevention Services Program (FFPS) is required to submit a Comprehensive Prevention Plan (CPP) in order to receive State FFPS Program Block Grant (SBG) funds. The CPP include primary, secondary, and tertiary prevention and intervention strategies and services that support the ability of parents and families to provide safe, stable, and nurturing environments for their children.

On March 11, 2022, SSA received a SBG allocation from the California Department of Social Services in the amount of $11,093,370 to be spent over three years ending June 30, 2024, to fund county prevention programs, to create and build the infrastructure of services, and to train and build a professional workforce to deliver prevention services to the candidate population, and pregnant and parenting foster youth. The 2024 Governor’s January Budget for Fiscal Year (FY) 2024-25 is proposing to extend the SBG funding through June 30, 2028. For FYs 2023-25, SSA will apply $112,000 of the SBG allocation to the FAS agreement. This amount will be utilized for CVOC to conduct a substantive, county-wide analysis to identify the needs and gaps in the current child welfare system in Orange County. Based on that analysis, recommendations would be made for a regional Community Pathway that supports and reflects the County’s CPP.

Outcomes for FaCT are as follows:

Goals/Outcome Objectives

FY 2021-22

FY 2022-23

FY 2023-24*

Arrange and participate in a minimum of three community outreach/awareness events annually, as approved by Administrator, to market the FaCT FRC Platform.

100%

In coordination with Administrator, organize and facilitate a minimum of one training/workshop for the FRCs, per quarter.

100%

75%

Complete a minimum of two data evaluation projects annually, as approved by Administrator. **

100%

50%

(*) FY2023-24 – data reflects the period July 1, 2023, through January 31, 2024.

(**) Goal/Outcome Objective changed to three data evaluation projects for FY2023-24.

SSA now requests the Board’s approval of Amendment One with CVOC and to increase funding by $30,000 for the term of July 1, 2023, through June 30, 2024, and to renew and amend the Agreement of $1,082,000, effective July 1, 2024, through June 30, 2026, for a total amount not to exceed $1,112,000 with a revised cumulative total of $2,612,000, for the term of July 1, 2021, through June 30, 2026. Prior to expiration of the Agreement, SSA plans to issue a solicitation to continue services.

The Contractor's performance has been confirmed as above average. SSA has verified that there are no concerns that must be addressed with respect to Contractor's ownership/name, litigation status or conflicts with County interests. The Orange County Preference Policy is not applicable to this agreement amendment.

Subcontract

This Agreement, due to the nature of the services, could require the addition of subcontractors. In order to add subcontractor(s) to the Agreement, the Contractor 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. In the past, subcontractors have not been used for this Agreement. See Attachment C for Contract Summary Form.

Real Estate License

Contractor staff will provide services at the County's SSA office located at 15405 Lansdowne Road in the City of Tustin, under a License Agreement with County. The current License Agreement with CVOC commenced on July 1, 2021, and will terminate on June 30, 2024. A License Amendment, which will be executed under delegated authority by County Executive Office Real Estate Services, will commence on July 1, 2024, and will terminate on June 30, 2026. The License Amendment allows Licensee rent-free use of Licensee's designated office space within SSA's Tustin Family Campus Administration building. This License Amendment is revocable by either the County or Licensee at any time; however, as a courtesy, the Parties will attempt to give 30-days' written notice to the other Party upon revocation. Additional terms and conditions of the License Amendment are included in the attached License Summary.

FINANCIAL IMPACT:

Appropriations for this amendment are included in Budget Control 063, Social Services Agency, FY 2023-24 Budget and will be included in the budgeting process for future years.

This Amendment is funded 37 percent Federal, 62 percent State and one percent County. Federal and State dollars comprise Child Welfare Services, Community Based Child Abuse Prevention (CBCAP) and Family First Prevention Services (FFPS) State Block Grant funding. County General Funds will be used towards the required match to access federal/state funding.

Contingency of Funds

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

STAFFING IMPACT:

N/A

ATTACHMENT(S):

Attachment A – Amendment One #FDA0121 -A1 with Charitable Ventures of Orange County
Attachment B – Amendment One #FDA0121 -A1 with Charitable Ventures of Orange County Redline
Attachment C – Contract Summary Form
Attachment D – License Summary