Agenda Item   

AGENDA STAFF REPORT

 

                                                                                                                        ASR Control  23-000200

 

MEETING DATE:

05/09/23

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 

 

 

Laura Turtzer (714) 541-7734

 

 

Subject:  Approve Contracts for Wraparound Orange County 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 2023-24 $10,825,000
FY 2024-25 $10,825,000
FY 2025-26 $10,825,000

 

 

 

    Staffing Impact:

No

# 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:         3/22/2022 #40, 2/9/2021 #17, 6/5/2018 #21

 

RECOMMENDED ACTION(S):

 

 

1.

Authorize the County Procurement Officer or Deputized designee to execute Contract with New Alternatives, Inc. for Wraparound Orange County Direct Services, effective July 1, 2023, through June 30, 2026, in an amount not to exceed $10,650,000, renewable for one additional two-year term.

 

2.

Authorize the County Procurement Officer or Deputized designee to execute Contract with Olive Crest for Wraparound Orange County Direct Services, effective July 1, 2023, through June 30, 2026, in an amount not to exceed $10,650,000, renewable for one additional two-year term.

 

3.

Authorize the County Procurement Officer or Deputized designee to execute Contract with South Coast Children’s Society, Inc., dba South Coast Community Services for Wraparound Orange County Direct Services, effective July 1, 2023, through June 30, 2026, in an amount not to exceed $10,650,000, renewable for one additional two-year term.

 

4.

Authorize the County Procurement Officer or Deputized designee to execute Contract with Family Support Network for Wraparound Orange County Support Services, effective July 1, 2023, through June 30, 2026, in an amount not to exceed $525,000, renewable for one additional two-year term.

 

5.

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

 

 

 

 

 

SUMMARY:

 

Approval of the Wraparound Orange County Services Contracts will provide intensive, coordinated and highly-individualized services to eligible minors and nonminor dependents who are placed or at risk of being placed in residential treatment homes or juvenile correctional facilities and will enable them to remain in, or transition to, their homes or home-like settings.

 

 

 

BACKGROUND INFORMATION:

 

The Social Services Agency (SSA) is requesting the Board of Supervisors’ (Board) approval of the Contracts for Wraparound Orange County (Wrap OC) Services as specified in the Recommended Actions. SSA is also requesting the Board’s approval for a 10 percent contingency cost increase in the event there is an increased need for these services.

 

Wrap OC provides intensive, coordinated and highly individualized community-based intervention services to eligible minors and nonminor dependents (NMDs) with complex mental health, behavioral and/or emotional needs who are wards, dependents, at risk of dependency and/or exhibit significant underlying mental health issues who are placed or at risk of being placed in residential treatment or juvenile correctional facilities. The program offers services tailored to address each family’s unique and changing needs, such as counseling, parenting classes, in-home services and/or other non-traditional methods, such as special recreational activities and/or mentoring services. Wrap OC eliminates barriers to service delivery, strengthens and supports families, and reduces the risk of out-of-home placement and recidivism. SSA administers Wrap OC in partnership with the Orange County Health Care Agency (HCA) and the Orange County Probation Department (Probation).

 

Wrap OC includes Direct and Support Services.

 

Direct Services:  Contractors serve as coaches/case managers and provide interventions that build on the strengths of the minor, NMD and family, including facilitating parent participation in all stages of the program.

 

Support Services:  Contractor provides support to the Wrap OC Program and Direct Services Contractors by recruiting and training parent mentors for the participants’ parent(s)/caregiver(s), fostering relationships with community businesses to obtain donated goods and services, developing and maintaining a database of available resources within the County and surrounding communities, conducting satisfaction surveys and compiling data for SSA.

