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Agenda Item
ASR
Control 24-000653 |
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MEETING
DATE: |
09/24/24 |
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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: Authorize
Contract Negotiation and Solicitation for Case Management Services
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ceo CONCUR |
County Counsel Review |
Clerk of the
Board |
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Concur |
No Legal Objection |
Discussion |
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3 Votes Board Majority |
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Budgeted: N/A |
Current
Year Cost: N/A |
Annual
Cost: FY 2025-26 $5,608,486 |
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Staffing
Impact:
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No |
#
of Positions: |
Sole
Source: N/A |
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Current Fiscal Year Revenue: N/A
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Prior Board Action: 5/24/2022 #47, 3/9/2021 #22, 5/24/2016
#83 |
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RECOMMENDED
ACTION(S):
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1. |
Authorize Social Services Agency to
release a Request for Proposal for the provision of Case Management Services
for participants in Temporary Aid to Needy Families, California Work
Opportunity and Responsibility to Kids Act Welfare to Work, and Cal-Learn Programs,
for a five-year term. |
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2. |
Authorize the County Procurement Officer
or Deputized designee to negotiate a one-year contract extension with Maximus
US Services, Inc., for Case Management Services, in an amount not to exceed
$5,608,486, for the term of July 1, 2025, through June 30, 2026, for a
revised cumulative total amount not to exceed $22,012,833, for the term of
July 1, 2022, through June 30, 2026. Social Services Agency will bring an
amendment for the extension back to the Board of Supervisors for approval
once negotiations have been completed. |
SUMMARY:
Approval for
Social Services Agency to release a Request for Proposal for the provision of
Case Management Services for the County of Orange and to negotiate a one-year
contract extension with Maximus US Services, Inc., for Case Management Services
will help participants in the California Work Opportunity and Responsibility to
Kids Welfare-to-Work and Cal-Learn programs achieve economic self-sufficiency,
as well as obtain and maintain stable employment.
BACKGROUND
INFORMATION:
The Board of Supervisors’ (Board)
previously approved the following contracts for Case Management Services:
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Board Date |
Contract Number |
Term |
Maximum Obligation |
Board Action |
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5/24/2016 |
WRR1015 |
7/1/2016 – 6/30/2021 |
$29,131,234 |
Approve Agreement with Maximus Human
Services, Inc. |
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3/9/2021 |
WRR1015-A1 |
7/1/2021 – 6/30/2022 |
$5,969,080 |
Approve First Amendment to Agreement
with Maximus Human Services, Inc. |
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5/24/2022 |
WMR1022 |
7/1/2022 – 6/30/2025 |
$16,404,347 |
Approve Contract for Case Management
Services with Maximus US Services, Inc. |
On May 24, 2022, in addition to approving
Contract WMR1022, the Board directed the County Executive Office to conduct a
performance audit of the California Welfare Opportunity and Responsibility to
Kids (CalWORKs) Program and Maximus US Services, Inc. (Maximus). In October
2022, the County of Orange contracted with a professional consultant to conduct
the Board ordered audit of the CalWORKs/Welfare-to-Work (WTW) Program and Maximus.
In September 2023, the audit was completed and submitted to the Social Services
Agency (SSA). The audit resulted in
procedural findings related to data reporting. SSA is developing and
implementing enhanced data reporting processes to address the audit findings.
The CalWORKs program seeks to address
poverty through an array of services designed to assist families in various
stages of need. CalWORKs provides temporary cash assistance and employment,
education, and training programs through the WTW program to assist families’
progress toward self-sufficiency.
WTW is a mandated program under the
CalWORKs program. The WTW program is designed to help adults receiving cash aid
move from economic dependency to self-sufficiency through employment-focused
and/or training activities that lead to unsubsidized employment. It offers an
array of services and support to clients who receive CalWORKs cash aid, and
there are a wide range of activities, including education, training, work and
employment, and activities to address or remove barriers like mental health,
substance use disorder and domestic violence.
The California Department of Social
Services authorizes SSA to provide Cal-Learn (CL) services through the CalWORKs
program. These services include case management services which are designed to
decrease long-term welfare dependency by encouraging and assisting participants
receiving CalWORKs assistance to stay in school or return to school and earn a
high school diploma or equivalent.
The primary objective of Case Management
Services is to eliminate obstacles for clients participating in the CalWORKs
WTW and CL programs to participate in activities that prepare them for
employment as well as assisting them with job placement.
