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Consent-Health & Human Services # 25.

Board of Supervisors

Service Centers

Meeting Date:	04/24/2018
Brief Title: Document Fulfillment Services CalWIN Mailing and Postage 1st Amendment
From:	Karen Larsen, Director, Health and Human Services Agency
Staff Contact:	Nolan Sullivan, Director of the Services Branch, Health and Human Services Agency, x2945
Supervisorial District Impact:

Subject

Approve first amendment with Document Fulfillment Services for electronic CalWIN client correspondence printing and mailing services for the Health and Human Services Agency to increase by $291,300 for a maximum amount of $1,216,300 for the period of February 1, 2018 and June 30, 2022; Revise Exhibit A: Scope of Work and Exhibit B: Budget Requirements to include language to expand services to MediCal and CalFresh packets; and add a mailing project for 2017-18 to mail out Process and Technology Improvement Grant flyers. (No general fund impact) (Larsen)

Recommended Action

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, 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 requirements, consortium members developed a strategy that attempts to standardize the printing solution, maintain data integrity, avoid duplication of effort and is cost effective.

Under the contract, Document Fulfillment Services (DFS) will provide all printing services on behalf of the CalWIN client correspondence, which includes paper, envelopes, printing, folding, inserting, presorting and mailing within 24 hours, and will also provide the necessary reports. Annual costs for these services are determined on a cost-per-unit basis and are included in the fiscal year 2017/18 budget.

Collaborations (including Board advisory groups and external partner agencies)

County Counsel approved as to form

Competitive Bid Process

Request for Proposals (RFP) Service Requested: Piggyback on Sacramento County; Sacramento County released a new request for proposals for services on behalf of the CalWIN consortium and selected the winning vendor in March of 2010. Most of the consortium counties entered into an agreement with the winning vendor, Document Fulfillment Services (DFS), a West Sacramento company. Yolo County used the bid process completed by Sacramento County, a member of the consortium, as the basis to select DFS as its vendor.

Fiscal Impact

Fiscal Impact (Expenditure)
Fiscal impact (see budgetary detail below)
Total cost of recommended action:		$ 291,300
Amount budgeted for expenditure:		$ 291,300
Additional expenditure authority needed:		$ 0
One-time commitment	Yes

Source of Funds for this Expenditure

$286,200

$5,100

Explanation (Expenditure and/or Revenue)

Further explanation as needed:

Original Agreement

	Contract Term
	FY1718	FY1819	FY1920	FY2021	FY2122	Total
Printing Service	$85,000	$85,000	$85,000	$85,000	$85,000	$425,000
Postage Service	$100,000	$100,000	$100,000	$100,000	$100,000	$500,000
Total	$185,000	$185,000	$185,000	$185,000	$185,000	$925,000

1st Amendment

	Initial Term
Scope	FY1718	FY1819	FY1920	FY2021	FY2122	Total
Printing Service	$85,000	$85,000	$85,000	$85,000	$85,000	$425,000
Postage Service	$100,000	$100,000	$100,000	$100,000	$100,000	$500,000
MC & CF Postage Service	$27,000	$64,800	$64,800	$64,800	$64,800	$286,200
PTIG Flyers	$5,100	$0	$0	$0	$0	$5,100
Total	$217,100	$249,800	$249,800	$249,800	$249,800	$1,216,300

Attachments
Att. A. Amendment

Form Review

Inbox	Reviewed By	Date
Nolan Sullivan	Nolan Sullivan	04/09/2018 10:16 AM
Financial Services	Tom Haynes	04/09/2018 04:16 PM
County Counsel	Hope Welton	04/10/2018 09:29 AM
Form Started By: kbrockett		Started On: 03/16/2018 01:26 PM
Final Approval Date: 04/10/2018