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Approve 20 Probation Department contracts and contract amendments totaling $9,175,185 effective July 1, 2024; Delegate authority to the County Administrator, pending County Counsel concurrence, to execute the contracts and amendments and any subsequent amendments that remain within budgeted appropriations up to an annual aggregate of $74,999; Authorize the Chief Probation Officer to execute any subsequent amendments which are administrative or technical in nature and have no fiscal impact; and Delegate authority to the County Administrator to authorize grant submissions in excess of $75,000 in order to secure funding to maintain and/or restore service levels for existing programs and projects
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Published Notice Required? Yes _____ No __X___
Public Hearing Required? Yes _____ No __X___
DEPARTMENTAL RECOMMENDATION:
The Chief Probation Officer recommends the Board of Supervisors:
1. Approve 20 annual and multi-year Probation Department contracts and contract amendments totaling $9,175,185 effective July 1, 2024 (Attachment A);
2. Delegate authority to the County Administrator, pending County Counsel concurrence, to execute the contracts and amendments and any subsequent amendments that remain within budgeted appropriations up to an annual aggregate of $74,999;
3. Authorize the Chief Probation Officer to execute any subsequent amendments which are administrative or technical in nature and have no fiscal impact; and
4. Delegate authority to the County Administrator to authorize grant submissions in excess of $75,000 in order to secure funding to maintain and/or restore service levels for existing programs and projects.
SUMMARY:
The Probation Department’s submits a master list of annual contracts and amendments, which are delineated in Attachment A and in the discussion section herein, representing routine department services that exceed $74,999 in annual compensation requiring Board approval to continue in accordance with the County Purchasing and Contracting Policy Manual. The total amount for FY2024/25 is $9,175,185 in expenditures with a combined contract maximum amount of $29,565,666.
FINANCIAL IMPACT:
The contracts and amendments totaling $9,175,185 are funded with a combination of $7,469,447 in State and federal funds and $1,705,738 in County General funds. The Probation Department’s FY2024/25 Recommended Budget includes sufficient appropriations to cover the anticipated contract costs. The County’s Standard Contract allows for the County to terminate or amend a contract if funding becomes unavailable during the term of the contract.
The costs associated with preparing the agenda item are nominal and absorbed by the department’s FY2023/24 Working Budget.
DISCUSSION:
The 20 contracts and contract amendments are needed to support youth correctional and probation operations. The new contracts contain no significant changes from the prior contracts for the continuation of existing services. The contract amendments contain no significant changes from their respective contracts. The amendments extend the current respective contracts for up to two additional years, increase the total compensation to reflect FY2024/25 projected expenditures, and, where applicable, include a FY2024/25 program budget.
Below is a brief description of some of the most significant contracts. The full details and links to all the contracts can be found in Attachment A, B and C.
• Aldea (Substance Use Disorder Services): Aldea provides a comprehensive substance use treatment program for youth ages 12-25 under the supervision of the department, both in the community and at the JDF. Identified as critical needs in both the Juvenile Justice Coordinating Council (JJCC) Multiagency Action Plan and the SB 823 (DJJ Realignment) Plan, services to be provided under this agreement include a structured program inclusive of assessment, individual treatment, group treatment, and aftercare for youth and young adults with substance use disorders. The recommended one-year contract provides services from July 1, 2024 through June 30, 2025.
• Alternative Restorative Communities, LLC (Community Mentoring): Alternative Restorative Communities (ARC) will provide an array of evidence-based youth development programs that are grounded in the 40 Developmental Asset Framework and are shown to increase prosocial skills and positive outcomes for youth while decreasing risky behavior. The recommended one-year contract provides services from July 1, 2024 through June 30, 2025.
A second contract with ARC, under an Office of Youth and Community Restoration (OYCR) grant, will provide a home with six staff members, which will operate 24/7 and ensure that participants adhere to the Rise Up House rules and guidelines, fostering a restorative and supportive community. Staff will also monitor the implementation of personalized case / treatment plans for participants. This contract will provide case planning and management services for youth and ensure appropriate community supports are in place upon release from the Juvenile Detention Facility (JDF). The recommended two-year contract provides services from July 1, 2024 through June 30, 2026.
• Archway Recovery Services (Substance Use Disorder Treatment): Archway is a provider of comprehensive Substance Use Disorder Treatment services as an on-site and referral servicer for moderate to high-risk clients with a substance use disorder. Services under this contract will cover the needed engagement, collaboration, multi-disciplinary case management and information sharing needed to fully serve the target population, both by increasing retention and addressing relapse. Substance use disorder services is identified as a critical need in the County Public Safety Realignment plan. The current contract will expire on June 30, 2024 and the recommended one-year extension provides for continued services through June 30, 2025.
• California Forensic Medical Group (Medical Services): CFMG is responsible to provide youth with mandated primary medical care, address acute symptoms and/or conditions, and avoid preventable deterioration of health while in confinement under the applicable provisions of the California Code of Regulations, Title 15, Article 8 Health Services and adheres to all policies and regulations. The original contract term provides state mandated services from July 1, 2021 through June 30, 2024. The recommended one-year amendment provides for continued vital, state mandated services and is necessary to maintain the health and safety of those juveniles in custody.
