COUNTY OF SAN MATEO

Inter-Departmental Correspondence

Probation Department

DATE:

May 28, 2009

BOARD MEETING DATE:

June 9, 2009

SPECIAL NOTICE/HEARING:

None

VOTE REQUIRED:

Majority

TO:

Honorable Board of Supervisors

FROM:

Stuart J. Forrest, Chief Probation Officer

SUBJECT:

Agreement with Applied Survey Research

RECOMMENDATION:

Adopt a Resolution:

A. Authorizing the President of the Board to execute an Agreement with Applied Survey Research (ASR) to implement and maintain data collection for the Juvenile Probation and Camps Funding (JPCF) Programs, for the term of July 1, 2008 to October 31, 2011, in the amount of $135,000; and

B. Authorizing the Chief of Probation Department or the Chief’s designee to execute contract amendments which modify the County’s maximum fiscal obligation by no more than $25,000 (in aggregate), and/or modify the contract term and/or services so long as the modified term or services is/are within the current or revised fiscal provisions.

VISION ALIGNMENT:

Commitment: Responsive, effective and collaborative government.

Goal 22: County and local governments effectively communicate, collaborate and develop strategic approaches to issues affecting the entire County.

The Agreement contributes to this commitment and goal by providing evaluation tools for data collection for JPCF programs to measure effectiveness of services.

Performance Measure(s):

Measure

FY 2008-09

Actual

FY 2009-10

Target

FY 2010-11

Target

Percent of requested data received within 30 days of notification

100%

100%

100%

BACKGROUND:

In July 2005, the legislation directed the California Department of Corrections and Rehabilitation (CDCR) to administer Juvenile Probation and Camps Funding (JPCF) and CDCR entrusted the Corrections Standards Authority (CSA) with this responsibility. In effect, the JPCF Program is the Temporary Assistance for Needy Families (TANF) program that began in 1997. Counties used these federal dollars to fund services and programs across the continuum of options, from prevention/early intervention through custody and in juvenile halls, camps and ranches.

In 2007-2008, the San Mateo County Probation issued two Requests for Proposal (RFP) (see attached RFP matrix) for JPCF programming and evaluator applicants to support a broad spectrum of county probation services targeting at-risk youth, juvenile offenders both in and out of custody, and the families of these youth as well as evaluation of those programs’ productivity and effectiveness. With the recommendation of the multidisciplinary selection committee and the approval of the interagency TANF Planning Council, Probation selected the four programming contractors—Cabrillo Unified School District, Pyramid Alternatives, Youth Services Bureau, and Youth Family Enrichment Services—as well as one evaluator—Applied Survey Research—to receive approximately $1,451,100 in JPCF funds. Probation has entered into individual contracts with each of the five contractors.

DISCUSSION:

This Agreement with ASR is for evaluation services and will implement and maintain data collection in order to measure outcomes for the community services for at-risk youth for FY 2008-11 and will fulfill San Mateo’s Agreement with CSA. The Agreement has been delayed due to protracted contract negotiations and reductions in the State budget.

The Contractor has assured compliance with the County's Contractor Employee Jury Service Ordinance, as well as all other contract provisions that are required by County ordinance and administrative memoranda, including but not limited to insurance, hold harmless, non-discrimination and equal benefits. County Counsel has approved the Agreement as to form and Risk Management has approved the Contractor’s insurance.

FISCAL IMPACT:

The term of this Agreement is July 1, 2008 to October 31, 2011. The total obligation of the Agreement is $135,000 and is 100% funded through the State. Funds have been included in the FY 2008-09 Adopted Budget and will be included in the FY 2009-10 and FY 2010-11 Recommended Budgets. There is no Net County Cost.

1.

General Description of RFP

Evaluation of prevention and early intervention services for at-risk youth in an effort to develop and enhance youth asset development.

2.

List key evaluation criteria

Proposal Presentation/Format

Staff knowledge/experience/current professional development efforts

Youth Asset Development Knowledge/Experience

Proposed Evaluation Design Strategy/Methodology

Technical Capacity

Communication/Collaboration

Funding Request

3.

Where advertised

Posted on both the Probation and Health websites.

4.

In addition to any advertisement, list others to whom RFP was sent

Sent out and e-mailed to all current Probation Contractors as well as the TANF Planning Council and 46 county employees identified as being connected to any number of people, contractors, LISTSERV.

5.

Total number sent to prospective proposers

Eighteen current contractors, fifteen Council members and 46 county employees / Seventy nine

6.

Number of proposals received

3

7.

Who evaluated the proposals

Clara Boyden, Human Services Manager, Behavioral Health & Recovery Services, Health Department

Crispin Delgado, Management Analyst, Administration, Health Department

Melissa Wagner, Management Analyst, Adult Services, Probation

Marilyn Rex, San Mateo County Resident, IBM Retiree of 30 years, now a volunteer with the American Cancer Society and numerous County endeavors

8.

In alphabetical order, names of proposers (or finalists, if applicable) and location

Applied Survey Research (ASR), San Jose, CA

Harder and Company

National Council on Crime and Delinquency (NCCD)