DATE: June 20, 2023
TO: Board of Supervisors
SUBMITTED BY: Sanja Bugay, Director, Department of Social Services
SUBJECT: Agreement with Cultural Brokers, Inc. for Family Advocacy and Liaison Services
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 Cultural Brokers, Inc. is the only vendor that provides culturally responsive family advocacy and liaison services; and
2. Approve and authorize the Chairman to execute an Agreement with Cultural Brokers, Inc. to provide family advocacy and liaison services, effective July 1, 2023, not to exceed five consecutive years, which includes a three-year base contract and two optional one-year extensions, total not to exceed $3,109,664.
REPORT
There is no additional Net County Cost associated with the recommended actions which will allow the Department of Social Services to have Cultural Brokers, Inc. provide family advocacy and liaison services. This item is countywide.
ALTERNATIVE ACTION(S):
Should your Board choose to not approve these recommended actions, services to families involved with Child Welfare Services will be reduced which may result in an increase of children entering foster care or a decrease in family reunification.
SUSPENSION OF COMPETITION/SOLE SOURCE CONTRACT:
The Department’s request to waive the competitive bidding process is consistent with Administrative Policy No. 34 as Cultural Brokers, Inc. is the only vendor who provides the culturally competent family advocacy and liaison services the Department seeks. 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 $3,109,664 will be fully offset with Community-Based Child Abuse Prevention funds, American Rescue Plan Act funds, and other funds as they become available. Sufficient appropriations and estimated revenues will be included in the Department’s FY 2023-24 Recommended Budget for Org 5610 and will be included in subsequent annual budgets.
DISCUSSION:
Two agreements with Cultural Brokers Inc. were executed by the Board on March 25, 2014 and March 12, 2019 for the provision of Family Advocacy and Liaison services. Both agreements were awarded as a result of the formal competitive bid process. Cultural Brokers Inc. was chosen by a review panel over four other proposals in 2013 and was chosen over two other proposals in 2018. Since then, Cultural Brokers Inc. has continued to develop this program and its model has been replicated in two other counties in California. It has copyrighted the training program which is also offered at the Central California Training Academy at California State University, Fresno.
Family advocates act as liaisons between families and the Department to improve the likelihood a child can remain safely in their home and the likelihood of reunification when a child has been removed. Services will be expanded to include family finding services to families or youth when a more intensive search is required to locate a family member for permanent placement, or to create a network of support for the youth.
The recommended Agreement will allow the Department to continue receiving these services from Cultural Brokers, Inc. and will provide services to 560 families per year including joint response, ongoing case management, technical assistance to complete the guardianship process of related youth, and family finding. Program goals include helping overrepresented populations and their families gain a better understanding of the child welfare system and decreasing the chances of families reentering the system.
If approved, the recommended Agreement will be effective July 1, 2023 through June 30, 2026 with two optional one-year extensions based upon satisfactory performance with written notice by the Department Director or designee and Contractor. The agreement allows the Department Director or designee to make minor changes to the scope of service and budget changes not to exceed 10% of the annual agreement compensation, and not to change or increase the maximum compensation. Termination without cause requires a 30-day written notice from County, Department Director or designee, or Contractor.
REFERENCE MATERIAL:
BAI #49, March 12, 2019
BAI #48, March 28, 2017
BAI #49, March 25, 2014
ATTACHMENTS INCLUDED AND/OR ON FILE:
Suspension of Competition Acquisition Request
On file with Clerk - Agreement with Cultural Brokers, Inc.
CAO ANALYST:
Ronald Alexander