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Consent-Health & Human Services # 35.
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| Board of Supervisors |
Service Centers |
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| Subject |
| Approve the implementation of two additional information technology projects via a change request under Agreement No.15-04 with DXC Technology Services, LLC and add funding in the amount of $112,159 to implement these projects for a new contract maximum of $7,408,309 for the period February 1, 2015 through January 31, 2023. (General fund impact $21,711) (Larsen) |
| Recommended Action |
- Approve the implementation of two (2) additional Information Technology (IT) projects via a change request under Agreement No.15-04 with DXC Technology Services, LLC (“DXC”); and
- Add funding in the amount of $112,159 to implement these projects for a new contract maximum of $7,408,309 for the period February 1, 2015 through January 31, 2023.
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| Strategic Plan Goal(s) |
Operational Excellence
Thriving Residents
Safe Communities |
| Reason for Recommended Action/Background |
On January 13, 2015, the Yolo County Board of Supervisors approved a five-year Maintenance and Operations Agreement (MOA) between the Welfare Case Data System (WCDS) Consortium Counties, a consortium of eighteen (18) individual counties (herein after collectively referred to as “the Consortium” and individually referred to as “member”) and DXC. The MOA had a term of February 2, 2015 through January 2020, with several renewal period options.
On May 21, 2019, the first renewal period was exercised via the First Amendment (BOS No. 19-104), extending the MOA through January 31, 2023. A fully executed copy of amendment has been received at Yolo County after securing signatures from other members and the WCDS Board.
Per section 13. of the MOA, which was unmodified by the First Amendment, a member is allowed to contract with DXC for implementation of an individual member specific IT project via a “Change Request”, provided the project meets certain criteria and does not create a conflict with CalWIN project for the Consortium as a whole.
Section 13. of the MOA states in relevant part:
13. Separate Services and Products.
13.1 County Requests. Each County may ask Contractor to sell it equipment, third-party software licenses, or deliverables, and to perform special jobs, in addition to the Services described in Exhibit F or Change Requests between the Counties and Contractor, to be paid for by each requesting County in accordance with a Change Request, which is substantially similar to Change Requests used by Contractor and the Counties between that County and Contractor, as long as such separate services, equipment, third-party software or deliverables do not conflict with the Services, Equipment, and Deliverables provided to the Counties set forth in this Agreement, are substantially similar to those provided to the Counties under this Agreement, are related to the Systems, and take into consideration the available resources and capabilities of Contractor….
Yolo County Health and Human Services Agency (“HHSA”) is requesting the Yolo County Board of Supervisors' approval of two Change Requests with DXC for the implementation of two Yolo County specific projects. The Change Request documents provided by DXC are referred to as Project Approach and Cost/County Direct Agreements (“PACs”). Please see the PACs attached hereto as
1. Att. A. Project Approach and Cost–General Assistance; and
2. Att. B. Project Approach and Cost–Medi-Cal.
PAC Details:
- PAC-General Assistance: This project will streamline the delivery of General Assistance through an Electronic Benefit Transfer (EBT) mechanism. Benefits for the General Assistance program are currently issued via warrant and the new process will allow benefits to go directly onto the customers EBT card, which is also used for CalFresh benefits. The total cost of this project is $21,711.
- PAC-Medi-Cal: This project will automate batch printing of Medi-Cal renewal packets for Medi-Cal cases with authorized representatives, thus eliminating the manual processing for these cases. By automating the packet generation, staff will no longer have to manually compile the forms, and address packets as this will be done via vendor process. The total cost of this project is $90,448.
DXC has completed its due diligence and determined that neither project creates a conflict with DXC’s CalWIN deliverables for the Consortium as a whole.
Staff hereby recommends approval of the two PACs for implementation of both projects to support the HHSA Service Centers Branch in efficient and effective delivery of General Assistance and Medi-Cal benefits to the County’s population. |
| Collaborations (including Board advisory groups and external partner agencies) |
| County Counsel has approved both PAC as to form. |
| Competitive Bid Process |
| The original agreement was awarded to HP Enterprise Services (now known as DXC Technology Services, LLC) based on RFP issued on March 1, 2013 by member counties. As of April 1, 2017 HP Enterprise Services simultaneously became Enterprise Services LLC (“ES”) and merged with Computer Sciences Corporation (“CSC”) to form DXC Technology, a new parent company to ES and CSC. Subsequently, as of January 1, 2018, ES has assigned its obligations under the Agreement to DXC Technology Services LLC (“DXC”), a wholly-owned subsidiary of DXC Technology. |
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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: |
General funds in the amount of $21,711 are required for this action. State Medi-Cal is the source for remaining funding requirement in the amount of $90,448. The action increases the contract maximum by $112,159 for a total of $7,408,309 for the period of February 1, 2015 through January 31, 2023. The amount of $112,159 is included in the HHSA recommended budget for FY 2019-20.
The following is the breakdown of funding for this agreement.
FY 14/15 |
FY 15/16 |
FY 16/17 |
FY 17/18 |
FY 18/19 |
FY 19/20 |
FY 20/21 |
FY 21/22 |
FY 22/23
(through January 2023) |
| $145,687 |
$705,696 |
$1,114,687 |
$823,612 |
$899,235 |
$1,2049,979 |
$974,915 |
$972,475 |
$567,023 |
Total Contract Amount $7,408,309 |
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