title
Approve 70 Health and Social Services FY2025/26 contracts for a total of $65,523,841 plus the accumulative aggregate of individual client service agreements effective July 1, 2025; Delegate authority to the County Administrator, with concurrence from County Counsel, to execute contracts and amendments on this list of contracts, including those waiting for final execution by the vendor and any contracts and amendments that are within budgeted appropriations, including any subsequent modifications up to a fiscal year aggregate of $74,999 to individual contract limits; Delegate authority to the Director of Health and Social Services to execute any contract amendments which are technical or administrative in nature and have no fiscal impact; Adopt two resolutions to delegate authority to the County Administrator to execute revenue agreements and memorandums of understanding and to the Health and Social Services Director or designee to execute admission agreements for clients in need of a residential facility placement; Delegate authority to the Director of Health and Social Services or the Health Officer to execute the AIDS Master Grant Agreement; Delegate authority to the County Administrator to authorize grant submissions equal to and over $75,000 and to the Director of Health and Social Services for grant submissions up to $75,000 in order to secure funding to maintain existing programs and projects; and Approve the delegation of authority to the Executive Director of the Public Authority to execute Board approved contracts and amendments for the Public Authority included on the FY2025/26 List of Contracts
body
Published Notice Required? Yes _____ No __X__
Public Hearing Required? Yes _____ No __X__
DEPARTMENTAL RECOMMENDATION:
The Department of Health & Social Services (H&SS) recommends that the Board of Supervisors:
1) Approve 70 Health and Social Services FY2025/26 contracts for a total of $65,523,841 plus the cumulative aggregate of individual client service agreements effective July 1, 2025 (Attachments A and B).
2) Delegate authority to the County Administrator, with concurrence from County Counsel, to execute contracts and amendments on this list of contracts, including those waiting for final execution by the vendor (Attachment C) and any contracts and amendments that are within budgeted appropriations, including any subsequent modifications up to a fiscal year aggregate of $74,999 to individual contract limits.
3) Delegate authority to the Director of Health and Social Services to execute any contract amendments that are technical or administrative and have no fiscal impact.
4) Adopt two resolutions to delegate authority to the County Administrator to execute revenue agreements and memorandums of understanding and to the Health and Social Services Director or designee to execute admission agreements for clients in need of a residential facility placement (Attachment D) and to delegate authority to the Director of Health and Social Services or the Health Officer to execute the AIDS Master Grant Agreement (Attachment E).
5) Delegate authority to the County Administrator to authorize grant submissions equal to and over $75,000 and to the Director of Health and Social Services for grant submissions up to $75,000 to secure funding to maintain existing programs and projects; and
6) Approve the delegation of authority to the Executive Director of the Public Authority to execute Board-approved contracts and amendments for the Public Authority included on the FY2025/26 contracts list.
SUMMARY:
The Department of Health and Social Services (H&SS) develops and administers over 500 contracts and memoranda of understanding (MOUs) each fiscal year, many of which provide for routine and mandated ongoing services. H&SS recommends approving the H&SS FY2025/26 list of contracts as delineated in Attachments A and B, effective July 1, 2025. Three contracts listed in Attachment C still require final execution by the vendor. The attached lists include new and renewal agreements and amendments for ongoing services which require Board approval because the contract limit is over $75,000. As in prior years, H&SS is requesting that the Board delegate authority to the County Administrator, the H&SS Director or Health Officer, to approve agreements or MOUs as specified above, to expedite the contract process and allow timely delivery of services for the benefit of H&SS clients and to ensure compliance with County, State, and federal regulations.
FINANCIAL IMPACT:
The FY2025/26 Recommended Budget includes sufficient appropriations for all contracts submitted on this list. Any amendments made to H&SS contracts under the requested delegated authorities will be within Board approved FY2025/26 appropriations.
Approval of the FY2025/26 contracts does not limit the Board's ability to authorize an increase or decrease in funding for any approved contract. In addition, Section 26 of Exhibit C of the County's Standard Contract's General Terms and Conditions allows the County to terminate or amend an agreement if federal, State, or other funding becomes unavailable or is reduced during the contract's term.
The cost of preparing the agenda item is nominal and absorbed by the department’s FY2025/26 Recommended Budget.
DISCUSSION:
The State of California, private and public foundations, and other public entities contract with the County to fund and provide various services and programs. H&SS complies with all provisions of the County's Purchasing and Contracting Policies in developing the contracts presented for approval in this report. The County's policies select contractors, and requests for proposals are generally issued every three to five years, except as exempted by County, State, or federal policy and regulations.
