Print Back to Calendar Return
  Consent-Health & Human Services   #   25.    
Board of Supervisors Service Centers  
Meeting Date: 08/01/2017  
Brief Title:    Document Fulfillment Services CalWIN Mailing and Postage Contract
From: Karen Larsen, Director, Health & Human Services Agency
Staff Contact: Kristy Brockett, Accountant Auditor I, Health & Human Services Agency, x2762

Subject
Approve fifth amendment to Agreement No. 2010-0124 with Document Fulfillment Services for CalWIN client correspondence printing and mailing services for the Health & Human Services Agency, extending the term through October 31, 2017 and increasing the existing contract by $50,000 for the period July 1, 2017 through October 31, 2017. (No general fund impact) (Larsen)  
Recommended Action
Approve fifth amendment to Agreement No. 2010-0124 with Document Fulfillment Services for CalWIN client correspondence printing and mailing services for the Health and Human Services Agency, extending the term through October 31, 2017 and increasing the existing contract by $50,000 for the period July 1, 2017 through October 31, 2017.
Strategic Plan Goal(s)
Operational Excellence
Thriving Residents
Safe Communities
 
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, CalFresh, 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 regulatory 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 anticipated October 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 the County has not changed. The increase is also due to the extension of this agreement.   
Collaborations (including Board advisory groups and external partner agencies)
County Counsel has reviewed the agreement and approved as to form.
 

Fiscal Information
Fiscal impact (see budgetary detail below)
Fiscal Impact of this Expenditure
Total cost of recommended action $50,000
Amount budgeted for expenditure $50,000
Additional expenditure authority needed $0
One-time commitment     Yes
Source of Funds for this Expenditure
Federal Funds $50,000
Further explanation as needed
Scope FY 10/11 FY 11/12 FY 12/13 FY 13/14 FY 14/15 FY 15/16 FY 16/17 FY 17/18 Total
Printing $68,500 $68,500 $68,500 $72,930 $72,930 $85,200 $56,800 $20,000 $513,360
Postage $91,500 $91,500 $91,500 $97,070 $97,070 $111,630 $74,420 $30,000 $684,690
Total $160,000 $160,000 $160,000 $170,000 $170,000 $196,830 $131,220 $50,000 $1,198,050
Funding for the increase for the period of July 1, 2017 through October 31, 2017 is already included in the department’s 2017-18 budget.
Attachments
Att. A. Amendment

Form Review
Inbox Reviewed By Date
Karen Larsen Karen Larsen 07/24/2017 12:13 PM
Financial Services Tom Haynes 07/25/2017 03:51 PM
County Counsel Hope Welton 07/25/2017 04:02 PM
Form Started By: kbrockett Started On: 06/29/2017 01:33 PM
Final Approval Date: 07/25/2017
Level double AA conformance,
                W3C WAI Web Content Accessibility Guidelines 2.0

AgendaQuick ©2005 - 2020 Destiny Software Inc. All Rights Reserved.