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Consent-Health & Human Services # 13.
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| Board of Supervisors Meeting |
Employment & Social Services |
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| Subject |
| Approve third amendment to Agreement No. 2010-0124 with Document Fulfillment Services for CalWIN client correspondence printing and mailing services for the Department of Employment & Social Services, extending the term through June 30, 2017 and increasing the existing contract by $170,000 per fiscal year. (General fund impact $1,542 for Fiscal Year 2015-16) (Planell) |
| Recommended Action |
| Approve third amendment to Agreement No. 2010-0124 with Document Fulfillment Services for CalWIN client correspondence printing and mailing services for the Department of Employment & Social Services, extending the term through June 30, 2017 and increasing the existing contract by $170,000 per fiscal year. |
| Strategic Plan Goal(s) |
| Partnering and collaborating for a successful Yolo County. |
| Reason for Recommended Action/Background |
Yolo County is one of eighteen counties in the CalWIN Consortium that implemented CalWIN as a primary business application for determining public assistance eligibility, computing, issuing and tracking benefits for CalWORKs, Medi-Cal, Food Stamps, General Assistance and Foster Care. Over the course of the CalWIN development project, consortium counties provided considerable input into the design of the CalWIN system; however, printing resources were not part of the CalWIN project contract, leaving counties to provide their own printing solutions. Since all eighteen counties face similar challenges and requirements for meeting the CalWIN printing specifications and mandated regulator requirements, consortium members developed a strategy that attempts to standardize the printing solution, maintain data integrity, avoid duplication of effort and is cost effective.
Yolo County used the original bid process completed in 2010 by Sacramento County, a member of the consortium, as the basis to originally select Document Fulfillment Services (DFS) as its vendor. Sixteen of the eighteen CalWIN consortium counties have existing agreements with DFS, a West Sacramento company. The Sacramento County Department of Human Assistance has requested that we extend the existing contract, and they will release a new request for printing and mailing services on behalf of the CalWIN consortium in the near future. Sacramento County will select the winning vendor for the next contract in time for CalWIN consortium counties to have the opportunity to make a decision regarding contracting for these services and obtain Board of Supervisors approval for the chosen contractor prior to the anticpated March 1, 2017 contract start date.
Under the contract, DFS will provide all printing services to process CalWIN client correspondence including paper, envelopes, printing, folding, inserting, presorting and mailing within 24 hours. Costs for these services are determined on a cost-per-unit basis. The need for increasing contract expenditure is a result of increases in both postage and document printing and mailing to clients, as well as the increased volume of eligible clients. The cost per unit charged to Yolo County has not changed. |
| Collaborations (including Board advisory groups and external partner agencies) |
| County Counsel has reviewed the agreement and approved as to form. |
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| Fiscal Impact |
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| Source of Funds for this Expenditure |
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Explanation (Expenditure and/or Revenue) |
| Further explanation as needed: |
Funding for the increase in this fiscal year is already included in the department's 2014-15 budget.
The Department receives a document printing allocation from the State; however, the allocation does not cover the full cost of printing and mailing. The remaining operational costs are spread across programs. The total cost of this agreement is $170,000 per fiscal year: $72,930 for printing services and $97,070 for postage costs. This represents a $10,000 per year increase over the existing agreement. The additional General Fund impact for this amendment is $1,542 for Fiscal Years 2013-14 and 2014-15. |
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