Title
From the Interim Director, Department of Health and Human Services (DHHS), requesting authorization to waive the DHHS Request for Proposals (RFP) requirement and enter into a Professional Services Contract with Jewish Family Services for administrative and fiscal agent services for the Youth Sports Authority Program.
Body
Issue
Section 56.30 of the Milwaukee County Code of General Ordinances requires County Board approval for professional service contracts of $50,000 or greater. Per Section 56.30, the Interim Director of the Department of Health and Human Services (DHHS) is requesting authorization to waive the solicitation for proposals requirement and enter into a professional service contract with Jewish Family Services.
Background
In November 1999, the Milwaukee County Board of Supervisors adopted a provision as part of the 2000 county budget that provided $200,000 for establishment of the Milwaukee County Youth Sports Authority. The Sports Authority was to be governed by a seven-member Board that would review requests for funding of youth sports programs from community organizations. The program, which was housed in the County Health Programs Division (CHP), was aimed at promoting activities for at-risk youth that would encourage healthier lifestyles and positive interpersonal behavior.
In February 2000, the County Board approved a recommendation from CHP to execute a contract with the Milwaukee Foundation to serve as administrator and fiscal agent for the Sports Authority. Later that year, the County Board also approved operational policies to govern the distribution of Sports Authority funds. In 2002, a resolution was adopted that limited board members terms to 2 years and calls for a seven (7) to thirteen (13) member Board that would be appointed by the County Executive and Chair of the County Board alternately.
The Sports Authority Board received an appropriation of $200,000 in the 2001, 2002, and 2003 adopted budgets. The 2003 Adopted Budget also directed CHP to initiate a process to potentially secure a new entity to administer the program in 2003. In August 2003, the Planning Council for Health and Human Services, Inc. was awarded a six-month contract to serve as the new fiscal agent and administrator of the Sports Authority. The 2004, 2005, 2006 Adopted Budgets contained an appropriation of $150,000 for the Sports Authority Board and transferred funding from CHP to the Delinquency and Court Services Division. An appropriation of $145,000 was contained in the 2007 Adopted Budget. An appropriation of $200,000 was contained in the 2008 and 2009 Adopted Budgets. With County Board approval, that contract was extended each year through February 2009. In January 2009, the Planning Council informed Milwaukee County that it would not seek to renew the Sports Authority contract. In March 2009, with County Board approval, Fighting Back Inc. was awarded a twelve-month contract to serve as the new fiscal agent and administrator for the Sports Authority. The 2010 budget did not contain a Sports Authority appropriation however some funds balances remained. In January 2010, Fighting Back merged with Jewish Family Services and became a division of that organization. The Sports Authority Board last presented allocation recommendations to the County Board in April 2010 for Spring 2010 activities. The 2011 Adopted Budget includes a budget allocation of $100,000 to support the Sports Authority for Youth program.
Given the reduction in funds available; Jewish Family Services’ prior experience administering the solicitation; fund dispersment and tracking processes; and the agency’s agreement to perform the administrative services for a reduced amount not to exceed $8,000, the Department is recommending that the County Board consider waiving the solicitation for proposals requirement.
It should also be noted that the Department and JFS will need to work with both the County Executive and County Board offices to ensure that the necessary appointments are made to the Sports Authority Board to allow for the selection of grant awards.
Recommendation
It is recommended that the County Board of Supervisors waive the DHHS Request for Proposal requirement and authorize the Interim Director of DHHS, or his designee, to execute a one-year contract for the Youth Sports Authority administrative and fiscal agent contract with Jewish Family Services, Inc., for the period of February 1, 2011 through January 31, 2012. Under the administrative and fiscal agent contract, the full Sports Authority appropriation of $100,000 is transferred to Jewish Family Services, Inc., which would retain a maximum of $8,000 as an administrative fee. The balance of the appropriation, $92,000, is to be distributed to eligible organizations, based on recommendations by the Sports Authority Board and approval by the County Board of Supervisors.
Fiscal Effect
Approval of this request will have no tax levy impact in 2011 since the 2011 Adopted Budget contains sufficient funds. A fiscal note form is attached.
Geri Lyday, Interim Director
cc: County Executive Lee Holloway
Renee Booker, DAS Director
Allison Rozek, Analyst - DAS
Jennifer Collins, Analyst - County Board
Jodi Mapp, Committee Clerk - County Board