DATE: June 12, 2018
TO: Board of Supervisors
SUBMITTED BY: Delfino E. Neira, Director, Department of Social Services
SUBJECT: Emergency Solutions Grant Agreements with Community-Based Organizations for Homeless Services
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 for the solicitation of specific homeless services for the Department of Social Services; and
2. Approve and authorize the Chairman to execute an Agreement with WestCare California, Inc. for housing match coordination services, effective July 1, 2018, not to exceed three consecutive years, which includes a one-year base contract and two optional one-year extensions, total not to exceed ($494,700); and
3. Approve and authorize the Chairman to execute an Agreement with Turning Point of Central California for emergency shelter services, effective July 1, 2018, not to exceed three consecutive years, which includes a one-year base contract and two optional one-year extensions, total not to exceed ($390,000).
REPORT
Approval of the recommended actions will waive the competitive bid process for emergency shelter and housing match coordination services provided to individuals in Fresno County. Services are funded with Emergency Solutions Grants (ESG) provided by the U.S. Department of Housing and Urban Development (HUD) and the California Department of Social Services CalWORKs Housing Support Program allocation funds. As required by ESG regulation, the Fresno Madera Continuum of Care (FMCoC) was consulted and is in agreement with the recommended actions. There is no additional Net County Cost associated with the recommended actions. This item is countywide.
ALTERNATIVE ACTION(S):
If your Board does not approve the recommended actions, there would no longer be an unrestricted emergency shelter for single adults in Fresno County and the federally required Coordinated Entry System (CES) would lack the necessary staff to match homeless individuals with housing vacancies.
SUSPENSION OF COMPETITION/SOLE SOURCE CONTRACT:
The recommended action to waive the competitive bid process is consistent with Administrative Policy No. 34 as both agencies are uniquely able to provide the requested services. Turning Point of Central California (TPOCC) is the only organization in the community that provides unrestricted emergency shelter services for single adults in Fresno County. Additionally, WestCare California, Inc. (WestCare) provides housing match coordination services necessary for the CES, for the benefit of the entire continuum of care. The Internal Services Department - Purchasing concurs with the Department’s request to waiving 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 for the period of July 1, 2018 through June 30, 2021 is $884,700 and will be entirely offset with ESG and CalWORKs Housing Support Program (HSP) funds, awarded annually. ESG requires a dollar for dollar match that will be met by the Department with CalWORKs HSP funding. Sufficient appropriations to fund each of the recommended agreements will be included in the FY 2018-19 Recommended Budget for the Department of Social Services Organization 5610.
DISCUSSION:
Through the Federal Department of Housing and Urban Development, the Emergency Solutions Grant (ESG) is part of a community-wide effort to eradicate homelessness, beginning with reducing the number of homeless individuals in Fresno County. The goal of the ESG program is to prevent individuals and families from becoming homeless and quickly re-house those experiencing homelessness. ESG funds can be used for Rapid Re-Housing, Homeless Prevention, Emergency Shelter/Street Outreach, Homeless Management Information Systems, and Administration. CalWORKs Housing Support Program (HSP) funding is allocated annually through the California Department of Social Services and may be utilized for services that benefit the Fresno Madera Continuum of Care (FMCoC) Coordinated Entry System (CES).
The agreement with WestCare provides housing match coordination services that assist in the community’s CES by matching individuals with suitable housing vacancies. They serve as the primary contact for the CES utilized by all FMCoC providers. As part of the CES, those experiencing a housing crisis are identified through outreach, provided a standardized intake assessment, prioritized based on the outcome of the assessment, and assigned a navigator. With the assistance of WestCare’s Housing Matchers/Community Outreach Coordinators, homeless individuals are matched to available housing that meets their individual needs, assigned a navigator, and placed into permanent housing. Additionally, the agreement includes $20,000 per year for WestCare to secure and provide training to service providers in the FMCoC utilizing CalWORKs Housing Support Program funds.
The TPOCC agreement provides 30 emergency shelter beds for those individuals assessed for housing through the CES. The goal of the program is to place individuals into safe and secure shelter while acquiring the documentation needed to enter into permanent housing. TPOCC provides shelter, food, 24/7 staff presence, assistance with housing placement, and personal and hygiene needs to homeless adults without children, in Fresno County.
Due to the changing needs in homeless services, if approved, the recommended agreement will begin July 1, 2018 through June 30, 2019 with two optional one-year extensions. Additionally, the agreement may be terminated without cause by the County of Fresno, Department of Social Services Director, or the agency providing services upon providing 30-day advance written notice.
Section ten of the agreements contains the insurance coverage and language currently approved for use in the County’s model contract. Risk Management has recently proposed that the insurance coverage and language in the County’s model contract be revised. County Counsel and Risk Management will be working on these changes over the next several months. However, the Department has a need to move forward with these contracts to address service needs. Additionally, the Department believes the insurance coverage required in Section ten of the agreements adequately protects the interests of the County in these contracts and County Counsel is comfortable signing the agreement as to legal form. Therefore, it is recommended your Board approve the recommended agreements in its current form.
OTHER REVIEWING AGENCIES:
The Fresno Madera Continuum of Care was consulted and is in agreement with the recommended actions.
REFERENCE MATERIAL:
BAI #67, June 6, 2017
ATTACHMENTS INCLUDED AND/OR ON FILE:
On File with Clerk -Agreement with Turning Point of Central California
On File with Clerk - Agreement with WestCare California, Inc.
Suspension of Competition Acquisition Request: Turning Point of Central California
Suspension of Competition Acquisition Request: WestCare California, Inc.
CAO ANALYST:
Ronald Alexander