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APPROVE MOTION TO AUTHORIZE AN AGREEMENT WITH COMMUNITY PARTNERSHIP FOR FAMILIES OF SAN JOAQUIN FOR THE OPERATION OF THE DOROTHY L. JONES COMMUNITY AND HEALTH CENTER
recommended action
RECOMMENDATION
It is recommended that the City Council adopt a motion:
1. Approving findings pursuant to Stockton Municipal Code section 3.68.070 in support of an exception to the competitive bidding process;
2. Authorizing the City Manager to execute an agreement with Community Partnership for Families of San Joaquin for the operation of the Dorothy L. Jones Community and Health Center; and
3. Authorizing the City Manager to take necessary and appropriate actions to carry out the purpose and intent of this motion.
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Summary
In 2006, the City built the Dorothy L. Jones Community and Health Center (“Center”) at 2044 Fair Street located on the east side of Williams Brotherhood Park in South Stockton. In 2007, Community Partnership for Families of San Joaquin (“CPFSJ”) entered into a five-year Memorandum of Understanding (“MOU”) and land lease for the facility and exercised a five-year renewal option to extend the Agreement in 2012. Upon the expiration of the agreement, the City entered a holdover agreement with CPFSJ and released a Request for Proposals (“RFP”) for Dorothy L. Jones Facility Management (RFP 16-027) on February 2, 2017.
Two responses were received and rated by criteria identified in the RFP. Both applicants were interviewed by a selection committee consisting of representatives from Tthe City’s Procurement Division, Office of Violence Prevention, Community Services, and two Stockton community members. The two proposals met evaluation criteria; however, at the conclusion of the evaluation process, staff determined that there was not enough emphasis in the RFP on minimum case-management standards and the partnership structure that was desired. Proponents were notified that neither proposal would be pursued and that the RFP would be revised to include more detail on the issues of case management and partnerships with other agencies. All proponents were encouraged to reapply and were notified when the RFP was reissued on December 7, 2017. Proposals were received until March 1, 2018. Two responses were received and rated based on the criteria identified in the RFP. After interviewing both Proponents, the RFP committee selected CPFSJ of Stockton, CA as most qualified. Staff is recommending approval of an Agreement with CPFSJ for a five-year term and one additional five-year option (Attachment A).
DISCUSSION
Background
The Center was built in 2006 as a catalyst in South Stockton to foster partnerships in delivering social, vocational, clinical and health services and serve as a neighborhood gathering place to strengthen community bonds. The 6,000-square foot facility has 1,700 square feet dedicated as a medical clinic. The clinic footprint includes a medical reception area and lobby, an interview room, a medical office, three exam rooms, a medical utility room, and a storage space.
After ten years of operation, the agreement with CPFSJ was at the completion of the original and renewal terms. Community Services staff prepared RFP 16-017 for the facility management of the Center which was released on February 2, 2017. Nine organizations participated in walkthroughs, of which two organizations submitted responses: Table Community Foundation and Fathers and Families of San Joaquin. As part of the RFP process, staff included an opportunity for any interested agency to register as a “consortium partner.” It was hoped that this process would facilitate the formation of a multi-agency proposal that would meet the original intent of the Center.
A review committee consisting of staff and community members conducted interviews, reviewed Proponent qualifications, and checked references. At the conclusion of the evaluation process staff and panel members determined that, while the proposals were properly completed, there were unanticipated gaps in the RFP that needed to be addressed to select a provider that could meet the needs of the City. Proponents were notified that neither proposal would be pursued and that the RFP would be revised and reissued to request guaranteed hours of case management per week, a guaranteed list of services to the community, and an explanation of outcomes and their measurement.
On December 7, 2017, the City reissued RFP 16-027 for the facility management of the Center and notified the previous proponents. On December 14, 2017, six organizations participated in a walkthrough, of which two organizations submitted responses: Table Community Foundation and Community Partnership for Families of San Joaquin. RFP 16-027 closed on Thursday, March 1, 2018, at 2:00 PM. A new review committee consisting of Community Services staff and community members conducted interviews, reviewed qualifications, and checked references. Both candidates were well-qualified with strong community connections, excellent references, and experience serving the neighborhood. Both candidates are also local, with offices located in Stockton. After a careful review of qualifications, experience, and programs, it was determined that CPFSJ was most qualified based on services offered,case management experience, letters of commitment from partners, and a robust outcomes measurement system.
