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    6.    
PUBLIC PROTECTION COMMITTEE
Meeting Date: 06/27/2022  
Subject:    Update on RFP Process for AB109 Evidence-based Reentry Housing Programs
Submitted For: Esa Ehmen-Krause, County Probation Officer
Department: Probation  
Referral No.: N/A  
Referral Name: Referral on AB 109 Community Programs
Presenter: Denise Zabkiewicz, ORJ Contact: Nicole Popczuk, (925) 313-4139

Information
Referral History:
On February 28, 2022, the Public Protection Committee (PPC) approved the Community Corrections Partnership (CCP) Executive Committee’s recommended FY 2022-23 AB 109 Public Safety Realignment Budget. The Recommended Budget included the following allocations for Community Programs:

  • Family Reunification Services - $299,261
  • Peer Mentoring Services for West County - $118,450
  • Civil Legal Aid Services - $161,710
  • Management of a Network of System of Services for Central and East County - $1,008,370
  • Evidence-Based Employment Services - $2,351,490
  • Evidence-Based Housing Services – $1,310,160

Based on the approved funding allocations for the AB 109 Community Programs, the Office Reentry and Justice sought to solicit proposals from qualified organizations to provide the abovementioned services for a duration of a three-year contract cycle.
Referral Update:
The Office of Reentry & Justice (ORJ) of the Probation Department administers the contracts for AB 109 Community Programs and conducts the procurement process in collaboration with the Purchasing Department to utilize the county’s online procurement portal known as Bidsync. Throughout the RFP development process and in accordance with the Probation Department’s initiative to formalize performance-based contracting standards, ORJ received technical assistance and consultation from the California State Association of Counties (CSAC) to implement changes to the procurement process. These changes included requiring respondents to apply a data-driven approach to service delivery; develop a process for program planning through logic models; and support evidence-based programming in the core service areas of housing and employment for the justice-involved populations.

In preparation of these changes, ORJ hosted and invited county and community-based service providers to three webinar trainings focused on evidence-based programming in the reentry field, practical steps for adopting a data-driven approach to service delivery and logic model development. These trainings were held in advance of the RFP release on the following dates: October 19, 2021; November 9, 2021 and November 30, 2021. ORJ also scheduled a subsequent “office hours” meeting on December 7, 2021 to address any remaining questions or concerns following the trainings series.

RFP Timeline

The following timeline established a process that from date of RFP issuance to notification of award recommendations lasts approximately three months. Sufficient time was given to account for significant changes to the RFP process. With strict adherence to the timeline, the Board of Supervisors authorized contracts for services, with the exception of AB 109 Evidence-based Reentry Housing Program, at the June 7th, 2022.

RFP released Thursday, December 9, 2021
Written Questions Due 12:00 p.m., Thursday, December, 23, 2021
Addendum Issued Friday, January 7, 2022
Mandatory Bidders’ Conferences 12:00 p.m., Wednesday, January 12, 2022 – Evidence-Based Housing & Employment Services
12:00 p.m., Thursday, January 13, 2022 – remaining AB 109 Community Programs
Response Submission Deadline 12:00 p.m., Thursday, January 28, 2022
Response Withdrawal 12:00 p.m., Tuesday, February 8, 2022
Response Review Process Week of February 22, 2022
Notification of Recommendations Tuesday, March 15, 2022


The RFP was posted on BidSync, a procurement web-based portal the County utilizes for contracting opportunities, and distributed directly via email to contacts developed by the Office of Reentry & Justice.

RFP Responses & Proposal Review

The ORJ received 12 proposals in total in response to three RFPs. Three proposals were submitted for Evidence-Based Employment Services; four proposals for Evidence-Based Reentry Housing Services; one proposal each for Peer Mentoring, Civil Legal Aid, and Family Reunification Services; and two proposals for Management of Network System of Services for Central and East County. Of the 12, ten proposals met the requirements for technical review and were referred for panel review and scoring.

Four distinct RFP Review Panels were convened to evaluate and score each proposal. The RFP Review Panels were facilitated by the ORJ and included subject matter experts, representatives of organizations working directly with justice-involved populations within and outside of Contra Costa County, and individuals with lived experience of justice-system impact.

Panel sessions were conducted utilizing a “Consensus Scoring Methodology” for proposal evaluation, and all panel members submitted required Impartiality Statements and Conflict of Interest forms prior to receipt of proposals for review and scoring. Panel sessions were convened multiple dates between February 22nd – February 25th, 2022, and March 1st, 2022. Each panel made an independent determination of whether to invite any proposers for an interview prior to making its final recommendation.

