Agenda

Back to Calendar Return

Consent-Health & Human Services # 15.

Board of Supervisors Meeting

Employment & Social Services

Meeting Date:	04/28/2015
Brief Title: Approve Northwoods Document Imaging Contract
From:	Joan Planell, Director, Health & Human Services
Staff Contact:	Cristina Vazquez, Fiscal Administrative Officer, Department of Employment and Social Services, x2964

Subject

Approve a multi-year contract with Northwoods Consulting Partners, Inc.,for $642,665 to provide additional user licenses and fund future maintenance of the document imaging and content management system utilized by the Department of Employment and Social Services. (No general fund impact) (Planell)

Recommended Action

Approve contract with Northwoods Consulting Partners, Inc., to provide additional user licenses and fund future maintenance of the document imaging and content management system utilized by the Department of Employment and Social Services.

Strategic Plan Goal(s)

Advance innovation
Enhance and sustain the safety net

Reason for Recommended Action/Background

On February 2, 2011, the Board of Supervisors approved Northwoods Consulting Partners, Inc. to provide document imaging and content management services to DESS to reduce the paper-based system of client files and to protect the client information contained in the files. Content management services include increasing capacity to automate the application process by scanning documents and resolving any document imaging challenges related to the CalWIN system (the system by which Medi-Cal, CalFresh and CalWORKs cases are enrolled and tracked).

The Affordable Care Act has necessitated an increase in staff size, number of licenses needed and maintenance costs for this document imaging and content management system. With this contract, Northwoods will continue to provide ongoing maintenance to increase document imaging efficiency and increase the number of user licenses by 150.

Collaborations (including Board advisory groups and external partner agencies)

County Counsel has approved the contract to form.

Fiscal Impact

Fiscal Impact (Expenditure)
Fiscal impact (see budgetary detail below)
Total cost of recommended action:		$ 32,228
Amount budgeted for expenditure:		$ 32,228
Additional expenditure authority needed:		$
On-going commitment (annual cost):	$ 128,914

Source of Funds for this Expenditure

$20,949

$6,445

$4,834

Explanation (Expenditure and/or Revenue)

Further explanation as needed:

This contract is primarily funded through Federal and State allocations. The County share will be covered through the CalWORKs MOE. No additional appropriations are being requested and no additional County funds are needed. The overall amount of the contract is $642,665, with a current fiscal year amount of $32,228. A breakdown of future year costs are shown below.

	FY 2015/16	FY 2016/17	FY 2017/18
Federal	$83,794	$86,728	$89,762
State	$25,783	$26,685	$27,619
County	$19,337	$20,014	$20,715
TOTAL	$128,914	$133,427	$138,096

The 7/1/2015 - 6/30/2016 amount has been included in the department's 2015-16 requested budget. All remaining amounts will be included in future department budget requests.

Attachments
Att. A. Contract

Form Review

Inbox	Reviewed By	Date
Financial Services	hnewens	04/20/2015 10:09 AM
County Counsel	Phil Pogledich	04/20/2015 03:37 PM
Form Started By: kdominguez		Started On: 03/06/2015 02:58 PM
Final Approval Date: 04/20/2015