DATE: June 20, 2023
TO: Board of Supervisors
SUBMITTED BY: Sanja Bugay, Director, Department of Social Services
SUBJECT: Agreement with the Regents of the University of California for Social Services Training
RECOMMENDED ACTION(S):
TITLE
1. 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 as the Regents of the University of California is the only State-designated provider of mandated specialized training courses; and
2. Approve and authorize the Chairman to execute a sole source Agreement with the Regents of the University of California, on behalf of the University of California at Davis to provide training for Adult Services, Eligibility Services, CalWORKs Employment Services, In-Home Supportive Services, and Child Welfare Services, effective July 1, 2023 through June 30, 2025, total not to exceed $790,500.
REPORT
There is no additional Net County Cost associated with the recommended actions, which will allow the Department of Social Services to have the Regents of the University of California, on behalf of the University of California at Davis (UC Davis) Continuing and Professional Education, provide specialized social services training. This item is countywide.
ALTERNATIVE ACTION(S):
Should your Board choose to not approve these recommended actions, the Department will not be able to provide mandated training for social services staff, including Adult Services, Eligibility Services, CalWORKs Employment Services, In-Home Supportive Services, and Child Welfare Services.
SUSPENSION OF COMPETITION/SOLE SOURCE CONTRACT:
The Department’s request to waive the competitive bidding process is consistent with Administrative Policy No. 34 as the Regents of the University of California is the only State-designated specialized training services provider. 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 amount of the recommended agreement ($790,500) will be offset with State and Federal Social Services funds ($678,674), 2011 Realignment ($57,750) in lieu of State General Funds for Child Welfare Services and Adult Protective Services Programs that were realigned to counties through Assembly Bill (AB) 118, 1991 Social Services Realignment ($49,983), and the required Net County Cost ($4,093) which offsets the General Relief Program share of cost. Sufficient appropriations and estimated revenues will be included in the Department’s Org 5610 FY 2023-24 Recommended Budget and will be included in subsequent budget request.
DISCUSSION:
The State of California has designated UC Davis as the only agency that can provide eligibility and specialized training as requested by the Department. Training is mandated in accordance with the Code of Federal Regulations (CFR), section 235.62, State Plan Requirements for Training Programs, and the State Manual of Policies and Procedures (MPP) Chapter 14, Staff Development and Training.
UC Davis has provided Federal and State mandated training to the Department continuously since 1989. The recommended agreement provides a maximum of 200 units for eligibility services, child welfare services, and specialized training in areas such as supervision and management. Training meets Federal and State requirements and improves the knowledge and skills of Social Workers, Eligibility Workers, Job Specialists, Employment Services Supervisors, and Administrative Staff.
The recommended agreement utilizes the Regents of the University of California’s contract model that differs from the County’s standard contract model but allows for termination for any reason by either the County or UC Davis providing 30 days advance written notice. The agreement includes mutual indemnification language as well as UC Davis’ State-approved self-insurance program which includes General and Professional Liability, Auto Liability, and Employer’s Liability that are consistent with previously approved agreements. Following Risk Management’s review of the current agreement in 2021, they recommended an increase in insurance limits and the addition of Commercial General Liability coverage per the County’s standard requirements. The insurance limits remain the same in the recommended agreement and the Department maintains that the current coverage is adequate as all trainings are conducted either in Department facilities or virtual format.
REFERENCE MATERIAL:
BAI #40, June 8, 2021
BAI #71, September 22, 2020
BAI #70, June 18, 2019
ATTACHMENTS INCLUDED AND/OR ON FILE:
Sole Source Acquisition Request
On file with Clerk - Agreement with Regents of the University of California
CAO ANALYST:
Ronald Alexander