Following the review process, each Review Panel recommended the following contract award nominations:

  1. Evidence-Based Reentry Employment Program
    1. Rubicon Programs – Award amount of $2,351,490 for FY 22-23 and projected 3YR amount of $7,268,220
  2. Family Reunification Services
    1. Centerforce – Award amount of $96,820 for FY 22-23 and projected 3YR amount of $299,261
  3. Peer Mentoring Services (West County)
    1. Men and Women of Purpose – Award amount of $118,450 for FY 22-23 and projected 3 YR amount of $366,117.
  4. Civil Legal Aid Services
    1. Bay Area Legal Aid – Award amount of $161,710 for FY 22-23 and projected 3YR amount $499,829.
  5. Management of Networked System of Services (Central/East County)
    1. HealthRight 360 – Award amount of $1,008,370 for FY 22-23 and projected 3YR amount of $3,116,771.

The notifications of award recommendations by the Review Panels were prepared and distributed.

Re-Issuance of Evidence-Based Reentry Housing RFP# 2204-561

Throughout the duration of the RFP process, the Probation Department and ORJ received an appeal request highlighting the technical challenges in utilizing the Bidsync portal that ultimately affected timely submission and further engagement in the procurement process. After careful review and assessment of the overall solicitation process for procuring housing services, the ORJ in collaboration with County Counsel and the Purchasing Department concluded that in the best interest of the community and all applicants, awards would not be issued under RFP #2111-522 for AB 109 Evidence-Based Reentry Housing Program.

All applicants and Review Panelists were notified of this decision on April 1st, 2022 following the conclusion of the appeal process. ORJ issued a new solicitation process under RFP #2204-561 for AB 109 Evidence-Based Reentry Housing Programs on April 27th, 2022. All applicants were invited to resubmit their modified applications for consideration.

Updated RFP Timeline

The following timeline establishes a process that from date of RFP issuance to notification of award recommendations lasts approximately one month.

RFP Timeline
RFP released Wednesday, April 27th, 2022
Mandatory Bidders’ Conference 10:00 A.M., Wednesday, May 4th, 2022
Written Questions Due 4:00 P.M., Friday, May 6th, 2022
Addendum Issued Wednesday, May 11, 2022
Response Submission Deadline 3:00 P.M., Wednesday, May 18, 2022
Response Withdrawal 12:00 P.M., Wednesday, May 25, 2022
Response Review Process Week of May 30, 2022
Notification of Recommendations Early June 2022

Given the condensed timeline from the date of RFP issuance to notification of award recommendations, CCP members during the April 29th, 2022 meeting recommended immediate referral to the Public Protections Committee and/or the Board of Supervisors for approval and authorization to award contracts, and in doing so, CCP would forego its review of the Housing Services RFP process and authorize the ORJ to provide an update to CCP at its September 2022 meeting.

RFP Responses & Proposal Review

The ORJ received a total of three (3) proposals in response to RFP# 2204-561. All three proposals met the requirements for technical review and were referred for panel review and scoring. Panel sessions were convened on June 9th, 2022, and June 17th, 2022. In addition to the evaluation of each proposal, panel members also requested follow-up responses from all applicants to be considered for final recommendation.

The Review Panel for the Evidence-Based Reentry Housing Programs RFP responses consisted of the following members:

  • Blanca Hernandez, Deputy Public Defender, Contra Costa County Office of the Public Defender
  • Denise Zabkiewicz, Research & Evaluation Manager, Office of Reentry & Justice, Probation Department
  • Doug Leich, Multi-Faith Action Coalition

The RFP Review Panel recommended a full contract award to Lao Family Community Development to implement its evidence-based reentry housing program model countywide with an annual allocation of $1,310,160 and projected amount of $4,049,574 for a period of three (3) years beginning July 1, 2022 and ending June 30, 2025. ORJ will seek board authorization of the contract award nomination at the next scheduled July 12th 2022 Board of Supervisors meeting.
Recommendation(s)/Next Step(s):
1. ACCEPT Update on AB 109 Evidence-based Reentry Housing Program RFP Process.

2. ACCEPT Review Panel award recommendation for AB 109 Evidence-Based Reentry Housing Program to be considered for Board Approval on July 12, 2022 meeting.
Fiscal Impact (if any):
The awarded contract will have an aggregate cost of $4,049,574 during FY 2022-2025 and will be funded 100% with AB 109 Public Safety Realignment revenue.
Attachments
Attachment A - RFP# 2204-561 AB 109 Evidence-based Reentry Housing Program
Attachment B - Notification of Award Recommendation
Applicant 1 - Panel Scoring Sheet
Applicant 2 - Panel Scoring Sheet
Applicant 3 - Panel Scoring Sheet
Applicant 1 - Follow Up Responses
Applicant 2 - Follow Up Responses
Applicant 3 - Follow Up Responses

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