Title
a. Approve and authorize the Director or designee of the Department of Social Services to sign an agreement with LDV, Inc to create a custom-built mobile office for outreach services, including nonstandard term of agreement and termination, for the period of August 13, 2024 through December 31, 2025, in the amount of $730,846; and
b. Authorize the Director or designee of the Department of Social Services to sign up to three future amendments to this Agreement where the total amendments do not exceed 10% ($73,085) of the contract amount, and do not significantly change the scope of work, and not to exceed the maximum aggregate amount of $803,931.
Report
RECOMMENDATION:
It is recommended that the Board of Supervisors:
a. Approve and authorize the Director or designee of the Department of Social Services to sign an agreement with LDV, Inc to create a custom-built mobile office for outreach services, including nonstandard term of agreement and termination, for the period of August 13, 2024 through December 31, 2025, in the amount of $730,846; and
b. Authorize the Director or designee of the Department of Social Services to sign up to three future amendments to this Agreement where the total amendments do not exceed 10% ($73,085) of the contract amount, and do not significantly change the scope of work, and not to exceed the maximum aggregate amount of $803,931.
SUMMARY/DISCUSSION:
The Department of Social Services was awarded a three-year process and technology grant of $858,348 by the USDA Food and Nutrition Service. The funding for this grant will create a mobile enrollment office within a 26-foot van that will have a regular route to areas with the highest levels of food insecurity that will also support the community during natural disasters.
Customers currently have the options to call, apply online, or to visit one of our offices. Evaluating the services we offer in our offices and by sending individuals out in cars, the value of a mobile office equipped with access to multiple private interview rooms and translators became apparent. Since 2020, Disaster Supplemental Nutrition Assistance Program (D-SNAP) has three times been authorized through the Presidential Declaration of Disaster with Individual Assistance. During and after the most recent disaster declaration we surveyed people registered for D-SNAP who qualified for regular benefits to determine why they hadn’t previously applied. This grant seeks to begin to address those findings and to support the County Racial Equity and Inclusion initiatives by creating a higher level of equitable access for all county residents by acknowledging and addressing language barriers, access to appropriate technologies, and lack of time or access to transportation to travel to county offices.
Due to the unique nature of the services provided, the Department recommends approval of this agreement with the nonstandard term of agreement and termination.
OTHER AGENCY INVOLVEMENT:
The Office of County Counsel has reviewed and approved the Agreements as to form, Auditor-Controller’s Office reviewed the contract, but does not agree to the non-standard payment provisions.
FINANCING:
This agreement for $730,846 is being funded by a federal USDA Food and Nutrition Service grant. The agreement requires a down-payment of $356,423 within 30 days of signing the agreement. There is sufficient appropriations and revenues in the Social Services Fund 001-5010-SOC005 FY 2024-25 Adopted Budget. The balance of the grant, $365,989, will be incorporated in the upcoming FY 2025-26 budget.
BOARD OF SUPERVISORS STRATEGIC INITIATIVES:
This action correlates to the Administration and Health & Human Services Strategic Initiative adopted by the Board of Supervisors to improve health and quality of life through County supported policies, programs, and services, promoting access to equitable opportunities for healthy choices and healthy environments in collaboration with communities. It also supports the Administrative Initiative to Promote an organization that practices efficient and effective resource management and is recognized for responsiveness, strong customer orientation, accountability, and transparency.
Check the related Board of Supervisors Strategic Initiatives:
__Economic Development
X_Administration
X_Health & Human Services
__Infrastructure
__Public Safety
Prepared by: Joshua Eisenberg, Management Analyst II, x 4411
Approved by: Lori A. Medina, Director, x4430
Attachment: Agreement
The proposed agreement is on file with the Clerk of the Board as an attachment to this Board Report.