DATE: October 17, 2017
TO: Board of Supervisors
SUBMITTED BY: Delfino E. Neira, Director, Department of Social Services
David Pomaville, Director, Department of Public Health
Dawan Utecht, Director, Department of Behavioral Health
SUBJECT: Sole Source Agreement with City of Fresno for bus tokens and passes for consumers of the Departments of Social Services, Public Health, and Behavioral Health
RECOMMENDED ACTION(S):
TITLE
1. Make a finding that 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 purchase of bus tokens and bus passes.
2. Approve and authorize the Chairman to execute a sole source Agreement with the City of Fresno - Fresno Area Express for the purchase of bus tokens and passes for consumers of the Departments of Social Services, Public Health, and Behavioral Health, effective upon execution, not to exceed five consecutive years, which includes a three-year base contract and two optional one-year extensions, total not to exceed $7,692,885.
REPORT
Approval of the recommended action will allow the Departments of Social Services (DSS), Public Health (DPH), and Behavioral Health (DBH) to purchase bus passes and tokens from City of Fresno - Fresno Area Express (FAX), with no increase in Net County Cost.
ALTERNATIVE ACTION(S):
There is no viable alternative action. DSS is mandated to provide transportation for its Welfare to Work, Child Welfare, and General Relief consumers. Though not mandated by regulation, DPH and DBH also provide bus tokens to assist consumers with transportation for programmatic obligations.
SUSPENSION OF COMPETITION/SOLE SOURCE CONTRACT:
The Departments’ request to waive the competitive bidding process is consistent with Administrative Policy No. 34, as FAX is the only vendor that provides bus service within the Fresno metropolitan area. The Internal Services Department - Purchasing concurs with the Departments’ request to waive the competitive bidding process.
FISCAL IMPACT:
There is no increase in Net County Cost associated with the recommended actions. The total maximum compensation of the recommended Agreement is $7,692,885. Department contract totals are reflected as follows:
Social Services Org 5610 $7,624,460
Public Health Org 5620 $ 18,425
Behavioral Health Org 5630 $ 50,000
The cost for DSS will be offset with State and Federal Social Services funds ($6,826,513), 1991 Realignment ($30,725), and $10,065 in Net County Cost will fund the General Relief program’s share of cost. In addition, $757,157 in 2011 Realignment funds will offset the former State share of the Child Welfare Services and Adult Protective Services Programs that were realigned to counties through Assembly Bill (AB) 118. Sufficient appropriations will be included in the FY 2017-18 Recommended Budget for the Department of Social Services, Organization 5610, and will be included in subsequent budgets.
Cost for the DPH will be offset with State and Federal Grant funds ($13,081.75) and 1991 Realignment ($5,343.25). Sufficient appropriations will be included in the FY 2017-18 Recommended Budget for DPH, Organization 5620, and will be included in subsequent budgets.
Cost for the DBH will be offset with 1991 Realignment ($50,000.00). Sufficient appropriations will be included in the FY 2017-18 Recommended Budget for DBH, Organization 5630, and will be included in subsequent budgets.
DISCUSSION:
DSS is mandated to provide transportation to Welfare to Work, Child Welfare, and General Relief clients as stated in The State of California Welfare and Institutions Code, Division 9, Part 3, Chapter 2, Article 3.2, Section 11323.2 (a)(2), Child Welfare Services Manual, Chapter 31-314 (i), and the General Relief Manual, Division 90-902.
DPH utilizes bus tokens to allow consumers with limited transportation options to travel to needed medical appointments, educational meetings and trainings, as well as follow-up care. These programs include the Tuberculosis Control Program, the Babies First Program, and the Nutrition Education Obesity Prevention Program.
DBH provides bus tokens to adults diagnosed with severe mental illness as well as children and their families with serious emotional disturbances, to access mental health services. These mental health services include individual and group therapy, support system services, psychiatry and medication support, case management and rehabilitation, linkage & consultation, and wellness groups.
DSS is the only department that utilizes bus passes. In FY 2015-16, DSS issued 18,454 bus passes and 581,000 bus tokens. DPH issued 1,650 bus tokens, and DBH issued 700 bus tokens to consumers for programmatic obligations.
The recommended Agreement is effective upon execution, not to exceed five consecutive years, which includes three-year base contract, and two optional one-year extensions through June 30, 2022. The Agreement may be terminated without cause by the Contractor, County, the DSS Director or designee, or with a 30-day advance written notice. In the event of non-allocation of funding, the Agreement may be terminated by County, by giving Contractor 30 days advance written notice.
The recommended Agreement deviates from the County’s standard boilerplate language by requiring the County to pay invoices within 30 days rather than the normal 45 days. In addition, the recommended Agreement’s prices for bus fare can be changed by the City with 90 days written notice if the City makes changes to their Master Fee Schedule.
ATTACHMENTS INCLUDED AND/OR ON FILE:
On file with Clerk - Agreement with City of Fresno - Fresno Area Express
Sole Source Acquisition Request Form E - PD-047
CAO ANALYST:
Ronald Alexander