DATE: April 27, 2021
TO: Board of Supervisors
SUBMITTED BY: Delfino E. Neira, Director, Department of Social Services
SUBJECT: Marjaree Mason Center, Inc. Agreement 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 as the Marjaree Mason Center, Inc. is the sole provider of emergency safe shelter services for households fleeing domestic violence; and,
2. Approve and authorize the Chairman to execute a sole source Agreement with Marjaree Mason Center, Inc., for COVID-19 supplies and equipment, effective upon execution through June 30, 2021 ($88,600).
REPORT
There is no additional Net County Cost associated with the recommended actions. Approval of the recommended actions will allow the Marjaree Mason Center, Inc. (MMC) to purchase supplies and equipment needed due to the COVID-19 pandemic and enable the Department to disburse Fresno Madera Continuum of Care (FMCoC) Homeless Emergency Aid Program (HEAP) funding that would otherwise be unused and returned to the California Business, Consumer Services and Housing (BCSH) Agency. This item is countywide.
REPORT
ALTERNATIVE ACTION(S):
If your Board does not approve the recommended actions, the County will be required to return to the State grant funds unexpended as of June 30, 2021.
SUSPENSION OF COMPETITION/SOLE SOURCE CONTRACT:
The Department’s request to waive the competitive bid process is consistent with Administrative Policy No. 34 as MMC is the sole provider of emergency safe shelter services for households fleeing domestic violence in the Fresno region. Recipients of HEAP funds must be members in good standing of the FMCoC. FMCoC agencies were consulted to plan for uses of remaining HEAP funds; MMC is one of nine agencies included in the plan. MMC indicated a need for equipment and supplies to continue client services amidst the COVID-19 pandemic. The Internal Services Department - Purchasing Division concurs with the Department’s request to waive the competitive bidding process and enter a sole source agreement with MMC.
FISCAL IMPACT:
There is no increase Net County Cost associated with the recommended actions. The maximum cost of the recommended agreement ($88,600) will be entirely funded through the HEAP grant. Sufficient appropriations and estimated revenues are included in the Department’s Homeless Services Special Revenue Fund Org 1132 and the Department’s FY 2020-21 Adopted Budget for Org 5610.
DISCUSSION:
HEAP was authorized by SB 850 (Chapter 48, Statues of 2018), with the purpose of addressing the immediate emergency needs of homeless individuals and individuals at risk of homelessness. In 2019, the FMCoC was allocated $9,501,363 of HEAP funding by the BCSH Agency. Although funds are allocated to the FMCoC and are under its jurisdiction, the Department is serving as the Administrative Entity for HEAP funding.
HEAP funds will expire on June 30, 2021. The State has requested that grantees spend all funds before the expenditure deadline, rather than return unexpended funds. To meet this goal, the Department, in consultation with the FMCoC, developed a plan for the expenditure of remaining funds that would be impactful to those experiencing homelessness. MMC’s equipment and supplies are one component of the expenditure plan. The FMCoC approved the plan on March 11, 2021.
The proposed agreement provides COVID-19 risk mitigation supplies and increased cleaning services to protect clients and staff from the risk of exposure. Two computers will assist program participants to communicate with service providers, community resources, conduct job and housing searches, and allow impacted children to continue their education. A vehicle will provide transportation assistance for program participants to attend doctor’s appointments, legal appointments, and social services appointments. Supplies and equipment will benefit individuals and families fleeing domestic violence during the challenges of the COVID-19 pandemic to obtain safe housing and necessary services.
The recommended agreement includes the purchase of a vehicle that will be retained by MMC upon the expiration of this agreement. The standard agreement language has been modified to reflect this. The purchase of the vehicle has been approved by the BCSH Agency as an allowable use of HEAP funds and does not require the return of the vehicle to the County.
The County’s District Attorney and Sheriff serve on the Board of Directors for MMC. According to the Charter of the County of Fresno, Section 41, any recommended agreements between the County and MMC are brought before your Board for authorization. County Counsel has reviewed the recommended agreement and can approve as to legal form if your Board chooses to execute the agreement.
REFERENCE MATERIAL:
BAI #39, February 12, 2019
ATTACHMENTS INCLUDED AND/OR ON FILE:
Sole Source Acquisition Request
On file with Clerk - Agreement with MMC
CAO ANALYST:
Sonia M. De La Rosa