title
Approve two Statements of Work for expert consultant services totaling $302,400 under the County’s Master Agreement with AgreeYA Solutions, Inc. to support the Sheriff’s Office CalAIM PATH-JI Round 3 Project for the period February 11, 2026, through July 31, 2026; Approve two additional Statements of Work for expert consultant services totaling $405,080 under the County’s Master Agreement with vTech Solution, Inc. for the period February 11, 2026, through July 31, 2026; and Delegate authority to the Chief Information Officer to execute the Statements of Work and any subsequent amendments, pending County Counsel concurrence, up to an annual aggregate of $74,999 per master agreement
body
Published Notice Required? Yes ____ No _X _
Public Hearing Required? Yes ____ No _X _
DEPARTMENTAL RECOMMENDATION:
The Sheriff and the Department of Information Technology recommend that the Board of Supervisors:
1. Approve two Statements of Work for expert consultant services totaling $302,400 under the County’s Master Agreement with AgreeYA Solutions, Inc. to support the Sheriff’s Office CalAIM PATH-JI Round 3 Project for the period February 11, 2026, through July 31, 2026;
2. Approve two additional Statements of Work for expert consultant services totaling $405,080 under the County’s Master Agreement with vTech Solution, Inc. for the period February 11, 2026, through July 31, 2026; and
3. Delegate authority to the Chief Information Officer to execute the Statements of Work and any subsequent amendments, pending County Counsel concurrence, up to an annual aggregate of $74,999 per master agreement.
SUMMARY:
California statute (AB 133 Chapter 143, Statutes of 2021) established the California Advancing and Innovating Medi-Cal (CalAIM) Initiative, which mandates all counties begin implementation of pre-release Medi-Cal enrollment processes for justice-involved adults and youth. On December 10, 2024, the Board of Supervisors affirmed the Sheriff’s implementation plan and budget submitted to and approved by the California Department of Health Care Services (DHCS). The Sheriff’s implementation plan supports readiness activities including the creation and implementation of data sharing between County departments, the State of California, the Third-Party Administrator, and community-based organizations through technology. The Sheriff’s Office is partnering with the County Department of Information Technology (DoIT) for assistance in managing this project.
Under the CalAIM Initiative, correctional facilities are required to go-live with 90-Day Pre-Release Medi-Cal services by October 1, 2026. Currently, DoIT does not have the staffing resources needed to complete the technology-related services for this project and has recommended use of two contracted consultants selected through a Request For Qualifications process conducted in October 2021. The proposed Statements of Work (SOWs) will provide an IT Project Manager, a Business Systems Analyst, an IT Data Engineer, and an IT Data Architect to establish a secure, standards-based data exchange with third-party and County systems.
FINANCIAL IMPACT:
DHCS issued a series of grants under the Providing Access and Transforming Health Justice-Involved (PATH-JI) Reentry Initiative Capacity Building Program to assist with the implementation of targeted pre-release Medi-Cal services. The Sheriff’s Office was awarded $3,500,000 in PATH-JI Round 3 funding. The Sheriff’s Office PATH-JI Round 3 budget, approved by DHCS and affirmed by the Board, includes $1,700,000 for technology-related services.
The combined maximum amount from the SOWs is $707,480, of which $500,000 is expected to be expended during FY2025/26. The Sheriff’s Office has sufficient appropriations in Fund 325 to fund the cost of these SOWs. These expenditures are entirely offset with PATH-JI Round 3 revenue; therefore, Board action will have no impact to the County General Fund. Expenditures will be reimbursed by the Sheriff’s Office on a monthly basis and will not significantly impact the County’s cash flow.
The cost associated with preparing the agenda item is nominal and absorbed by the department’s FY2025/26 Working Budget.
DISCUSSION:
The Sheriff’s Office applied for the CalAIM PATH-JI Round 3 grant on July 31, 2023, and was awarded $3,500,000 to conduct a readiness assessment, develop an implementation plan and budget, and implement Medi-Cal services. The Sheriff’s Office contracted with Health Management Associates (HMA) to assess the Sheriff’s 90-day pre-release readiness and assist in developing the Implementation Plan and Budget. Readiness assessments for correctional agencies address whether correctional facilities are able to go live to provide 90-day Medi-Cal Reentry Services and screening/referrals for behavioral health links across their respective facilities. HMA met with the Sheriff’s Office and other County stakeholders to develop the Implementation Plan and Budget. The Implementation Plan addresses the required areas of focus: 90-Day Pre-Release Eligibility Screening, 90-Day Pre-Release Service Delivery, Reentry Planning and Coordination, and Oversight and Project Management, and the corresponding readiness elements. An excerpt from the Budget is summarized below.
Technology and Data Sharing: $1,700,000 to enhance existing provider Electronic Health Records Systems in order to bill Medi-Cal, to develop secure data exchanges with the Sheriff’s Jail Management System, other County departments, Managed Care Plans, other providers and state agencies; and to create a billing system for tracking and reconciling Medi-Cal reimbursement revenues, including contracting with a Third-Party Administrator (TPA).
The proposed SOWs are necessary for Solano County to meet its obligations.
ALTERNATIVES:
The Board of Supervisors could choose not to approve one or all the SOWs; however, this alternative is not recommended as the IT professional services are critical for program success and compliance with the State mandated GoLIVE date of October 1, 2026.
OTHER AGENCY INVOLVEMENT:
County Counsel has reviewed and approved the SOWs as to form. DoIT negotiated with AgreeYA and vTech to draft the respective scopes of work, hourly rates, and maximum anticipated hours needed.
CAO RECOMMENDATION:
APPROVE DEPARTMENTAL RECOMMENDATION