CPFSJ is the current operator of the Center, having entered a five-year MOU and land lease for the facility on June 26, 2007, via resolution 07-0271 and a five-year renewal in 2012.
CPFSJ serves 150 clients a week, almost 8,000 client visits annually. In the period of 11 years, CPFSJ has had approximately 86,000 client visits. CPFSJ stabilizes and strengthens families by helping to increase health insurance coverage, decrease school absences, reduce child protective services interventions, increase job training skills and employability, and reduce arrest rates for youth. Direct services by CPFSJ include: job readiness, financial education, and financial skill building, after-school homework clubs and literacy programs, computer literacy and computer labs, health education and healthy living activities, free income tax services, youth development activities, parent cafes, and community engagement.
CPFSJ has twenty years of experience providing social services and case management services. CPFSJ has been recognized as one of the top 10 organizations across the nation to “move the needle” on violence prevention, financial self-sufficiency, and health through active cross-sector community collaboration CPFSJ will provide comprehensive intake and assessment, resource connection, case management, growth and development activities, and support services to youth and families.
In 2016, CPFSJ brought in a new co-located partner, Community Medical Center (“CMC”). CMC provides non-emergency health services to insured and uninsured residents and provides health education services, medical case management services, behavioral health services, outreach, and trauma-informed services. In addition to utilizing the Clinic space, CMC shares the restrooms and three additional offices equaling almost half of the facility. Co-located Partner Women’s Center-Youth and Family Services provides youth outreach. Co-located Partner Public Health provides WIC nutritional services.
Present Situation
The term of the City’s agreement with CPFSJ has ended, and there is currently a month-to-month holdover agreement until a new operator is approved. The City has a continued need to operate the facility to meet the needs of the community in this area of the City which is known to be economically and socially disadvantaged. An RFP process has been conducted to select an operator for the Center and CPFSJ as been determined to be the best provider of services through an RFP and evaluation process conducted by staff and community members.
To build strong, resourceful, and financially self-sufficient families over the next ten years, CPFSJ will focus on four major service goals: comprehensive case management services, neighborhood-driven initiatives for children and families, neighborhood access to social services and resources, co-located partners to increase accessibility of services in the community.
Contract terms have been negotiated, and staff is proposing a five-year operating agreement with one five-year renewal. The previous MOU and land lease was entered into during a more difficult financial period for the City and placed more responsibilities on CPFSJ. Given the City’s current fiscal health, an operating agreement makes more sense as it is consistent with other similar privately operated facilities such as Merlo Gym and McKinley Center and allows the City to serve in a stronger partner role to CPFSJ to facilitate their work in the Community.
Under the first Agreement, CPFSJ was responsible for utilities, repairs, and maintenance. Under the proposed agreement, the City will reimburse CPFSJ for 50% of Gas/Electric (not to exceed $12,000). The reimbursement will be reviewed annually. The City will be responsible for repairs and maintenance. CPFSJ will continue to be responsible for landscaping directly around the building. As with other operated facilities, the City will also not require compensation for the use of the building and will maintain the building, landscaping, and exterior pest control.
Findings:
Pursuant to the Stockton Municipal Code Section 3.68.070.A.3 relating to exceptions to the competitive bidding process, the following findings support the use of the RFP process to select an operator for the Center:
1. The purpose of the Center is to provide for the needs of neighborhood residents by improving outcomes around health, social equity, family strengthening, housing, and other support services.
2. In determining the most qualified operator for the Center, the predominant criteria is a proponent’s clinical expertise, breadth of social service offerings, and the ability to establish and maintain relationships with clients.
3. Use of the RFP process is appropriate in this case because it relies on the evaluation of clinical expertise, service offerings and client case management skill as the basis for selection of an operator. This ensures selection of a vendor that will provide the highest quality professional service which is in the public interest.
FINANCIAL SUMMARY
Under this agreement, the City will not provide any direct operational support or subsidy to CPFSJ for the management of the Dorothy Jones Center. Per the new agreement, the City will maintain and repair the facility and pay for landscaping beyond the immediate concrete footprint around the building. The City will reimburse CPFSJ for 50 percent of utility costs, up to an amount not to exceed $12,000 annually. It is anticipated the costs associated with those obligations for the remaining five months in FY 2018-19 will be $5,000, and the recommendation is to use existing appropriation in 044-3629-590. Appropriation for subsequent yearly obligations will be included in the Community Services budget.
Attachment A - 2019 Dorothy L. Jones Community and Health Center Agreement