• Leaders in Community Alternatives, Inc. (Job Readiness and Juvenile Services): LCA provides on-site employment and related re-entry services. The original contract and its subsequent amendments have supported the Department’s employment, re-entry, and vocational training programs. The current contract will expire on June 30, 2024. The recommended one-year extension will allow for continued services through June 30, 2025.
A second contract provides for Substance abuse group program facilitation utilizing the Change Companies’ curriculum: Keep It Direct and Simple program, Community Service and Service-Learning Project development, Employment Skills Training and Job Seeking Support, Homework Assistance, Reentry, Transitional and Family Reunification supports, and Transportation Services at the Youth Achievement Centers (YACs) and at the JDF. The current contract expires on June 30, 2024. The recommended 3-month extension will provide services through September 30, 2024.
• Solano County Office of Education (Mental Health, Transitional Education, Education & Tutoring Services, and Vocational Trades): The Solano County Office of Education (SCOE) has four separate contracts with the Solano County Probation Department.
SCOE facilitates ongoing therapeutic group sessions focused on trauma and mental health well-being provided by a behavioral health clinician who provides weekly one on one individualized counseling sessions with youth at the JDF. A second contract provides transitional educational services and college readiness services to youth detained at the JDF, or otherwise under department supervision. The Transitional Educational Program is designed to assist youth and parents with services that expedite re-enrollment in their local school district following detention. A third contract provides for a certificated teacher who offers one-on-one tutoring, homework assistance, and high school and college guidance counseling at the JDF and at the YACs. These contracts expire on June 30, 2024. The recommended one-year amendments provide for continued services through June 30, 2025.
The purpose of the last contract with SCOE is to establish responsibilities and procedures related to the Vocational/Employment services provided to students detained at JDF or otherwise under the jurisdiction of the Solano County Probation Department. This Agreement establishes a formal relationship between Solano County Office of Education (SCOE) and Solano County Probation Department (Probation) for the purpose of providing students in Juvenile Court and Community Schools (JCCS) an “Introduction to Construction Trades” course. This contract provides services from July 1, 2024 through June 30, 2027.
• Seneca Family of Agencies (Mental Health Wraparound Services): Seneca provides family based clinical services, including wraparound services to youth and families in need. The recommended three-year contract provides services from July 1, 2024 through June 30, 2027.
• Technical Resource Management, LLC dba Cordant Health Solutions (Drug Testing Services): The Department is responsible for providing drug testing services to clients to detect illegal substances and monitor compliance with Court orders. Cordant provides forensic legally defensible laboratory testing, specimen collection services, and evidence-based substance abuse management/compliance monitoring and reporting. Cordant provides urine testing, oral fluid testing, and drug testing services and has focused on serving government agencies. The recommended three-year contract provides services from July 1, 2024 through June 30, 2027.
• Volunteers of America Northern California and Northern Nevada, Inc. (Transitional Housing): Volunteers of America accepts referrals for all housing services required by the Department’s clients that range from immediate need shelter, transitional housing, housing navigation, landlord development and permanent housing placements and supports. The current contract expires on June 30, 2024. The recommended one-year extension will allow for continued services through June 30, 2025.
The remaining six contract amendment details can be found in Attachment A and C and are with the following vendors: Arbinger (Leadership Development); CA Barbering and Cosmetology (Pre-apprenticeship Training Program); Capital Advocacy Partners (Grant and Funding Identification); Catalis Courts (Software Support); Justice Benefits (Time Study Analysis); and Saki Cabrera (Evaluator for JDF Clients).
The Probation Department regularly seeks State, federal, and private grants to support, maintain, and/or restore existing programs and services. In general, grant announcements are issued with short timelines for submission. Delegating authority to the County Administrator to approve the submission of grant applications over will allow for maximum flexibility in applying for additional funding, allow for timely grant submission, and help maintain client services. If the grant is awarded, the Probation Department will return to the Board for appropriation of any funding received.
ALTERNATIVES:
The Board of Supervisors could choose from the following alternatives:
1. Not to approve some or all the contracts or amendments. This alternative is not recommended since non-approval by the Board will result in an interruption of vital and/or mandated services provided by the Department; and/or
2. To address some or all these contracts individually. This alternative is not recommended as these services are ongoing and routine in nature and are essentially unchanged from year to year. This alternative would require the Department to present individual board agenda items; and/or
3. Not to authorize the Chief Probation Officer or the County Administrator to approve and execute any future contract amendments. This alternative is not practical as it would require the department to request Board approval for routine matters such as minor technical changes. Historically, the Board has granted the Chief and other department heads authority over these responsibilities and the County Administrator authority up to $74,999.
4. Not to authorize the County Administrator to authorize grant submissions in excess of $75,000. This alternative is not recommended as it would delay the department’s ability to apply for additional funding opportunities.
OTHER AGENCY INVOLVEMENT:
County Counsel has reviewed and approved all contracts and amendments included on this list for legal sufficiency.
CAO RECOMMENDATION:
APPROVE DEPARTMENTAL RECOMMENDATION