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File #: 2022-0060   
Type: Consent Calendar Item Status: Agenda Ready
File created: 1/13/2022 In control: Human Services
On agenda: 4/5/2022 Final action:
Title: Expanding the Upstream Investments' Shared Outcomes Measurement System to Include American Rescue Plan Act Outcome Tracking
Department or Agency Name(s): Human Services
Attachments: 1. Summary Report, 2. Sidekick Solutions Contract, 3. Budget Resolution
Date Action ByActionResultAction DetailsMeeting DetailsVideo
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To: Sonoma County Board of Supervisors

Department or Agency Name(s): Human Services

Staff Name and Phone Number: Oscar Chavez 565-3812, Kellie Noe 565-5849

Vote Requirement: 4/5th

Supervisorial District(s): Countywide

 

Title:

Title

Expanding the Upstream Investments’ Shared Outcomes Measurement System to Include American Rescue Plan Act Outcome Tracking

End

 

Recommended Action:

Recommended action

A)                     Adopt a Budget Resolution authorizing the Director of the Human Services Department (HSD) to modify the FY 2021-2022 budget by increasing appropriations in the amount of $26,000 to reflect a new funding allocation from the American Rescue Plan Act (ARPA). (4/5th Vote Required)

B)                     Authorize the Director of the Human Services Department to:

i)                     Execute an agreement with Sidekick Solutions LLC to expand the existing Upstream Investments Shared Outcome Measurement System on the Apricot platform to be paid for with ARPA funding for the period of April 1, 2022 through June 30, 2024 for a total amount not to exceed $371,000. (Majority)

ii)                     Amend said Agreement if needed by no more than $50,000 from the original amount and only if it does not significantly change the scope of service. (Majority)

(4/5th Vote Required)

end

 

Executive Summary:

On December 14, 2021, the Board of Supervisors approved appropriations funded by ARPA to pay for an outcome tracking system. This Board item requests authorization for the Director of HSD to execute an agreement with Sidekick Solutions LLC and implement the use of these pre-approved funds. 

 

Discussion:

In order to effectively monitor the progress and outcomes of our ARPA investments, the current HSD Upstream Results-Based Accountability (RBA) tracking system will be used. This tracking system is the Upstream Investments Shared Outcome Measurement System that relies on Apricot, a cloud-based software database. Funded partners will track program participation and collect performance data at the program level. Data collection in Apricot will include collecting key demographics such as, race/ethnicity, sexual orientation and gender identity, and geographic region. This information will allow the County to evaluate whether ARPA investments are having the intended effect on individuals who are disproportionality affected by COVID-19.

 

Using the expanded functionality of Apricot, the data will also be used to populate an online dashboard to track equity performance measures and the ARPA funded programs’ collective contribution to the Board approved funding priorities.

 

In addition, this work aligns with the Board’s strategic plan as noted below. Specifically, the project will monitor service distribution to ensure access is equitable, and it will monitor outcomes to determine if any disparities in outcomes result. The learnings from ARPA can be used to address data gaps in other areas of the County infrastructure.

 

Purchasing approved a single source waiver Sidekick Solutions, LLC to implement this contract. Sidekick currently provides database customization consulting for the HSD-Upstream’s existing system. Expanding on the existing system allows HSD to implement a quick adaptation and expand existing tracking to include new outcome areas. Rapid expansion is reliant upon our current customization consultant who has deep knowledge of Human Services' business practices. In addition, the current customization consultant has developed implementation templates and protocols that match Human Services' need for rapid deployment. These protocols include integration of the Results-Based Accountability Framework, which is the central framework that will guide ARPA outcome measurement. Using our existing relationship with this consultant is more efficient as it builds on current expertise and will ensure that we don't need to endure extended timelines or extra costs to bring a new consultant onboard.

 

Strategic Plan:

Data collected through this contract implementation will help monitor the distribution of services and parity in outcomes across racial groups. The ARPA funding requested is a new federal funding source aimed at providing pandemic recovery services. ARPA meets both the federal government objectives for monitoring improvements in community health along with the Board’s goals to establish equitable and data-driven distribution of services.

 

This item directly supports the County’s Five-year Strategic Plan and is aligned with the following pillar, goal, and objectives.

 

Pillar: Healthy and Safe Communities

Goal: Goal 2: Establish equitable and data-driven distribution of services

Objective: Objective 1: Safety Net departments will begin tracking data using results-based accountability (RBA) for key programs to establish common outcome measures, such as increased service access and utilization by communities of color, or decreased homelessness

 

Pillar: Healthy and Safe Communities

Goal: Goal 2: Establish equitable and data-driven distribution of services

Objective: Objective 3: Identify and eliminate data gaps for underrepresented groups, and collaborate with the community to implement measures to mitigate the negative impacts caused by the lack of access to services by racial and ethnic groups that are disproportion

 

Prior Board Actions:

12/14/21: American Rescue Plan Act (ARPA) Update - Response, Implementation and 2021-1386 Community Funding Approach

 

11/2/21: Authorized the Director of the Human Services Department to execute a contract with the selected winner of the RFP for Enterprise Resource Planning System to support compliance with ARPA-funded county programs.

7/27/21: Allocated additional resources for ARPA implementation.

 

7/12/16: Approved agreement with Social Solutions Global, Inc. to continue the hosting, maintenance and technical support for the cloud-based software, Apricot, beginning July 1, 2016 and ending June 30, 2018, for a total not to exceed $142,250.

 

8/22/14: Approved the authorization of the original acquisition and customization of the Apricot cloud-based database through a software licensing contract with Community TechKnowledge (Social Solutions purchased Community TechKnowledge in 2015) and a customization contract with Sidekick Solutions.  

 

Fiscal Summary

 Expenditures

FY 21-22 Adopted

FY22-23 Projected

FY 23-24 Projected

Budgeted Expenses

-

 $228,050

 $116,950

Additional Appropriation Requested

$26,000

 

 

Total Expenditures

 $26,000

 $228,050

 $116,950

Funding Sources

 

 

 

General Fund/WA GF

 

 

 

State/Federal

$26,000

$228,050

$116,950

Fees/Other

 

 

 

Use of Fund Balance

 

 

 

Contingencies

 

 

 

Total Sources

$26,000

$228,050

 $116,950

 

Narrative Explanation of Fiscal Impacts:

Funding from ARPA will cover the cost of software customization of the Apricot software system over three fiscal years. Specifically, the Shared Outcomes Measurement module in the Apricot system will be programmed by Sidekick Solutions LLC to track ARPA-funded investments using the RBA methodology for evaluating program performance. The cost of software development for this project will cost $371,000 over three fiscal years. In FY 2021-2022, $26,000 will be expended. The subsequent two years will expend $228,050 and $116,950, respectively.

 

Staffing Impacts:

 

 

 

Position Title (Payroll Classification)

Monthly Salary Range (A-I Step)

Additions (Number)

Deletions (Number)

 

 

 

 

 

 

 

 

 

 

 

 

 

Narrative Explanation of Staffing Impacts (If Required):

N/A

 

Attachments:

Sidekick Solutions Contract #PREE-SS-ADBC-ARPA-2124

 

Related Items “On File” with the Clerk of the Board:

None