DATE: April 28, 2020
TO: Board of Supervisors
SUBMITTED BY: Delfino E. Neira, Director, Department of Social Services
SUBJECT: Agreements with Community-Based Organizations for Homeless Services
RECOMMENDED ACTION(S):
TITLE
1. Approve and authorize the Chairman to execute an Agreement with Community Action Partnership of Madera County for homeless services in Madera County, effective upon execution through December 31, 2022, which includes an eight-month base contract and two optional one-year extensions, total not to exceed $660,480;
2. Make a finding that it is in the best interest of the County to waive the competitive bidding process consistent with Administrative Policy No. 34 for unusual or extraordinary circumstances for the solicitation of rapid rehousing homeless services for the Department of Social Services; and
3. Approve and authorize the Chairman to execute an Agreement with Turning Point of Central California, Inc. for rapid rehousing services, effective upon execution through December 31, 2020, total not to exceed $89,305.
REPORT
There is no increase in Net County Cost associated with the recommended actions. Approval of the recommended actions will enable providers to bring additional homeless services to Fresno and Madera Counties. The agreements will be funded with 2018 Housing and Community Development (HCD) Emergency Solutions Grants (ESG) allocated to the Fresno Madera Continuum of Care (FMCoC). The item is countywide.
ALTERNATIVE ACTION(S):
There are no viable alternative actions. Should your Board not approve the recommended actions; the Department will forfeit $835,975 in 2018 HCD ESG funds allocated to the FMCoC and lose access to future HCD ESG allocations.
SUSPENSION OF COMPETITION/SOLE SOURCE CONTRACT:
A minimum of 40% of HCD ESG funding must be spent on rapid rehousing services pursuant to the California Code of Regulations Title 25, Division 1, Chapter 7, Section 8403(i). When the proposals received through Request for Proposals (RFP) No. 19-011 did not meet the threshold, Turning Point of Central California, Inc. (TPOCC) offered to provide the services to enable the FMCoC to utilize its full allocation. The Department of Social Services’ request to waive the competitive bid process is consistent with Administrative Policy No. 34, as no other proposals were received for the services, a letter of interest was not necessary. The Internal Services Department - Purchasing Division concurs with the Department’s request to waive the competitive bidding process.
FISCAL IMPACT:
There is no increase in Net County Cost associated with the recommended actions. The maximum cost of the recommended agreements is $749,785 [$660,480 for Community Action Partnership of Madera County (CAPMC) and $89,305 for TPOCC]; and will be entirely offset with HCD ESG funds, awarded to the FMCoC. The allocation requires a dollar for dollar match that will be met by the vendors. Sufficient appropriations and estimated revenues are included in the Department’s Org 5610 FY 2019-20 Adopted Budget and will be included in subsequent budget requests.
DISCUSSION:
HCD receives funding from the United States Department of Housing and Urban Development (HUD) for the ESG Program and allocates the funds to eligible Continuum of Care service areas, including the FMCoC. The funding must be prioritized to non-entitlement areas within the FMCoC, which include Clovis, Coalinga, Firebaugh, Huron, Parlier, Orange Cove, Sanger, Mendota, San Joaquin, and the County of Madera. HCD ESG funds can be used for street outreach, rapid rehousing, emergency shelter, homelessness prevention, Homeless Management Information System (HMIS), and administration. Additionally, the funding requires a minimum of 40% be used for rapid rehousing services. This threshold can be met by each recipient provider or collectively.
On July 10, 2018, the Board approved Resolution No. 18-263 for the Department to serve as the Administrative Entity for 2018 funding allocated to the FMCoC. As a result, the Department issued RFP No. 19-011 on August 15, 2018 for HCD ESG homeless services with 17 agencies notified and three bids received by the end date of September 5, 2018. The Review Committee consisted of one representative from each of the following organizations: County of Fresno Department of Social Services, County of Madera Department of Social Services, Housing Authority of Fresno County, and Bishops’ Homeless Advocacy Committee. CAPMC was unanimously selected due to their unique ability to provide each of the eligible services, while meeting the 40% threshold for rapid rehousing services. They also received prioritization for being in a non-entitlement area.
As CAPMC did not request the entire allocation and the two remaining proposals did not include rapid rehousing services, the Department partnered with TPOCC to provide rapid rehousing services to meet the 40% minimum for the remainder of the allocation. Due to delays in the HCD process, the second ranked vendor was unable to provide the proposed services. As a result, the third proposal, from Poverello House, was awarded. These funds ($86,190) will be utilized to partially fund the Emergency Shelter Services Agreement No. 20-147 approved by your Board on April 14, 2020, making the COVID-19 Emergency Homelessness Funding available for other purposes.
REFERENCE MATERIAL:
BAI #40, April 14, 2020
BAI #63, December 10, 2019
BAI #53, April 23,2019
BAI #55, November 6, 2018
BAI #70, July 10, 2018
ATTACHMENTS INCLUDED AND/OR ON FILE:
Suspension of Competition Acquisition Request
On file with Clerk - Agreement with CAPMC
On file with Clerk - Agreement with Turning Point
CAO ANALYST:
Sonia M. De La Rosa