Special Notice / Hearing: None__
Vote Required: Majority
To: Honorable Board of Supervisors
From: Claire Cunningham, Director, Human Services Agency
Subject: Amendment to the Agreement with Exemplar Human Services, LLC
RECOMMENDATION:
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Adopt a resolution authorizing a fourth amendment to the agreement with Exemplar Human Services, LLC to continue providing data analytic and reporting services, increasing funding by $149,000, for a new total obligation amount of $1,272,000, with no change to the term.
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BACKGROUND:
On February 5, 2021, the Human Services Agency (HSA) released a Request for Proposals (RFP) to identify a provider of data analytic reporting services and Exemplar Human Services, LLC was awarded based on their experience, method, and approach as outlined in the RFP criteria.
On July 20, 2021, by Resolution No. 078332, the County entered into an agreement with Exemplar Human Services, LLC (Exemplar) for the term of July 1, 2021 to June 30, 2023, for a total obligation amount of $648,000 to provide performance reports using data from the county welfare system (CalSAWS, formerly CalWIN) to help HSA track key performance indicators, monitor caseloads, and identify areas for improvement for state welfare programs such as CalWORKs, CalFresh, Medi-Cal, and General Assistance.
On May 23, 2023, by Resolution No. 079652, the County amended its agreement with Exemplar to increase the term by 12 months through June 30, 2024, and added $222,000 in funding for a new total amount of $870,000, to cover the cost to continue services for the additional term.
On June 11, 2024, by Resolution 080431, the County amended the agreement with Exemplar to increase the term by 12 months through June 30, 2025, and added $228,000 in funding for a new total amount of $1,098,000, to cover the cost to continue services for the additional term.
On June 13, 2025, a director-level amendment was authorized to extend the term by 12 months through June 30, 2026, and added $25,000 in funding for a new total obligation amount of $1,123,000, to allow HSA to continue services without a gap until a Board-level amendment could be executed.
DISCUSSION:
This amendment increases funding by $149,000 for a new total obligation amount of $1,272,000 to cover the cost of the additional term added under the prior amendment. This amendment will allow HSA to continue receiving data analytics and reports services from Exemplar to ensure intake applications and continuing reports/renewals for all public assistance programs all processed within state mandated timeframes.
The resolution contains the County’s standard provisions allowing an amendment of the County’s fiscal obligations by a maximum of $25,000 (in the aggregate).
The County Attorney’s office has reviewed and approved the resolution and the amendment to the agreement as to form.
PERFORMANCE MEASURE:
|
Measure |
FY 2023-24
Actuals |
FY 2024-25
Actuals |
FY 2025-26
Target |
|
Percentage of public assistance applications processed within state standard timelines. |
67%* |
91% |
95% |
|
*The transition from CalWIN to CalSAWs (eligibility determination system) impacted application processing times. |
COMMUNITY IMPACT:
This amendment will positively impact Medi-Cal applicants and beneficiaries because services covered in this contract assist HSA in ensuring that eligibility determinations are processed within state mandated timeframes. This ensures that our community can access the medical coverage in which they are eligible for in a timely manner.
FISCAL IMPACT:
The term of this amended agreement is July 1, 2021 to June 30, 2026 for a total obligation amount of $1,272,000. The amendment adds $149,000 and is funded through Federal and State cost recovery and Net County Cost. The funding and appropriation for these services are included in the FY 2025-26 Recommended Budget and will be included in future budgets.