DATE: August 6, 2024
TO: Board of Supervisors
SUBMITTED BY: Sanja Bugay, Director, Department of Social Services
Kirk Haynes, Chief Probation Officer, Fresno County Probation Department
SUBJECT: Retroactive Agreement with UC Davis for County Self-Assessment
RECOMMENDED ACTION(S):
TITLE
1. Under Administrative Policy No. 34 for competitive bids or requests for proposals (AP 34), determine that an exception to the competitive bidding requirement under AP 34 is satisfied and a suspension of competition is warranted due to unusual or extraordinary circumstances, and that the best interests of the County would be served by entering into an agreement with The Regents of the University of California on behalf of its UC Davis campus as UC Davis is the only State-designated specialized provider able to provide services as soon as possible; and
2. Approve and authorize the Chairman to execute a retroactive Agreement with UC Davis, for consultation and facilitation services, effective January 1, 2024, through December 31, 2024, total not to exceed $100,500.
REPORT
There is no increase in Net County Cost associated with approval of the recommended actions, which will allow the Regents of the University of California acting on behalf of its Davis campus, UC Davis Continuing and Professional Education (UC Davis) to provide consultation and facilitation services for the 2024 County Self-Assessment (CSA). The Department is required by California Department of Social Services to provide an in-person CSA report that includes an analysis of child welfare and probation programs and services. This item is countywide.
ALTERNATIVE ACTION(S):
There is no viable alternative action. Should your Board choose not to approve the recommended actions, UC Davis will not be compensated for the services provided and the CSA report will not be completed. The County will be delinquent with the State’s request.
SUSPENSION OF COMPETITION/SOLE SOURCE CONTRACT:
It is requested that the County find under AP 34 that an exception to the competitive bidding requirement is satisfied, and a suspension of competition is warranted due to unusual or extraordinary circumstances, as UC Davis is the only reasonably priced State-designated specialized consulting provider that was able to provide services as soon as possible to ensure stakeholder meetings, evaluations and the final report is completed on time. The Internal Services Department - Purchasing Division concurs with the Department’s assessment that this satisfies the exception to the competitive bidding process required by AP 34.
RETROACTIVE AGREEMENT:
The recommended Agreement is retroactive to January 1, 2024. After lengthy negotiations, the recommended Agreement was finalized on June 25, 2024 by UC Davis.
FISCAL IMPACT:
There is no increase in Net County Cost associated with the recommended actions. Total expenditures will be based on actual services provided to the Department, total not to exceed $100,500. There are no pending invoices for this agreement. The maximum amount of the agreement ($100,500) will be funded with Family First Transition Act (FFTA) funds. Sufficient appropriations and estimated revenues are included in the Department of Social Services Org 5610 FY 2023-24 Adopted Budget and will be included in the FY 2024-25 Recommended Budget.
DISCUSSION:
UC Davis and the State of California developed a partnership over 30 years ago to address the needs of rural counties to develop new skills for their social workers. Their programs have expanded to become the sole State-approved comprehensive social services, human services, and public sector management training programs for all 58 California counties. Their partnership with the State provides a unique and comprehensive understanding of federal, state, and local requirements of social services and child welfare agencies. Additionally, UC Davis is currently assisting the State and other counties with technical assistance on the County Self-Assessment.
UC Davis’ extensive understanding of the County Self-Assessment is critical to ensuring all aspects of the self-assessment are completed timely and fully responsive to the State’s guidelines and requirements. These services shall include, but are not limited to providing a detailed checklist, detailed template, compiled data for the Demographic Profile and Outcome Data Measures sections, Peer Review and Stakeholder Meeting sections and summaries of all the events. If approved, the recommended agreement will be effective retroactive to January 1, 2024 through December 31, 2024.
ATTACHMENTS INCLUDED AND/OR ON FILE:
Suspension of Competition Acquisition Request
On file with Clerk - Agreement with UC Davis
CAO ANALYST:
Ronald Alexander