Contracts
Under Board direction, the contract list has been sorted in two different ways, as follows:
• Attachment A - Alphabetical (with links to the contracts)
• Attachment B - By Division (with links to the contracts)
The list of contracts includes the vendors’ names, a brief description of services, the FY2025/26 recommended contract amount, the term ending date, and the estimated percentage of County General Fund in each contract. These lists also include contracts that have been reviewed by County Counsel but are waiting final execution by the vendor and are identified explicitly in Attachment C. H&SS is requesting that the County Administrator be authorized to execute all the listed contracts.
Contract Amendments Related to Program Changes, Program Funding, or Service Needs
Changes in service needs and/or program requirements are ongoing and often require amendments to existing agreements to continue effective service delivery. Any amendments exceeding the County Administrator’s delegated authority will be submitted to the Board of Supervisors for approval.
Minor technical and administrative amendments to some of these contracts are also necessary during the year. To expedite the processing of these amendments efficiently, H&SS requests that the Board authorize the Director of Health and Social Services to approve and execute such contract amendments with no fiscal impact.
Revenue Agreements, AIDS Master Grant Agreement, and MOUs
The federal government, the State of California, and other funding sources issue new and renewal revenue contracts received during the fiscal year, generally well after the July 1st start date. Authorizing the County Administrator to execute these revenue agreements and amendments will assist with the process of maintaining sufficient funds in H&SS - Fund 902 and avoiding an interest charge from the County Treasury. Some funds are received through a competitive process conducted at the State level and are considered grant funding for a specified service. Other funds are "categorical" and may only be utilized for the selected services identified once accepted by the County. Other revenue agreements allow H&SS to bill for services, particularly those funded by Medi-Cal. Execution of these agreements must be expedited to enable H&SS to claim or bill for reimbursement as quickly as possible (Attachment D).
The State Office of AIDS provides funding for several HIV-related services, all of which are incorporated into a Master Agreement, incorporating MOUs for each of the program areas. The State requires the Board to authorize the Director of H&SS or the Health Officer to execute the Master Agreement and all related documents (Attachment E).
H&SS works collaboratively with other County departments, outside agencies, non-profits, and community partners. MOUs are developed to define roles and responsibilities, referral arrangements, and other working relationships. Many of the MOUs are reviewed and renewed annually and are administrative. County Counsel reviews the MOUs as necessary. As an administrative efficiency, H&SS requests that the Board authorize the County Administrator to execute these MOUs.
Specified Agreements for Client Services
H&SS routinely contracts with a wide variety of residential facilities to provide client care, which often requires immediate placement, and H&SS must have the authority to execute admission/placement agreements with these facilities promptly. By so doing, the County's liability is reduced, and patient/client care is delivered efficiently. The FY2025/26 Recommended Budget includes $9,599,458 in appropriations for adult specified agreements (Room and Board, Augmented Board and Care, Inpatient Hospital and Institutions for Mental Disease [IMD] facilities) and $750,000 for child specified agreements in residential facilities. H&SS requests that the Board authorize the H&SS Director or designee to execute these agreements and authorize payments.
Delegated Authority to County Administrator to Authorize Grant Submissions Equal to and Over $75,000 and to the H&SS Director for Grant Submissions Up to $75,000 to Secure Funding to Maintain Existing Programs and Projects
H&SS staff seek State, federal, and private grants to support and maintain or restore existing programs and services. In general, grant announcements are issued with short submission timelines. Delegating authority to approve grant application submissions to the County Administrator will allow maximum flexibility in applying for additional funding, allow for timely grant submissions, and help maintain client services. If the grant is awarded, H&SS will return to the Board for appropriation of any additional grant funding received.
Delegated Authority to the Executive Director of the Public Authority
The contracts for the Solano County In-Home Supportive Services (IHSS) Public Authority services are included on the H&SS FY2025/26 list of contracts for approval. H&SS is requesting that the executive director of the public authority be delegated the authority to execute these board-approved contracts and amendments.
ALTERNATIVES:
The Board may choose to address some or all these contracts individually. This is not recommended because approving these routine contracts on an individual basis requires the preparation of multiple agenda items. Furthermore, individual approval may disrupt services to H&SS programs and clients.
OTHER AGENCY INVOLVEMENT:
County Counsel has reviewed and approved all contracts on the lists for legal sufficiency.
CAO RECOMMENDATION:
APPROVE DEPARTMENTAL RECOMMENDATION