DATE: December 14, 2021
TO: Board of Supervisors
SUBMITTED BY: Kirk Haynes, Chief Probation Officer
SUBJECT: Agreement with Boys & Girls Clubs of Fresno County
RECOMMENDED ACTION(S):
TITLE
1. Make a finding that it is in the best interest of the County to suspend the competitive bidding process consistent with Administrative Policy No. 34 for unusual or extraordinary circumstances as the Boys & Girls Clubs of Fresno County (B&GC) has operated a B&GC at the Juvenile Justice Campus (JJC) since 2008 meeting the Department’s specified needs for a Targeted Re-Entry program; and
2. Approve and authorize the Chairman to execute an Agreement with the B&GC to continue providing targeted re-entry services at the JJC, effective December 16, 2021, not to exceed five consecutive years, which includes a three-year base contract and two optional one-year extensions, total not to exceed $400,000.
REPORT
There is no Net County Cost associated with the recommended actions, as costs for this agreement will be funded with Youthful Offender Block Grant (YOBG) and Local Innovation Subaccount funds. Approval of the recommended agreement will continue to allow a B&GC on-site at the JJC, to provide recreational activities and a Targeted Re-Entry (TRE) Program that will include pre- and post-release services to the County. The B&GC has provided these services to the County since approved by the Board in December 2008. Approval of the recommended agreement will also allow the County to continue to provide space at the JJC, as designated by the County, to the B&GC at no charge. For the proposed agreement term, the B&GC will fund approximately 37% of the costs to administer this program at the JJC. This item is countywide.
ALTERNATIVE ACTION(S):
If the recommended actions are not approved, this would likely result in the discontinuation of the recreational and TRE Program at the JJC.
SUSPENSION OF COMPETITION/SOLE SOURCE CONTRACT:
The request to waive the competitive bidding process, consistent with Administrative Policy No. 34 under unusual and extraordinary circumstances, results from the unique services that have been historically provided by the B&GC to the JJC, since approved by the Board in December 2008. The B&GC provides recreational services and a TRE Program to the County. The B&GC is a nationally known organization, with fifteen sites in current operation within Fresno County. The B&GC will assist youth’s post-release re-entry process from the JJC into the community. Youth participating in the TRE program will transition to a designated B&GC near their residence zip code and continue their relationship with B&GC case management and supervision, to promote a successful transition back into the community. The B&GC provided these services at no cost to the County from 2008-2011, through grant funding acquired by the B&GC. The Probation Department has since supplemented a portion of the cost of the services provided by the B&GC, as initially approved by the Board in 2011. The B&GC will fund approximately 37% of the total cost to administer their program at the JJC for the proposed agreement term. Access to this subsidized rate is essential to the Probation Department, as it allows Probation to maximize the benefits received from the utilization of funds provided to the B&GC. The Department conducted thorough online research of available local agencies and was unable to locate any other agency that provides the unique services provided by B&GC, with an extensive network of established sites in Fresno County. Based on these reasons, the Department, working with the Purchasing Division of the Internal Services Department (Purchasing), decided not to issue a Letter of Interest. Purchasing concurs with the Department’s request to suspend the competitive bidding process.
FISCAL IMPACT:
There is no Net County Cost associated with the recommended actions. The proposed agreement will allow the County to continue to receive services from the B&GC at a subsidized rate; the B&GC will fund approximately 37% of the total cost to administer their program at the JJC for the proposed agreement term. The County’s annual cost-sharing portion for the proposed agreement totals $80,000 annually, funded with YOBG and Local Innovation Sub Account funds. There is sufficient appropriations and estimated revenues in the FY 2021-22 Adopted Budget for Probation’s Org 3440. The County will continue to provide space at the JJC to the B&GC at no charge.
DISCUSSION:
Since December 2008, the County has had an agreement with the B&GC of Fresno County to assist the Probation Department in transitioning youthful offenders back into the community by providing a TRE Program at the JJC, as well as providing recreational services to other incarcerated youth not in the TRE program. The first three of years of the program (2008-2011) were fully funded by the B&GC, which received a $100,000 grant from the Fresno Regional Foundation. When the grant money was exhausted and no alternative revenue sources were identified, the Probation Department wished to continue the TRE Program at JJC, and therefore began to pay for a portion of B&GC costs to administer the program, utilizing juvenile trust funds as approved by the Board on December 6, 2011. On December 13, 2016, a new five-year agreement was approved by the Board, to fund the program at a maximum annual compensation rate of $30,000. On May 7, 2019, an amendment was approved by the Board, which increased the maximum annual compensation rate to $80,000.
The recommended actions will approve a new five-year agreement, to continue the TRE and recreational programs provided by the B&GC at the JJC. The youth participating in the TRE program receive both pre- and post-release services. Pre-release services include, but are not limited to, social and life skill building, vocational and career development, character development, leadership, and recreational opportunities. The B&GC also provides recreational services to non-TRE in-custody youth. During the post-release re-entry process from the JJC into the community, youth participating in the TRE program will transition to a designated B&GC near their residence zip code and continue their relationship with B&GC, including case management and supervision, with the goal to successfully transition back into the community.
REFERENCE MATERIAL:
BAI #57, May 7, 2019
ATTACHMENTS INCLUDED AND/OR ON FILE:
On file with Clerk - Agreement with B&GC
Suspension of Competition Acquisition Request
CAO ANALYST:
Greg Reinke