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  Consent-Health & Human Services   #   33.    
Board of Supervisors Service Centers  
Meeting Date: 07/24/2018  
Brief Title:    CalACES Memorandum of Understanding
From: Karen Larsen, Director, Health and Human Services Agency
Staff Contact: Nolan Sullivan, Branch Director, Health and Human Services Agency, x2945

Subject
Approve Memorandum of Understanding between the California Automated Consortium Eligibility System and the Welfare Client Data System Consortium Counties of Alameda, Contra Costa, Fresno, Orange, Placer, Sacramento, San Diego, San Francisco, San Luis Obispo, San Mateo, Santa Barbara, Santa Clara, Santa Cruz, Solano, Sonoma, Tulare, Ventura and Yolo for the procurement, implementation, maintenance and operations of shared services for the 58 counties in the creation of a single statewide-automated welfare system. (No general fund impact) (Larsen)
Recommended Action
Approve Memorandum of Understanding (MOU) between the California Automated Consortium Eligibility System (CalACES), and the Welfare Client Data System (“WCDS”) Consortium Counties of Alameda, Contra Costa, Fresno, Orange, Placer, Sacramento, San Diego, San Francisco, San Luis Obispo, San Mateo, Santa Barbara, Santa Clara, Santa Cruz, Solano, Sonoma, Tulare, Ventura, and Yolo (WCDS Counties) for the procurement, implementation, maintenance and operations of shared services for the 58 counties in the creation of a single statewide-automated welfare system.
Strategic Plan Goal(s)
Operational Excellence
Thriving Residents
Reason for Recommended Action/Background
Currently, there are two separate County consortiums in California that serve the general purpose of procuring, managing and maintaining automated welfare systems on behalf of counties. CalACES is a joint powers authority comprised of 40 California counties. The WCDS Consortium is comprised of 18 counties, including Yolo County.
 
Collectively, these two groups maintain several different automated welfare systems, including LEADER, C-IV, and CalWIN. However, the Centers for Medicare and Medicaid Services and the Food and Nutrition Services agencies of the United States Department of Agriculture recently instructed the State of California to move to a single statewide-automated welfare system (SAWS) by 2023. In moving towards that goal, California counties are pursuing the formation of a new consortium (CalSAWS) that will include all 58 counties. While representatives from both existing consortiums work towards this goal, they have agreed that CalACES should begin procuring and implementing shared services on behalf of all California counties.
 
These shared services will include rebuilding the Online CalWORKs Appraisal Tool, the Foster Care Eligibility Determination and other services deemed necessary by the CalSAWS Leadership Team and the California Welfare Directors Association.
 
By approving this MOU, Yolo County will be designating CalACES with the authority to procure and enter into contracts for shared services on our behalf. In addition, the County will be agreeing to provide any needed information to CalACES in support of their shared services work, transfer our County share of cost as agreed to in the budget process, provide access to  sites and facilities as necessary for the implementation of shared services, and take any actions necessary to interface with the shared services. This agreement will remain in effect until the formation of CalSAWS.
Collaborations (including Board advisory groups and external partner agencies)
California Automated Consortium Eligibility System
California Welfare Directors Association
Welfare Client Data System Consortium
Yolo County Health and Human Services Agency
Competitive Bid Process
No competitive bid process is required for this MOU. By approving this agreement, the Board will be designating CalACES with the authority to procure and enter into contracts for shared services (related to automated welfare systems) on behalf of Yolo County.

Fiscal Information
No Fiscal Impact
Fiscal Impact of this Expenditure
Total cost of recommended action
Amount budgeted for expenditure
Additional expenditure authority needed $0
On-going commitment (annual cost)
Source of Funds for this Expenditure
General Fund $0
Attachments
Att. A. Agreement

Form Review
Inbox Reviewed By Date
Karen Larsen Karen Larsen 06/13/2018 04:18 PM
Financial Services Tom Haynes 06/14/2018 01:25 PM
County Counsel Hope Welton 06/14/2018 02:50 PM
Karen Larsen Karen Larsen 07/10/2018 05:40 PM
Financial Services Tom Haynes 07/11/2018 09:48 AM
County Counsel Hope Welton 07/13/2018 04:03 PM
Form Started By: Tracey Dickinson Started On: 06/12/2018 01:01 PM
Final Approval Date: 07/13/2018
Level double AA conformance,
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