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Case Management Services include the
following: |
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Identify barriers to employment such as
childcare, transportation, mental health, substance use, domestic abuse,
English language proficiency and housing; |
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Initiate referrals to community
organizations and contracted service providers that support employment
participation in WTW activities; |
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Arrange for Employment Readiness
Assessments; |
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Develop individualized case plans; and |
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Monitor attendance and progress in
assigned WTW activities. |
The same outcome objectives will be
utilized for the Contract extension.
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Outcome
Objectives |
Outcome
Results1 |
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Throughout the term of the
Contract: |
FY 2022-23 |
FY 2023-24 |
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Contractor shall provide services to
approximately 50% of Participant(s) eligible for Case Management Services, as
specified by Administrator. |
Met |
Met |
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95% of Participant(s) within
Contractor’s caseload referred to Contractor by Administrator will be scheduled
for an Orientation within three business days of receipt of the case by
Contractor from Administrator. |
83%2 |
Pending |
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95% of Participant(s) within
Contractor’s caseload referred to Contractor by Administrator will be
scheduled for an Appraisal within five business days from Contractor making
initial contact with Participant(s). |
87%2 |
Pending |
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Contractor shall resolve the sanction
and restore aid for 10% of Participant(s), in sanctioned status within
Contractor’s caseload or referred to Contractor by Administrator. |
Met |
Met5 |
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On a quarterly basis: |
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Ensure that at least 20% of
Participant(s) within Contractor’s caseload or referred to Contractor, on a
quarterly basis, attain and/or maintain earnings that meet the following
criteria: -State minimum wage and; -Meet TANF participation requirements by
completing all required hours with employment based on Participant (s) family
type; or -Are employed a minimum of 20 hours per
week and participating in a concurrent WTW Activity to meet the required TANF
participation requirements based on Participant(s) family type |
Quarter 1 17%3 |
Quarter 1 Pending |
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Quarter 2 18%3 |
Quarter 2 Pending |
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Quarter 3 19%3 |
Quarter 3 Pending |
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Quarter 4 Pending |
Quarter 4 Pending |
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Contractor shall achieve a TANF Work
Participation Rate of 50% for Participant(s) within Contractor’s caseload or
referred to Contractor, on quarterly basis. |
Quarter 1 48%4 |
Quarter 1 Met |
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Quarter 2 Met |
Quarter 2 Met |
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Quarter 3 Met |
Quarter 3 Met |
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Quarter 4 Met |
Quarter 4 Pending |
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1In
April 2023, SSA transitioned to the California Statewide Automated Welfare
System (CalSAWS) which supports CalWORKs eligibility and WTW case management.
The transition to the new system has delayed the availability of the data
needed to measure the outcome objectives for this contract. Staff is diligently
working to validate the data and reports for these outcomes.
2FY
2022-23 Outcome data are through May 31, 2023.
3FY
2022-23 Outcome not met, Maximus shared challenges due to high incidents of
participants sanctioned for not willing to participate in WTW.
4FY
2022-23 Quarter 1 was not met, but met overall for this fiscal year.
5FY
2022-23 Outcome data is through May 31, 2024.
SSA now requests the Board’s approval to
release a Request for Proposal (RFP) for the provision of Case Management
Services for participants in Temporary Aid to Needy Families, CalWORKs WTW and
CL Programs, for a five-year term to continue to contract out for these
services.
SSA is also requesting Board approval to
negotiate a one-year contract extension with Maximus US Services, Inc. for Case
Management Services, in an amount not to exceed $5,608,486, for a term of July
1, 2025, through June 30, 2026, for a revised cumulative total amount not to
exceed $22,012,833, for the term of July 1, 2022, through June 30, 2026. SSA
will bring an amendment for the extension back to the Board for approval once
negotiations have been completed. The extension will ensure continuity of services
to clients.
Department staff have completed due
diligence on the vendor. The Orange County Preference Policy is not applicable
to this Contract.
This Contract does not currently include
subcontractors or pass through to other providers. This Contract, due to the
nature of the services, could require the addition of subcontractors. To add
subcontractor(s) to the Contract, 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, subcontractor(s) have not been used for this Contract. See Attachment A
for Contract Summary Form.
FINANCIAL IMPACT:
Appropriations for
this Contract will be included in Budget Control 063, Social Services Agency FY
2025-26 Budget and will be included in the budgeting process for future years.
Contingency of Funds
The 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 Summary
Form