 

 

 

Board Date

Board Action

Term

Cumulative Total

6/5/2018

Approve four Direct Services Agreements ($9.75M each) and one Support Services Agreement ($525,000)

7/1/2018- 6/30/2021

$39,525,000

2/9/2021

Renew four Direct Services Agreements ($3.25M each) and one Support Services Agreement ($175,000)

7/1/2021- 6/30/2022

$52,700,000

3/22/2022

Renew four Direct Services Agreements ($3.25M each) and one Support Services Agreement ($175,000)

7/1/2022- 6/30/2023

$65,875,000

 

Request For Proposal (RFP)

 

 

Direct and Support Services

SSA and its partners at HCA and Probation conducted a comprehensive review of the program to ensure its programmatic integrity, long-term sustainability and cost-effectiveness. The assessment identified challenges related to provider rates and their ability to maintain competitive recruitment and retention of specialized professionals. Contractual rates have remained relatively static since the inception of the current Agreements five years ago and staff shortages have contributed to Contractor cost pressures. SSA determined that reducing each Direct Services Contractor’s number of Wrap OC teams from 12 to 10 and increasing the three-year cumulative maximum obligation for each Direct Services Contractor from $9.75 million to $10.65 million would increase the sustainability and cost-effectiveness of the Wrap OC Program without compromising the Contractors’ ability to serve participants.

 

On August 25, 2022, SSA released an RFP via the County’s online bidding system to solicit proposals from interested parties to provide Wrap OC Direct and Support Services. The RFP stated SSA’s intent to award multiple Direct Services Contracts and one Support Services Contract.

 

The Orange County Preference Policy (OCPP) was applicable and incorporated into this solicitation. No OCPP qualified proposals were submitted.

 

SSA received four proposals for Direct Services. The evaluation panel reviewed and scored the Direct Services proposals and recommended award of contracts to New Alternatives, Inc. (NAI), Olive Crest and South Coast Children’s Society, Inc., dba South Coast Community Services (SCCS).

 

Proponent

Average Score

NAI

76.11

Olive Crest

79.44

SCCS

83.41

Seneca Family of Agencies

52.39

 

A Notice of Intent to Award letter was posted to the County’s online bidding system on February 9, 2023.  No protests were received.

 

SSA received one proposal for Support Services. Per Contract Policy Manual Section 4.3-110 (1), if only one proposal is received in response to an RFP, the Deputy Purchasing Agent (DPA), after verifying the minimum qualifications have been met, may waive the standard evaluation process and allow a project manager/department designee to review the proposal to determine if the proposal is deemed responsive.  The DPA and department designee noted the Support Services proposal met the general program requirements outlined in the RFP and recommended award of Contract to Family Support Network.

 

The recommended Direct Services and Support Services organizations are current providers, and their performance has been confirmed as satisfactory. SSA has verified there are no concerns that must be addressed with respect to the Contractors’ ownership/name, litigation status or conflicts with County interests.

 

Subcontracts

These Contracts do not currently include subcontractors or pass through other providers. See Attachment E for Contract Summary Form.

 

Outcomes

The proposed Contracts will utilize similar outcome objectives as the prior Agreements. Several outcome measurements have been revised to strengthen tracking of Contractors’ performance. See Attachment G for detailed information on revised outcome objectives.

 

From July 1, 2018, through December 31, 2022, Wrap OC served 1,638 families. Of these families, 73 percent were SSA participants, 16 percent were HCA participants and 11 percent were Probation participants. Probation’s caseload has decreased significantly as Probation participants transitioned to HCA’s Youthful Offender Wraparound program. See Attachment H for more information on the outcome objectives for the current Agreements.

 

 

 

FINANCIAL IMPACT:

 

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

 

These Contracts are funded by Wraparound Trust Fund 86 percent and state CalWORKs Family Stabilization 14 percent. Wraparound Trust funds comprise State 2011 Realignment 40 percent and County general funds 60 percent and can only be reinvested in children’s programs. Probation will reimburse SSA for any referrals based upon their proportionate share of the services provided using County general funds 100 percent.

 

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

 

REVIEWING AGENCIES:

 

Health Care Agency
Probation

 

ATTACHMENT(S):

 

Attachment A - Contract MA-063-23011162 with New Alternatives, Inc.
Attachment B - Contract MA-063-23011163 with Olive Crest
Attachment C - Contract MA-063-23011164 with South Coast Children’s Society, Inc., dba South Coast Community Services
Attachment D - Contract MA-063-23011165 with Family Support Network
Attachment E - Contract Summary Form
Attachment F - Scoring Sheets with RFP Questions
Attachment G - Wrap OC Proposed Outcome Objectives
Attachment H - Wrap OC Current Outcome Objectives