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Consent-Health & Human Services # 27.
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| Board of Supervisors |
Service Centers |
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| Subject |
| Approve agreement with Document Fulfillment Services for electronic CalWIN client correspondence printing and mailing services for the Health and Human Services Agency in the amount of $185,000 per fiscal year from 2017-18 through 2021-22 for a total of $925,000. (General fund impact $9,552) (Larsen) |
| Recommended Action |
| Approve agreement with Document Fulfillment Services for electronic CalWIN client correspondence printing and mailing services for the Health and Human Services Agency in the amount of $185,000 per fiscal year from 2017-18 through 2021-22 for a total of $925,000. |
| 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, 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. |
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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: |
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Contract Term |
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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 |
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