COUNTY OF SAN MATEO

Inter-Departmental Correspondence

Human Services Agency

DATE:

December 17, 2002

BOARD MEETING DATE:

January 7, 2003

TO:

Honorable Board of Supervisors

FROM:

Maureen Borland, Director, Human Services Agency

Madelyn Martin, Deputy Director, Human Services Agency

SUBJECT:

AGREEMENT WITH THE PENINSULA LIBRARY SYSTEM

Recommendation

Adopt a Resolution:

1.

Authorizing the execution of an Agreement with the Peninsula Library System for the administration of the Community Information Program, in the amount of $394,308 for the term of July 1, 2002 through June 30, 2004; and

2.

Waiving the Request for Proposal (RFP) process.

Background

The Peninsula Library System has administered the Community Information Program (CIP) for the past sixteen years, and provided excellent service to the customers and staff of the Human Services Agency (HSA) through its management of a computerized database of community-based service resources. CIP is the principal source for human services information for the County. This role includes developing products such as directories, guides, and resource booklets, and offering training to anyone in the helping professions regarding finding and using human services resources.

Since 1996, CIP has produced analyses of the Human Services Agency data, which show where services exist in relation to the consumers of those services. These analyses have been extremely helpful to the Human Services Agency in making long range plans regarding the allocation of services.

The Board of Supervisors on June 18, 2002, approved Continuing Resolution Number 65361 for the period of July 1, 2002 through September 30, 2002. On September 24, 2002, the Board of Supervisors approved Continuing Resolution Number 65579 for the period of October 1, 2002 through December 31, 2002, to allow continuation of payment to CIP during budget uncertainties.

Discussion

This Agreement will continue to support staff to assist CIP with web-site consultation and programming, and to continue to maintain, update and improve the CIP database to assure optimum accessibility for HSA staff. This Agreement will also support special projects staff to assist in the design and development of service information in response to HSA's increasing focus on youth and adolescent services. The products will provide professional staff with quick reference resources and inform them of the collaborative councils and partnerships existing in San Mateo County. The funding also supports outside copying of resource materials for folders to help CIP meet the increase in requests for human services resource orientations.

CIP has played a unique role in developing resource materials and providing information and referral assistance to human services providers throughout the County for the past sixteen years. CIP's long-standing relationships with many County Departments, city offices, and private for profit and nonprofit service organizations facilitate the development of comprehensive, accurate and high quality resource information. CIP's database is proprietary and not easily replicable. CIP's products are available and widely used by the entire San Mateo County human services community, and HSA relies on their expertise to assure that County residents access appropriate services in times of need. For these reasons, it is in the County's best interest to continue to contract with CIP.

County Counsel has reviewed and approved this Agreement as to form.

Vision Alignment

The Agreement with the Peninsula Library System keeps the commitment of: Leaders work together across boundaries to preserve and enhance our quality of life and goal number 23: Leaders throughout the County provide the impetus for broader regional solutions in land use, housing, childcare, education, health and transportation. This Agreement contributes to this commitment and goal as the Community Information Program continues to develop, maintain and make available information about all health and human resources, through publications and the web-site, to county leaders, providers, educators and the general public. This access to up-to-date information and materials is essential for all that work to improve the quality of life in the San Mateo County.

Fiscal Impact

The term of the Agreement with the Peninsula Library System for the Community Information Program is from July 1, 2002 through June 30, 2004. The total Agreement amount is $394,308, or $197,154 per Fiscal Year. Of the total, $115,261.75 has been paid to the contractor under Continuing Resolutions 65361 and 65579. Expenses from this Agreement will be cost-applied from Program Support to other programs throughout the Agency where it will be claimed against various revenue sources. The agency-wide Net County Cost is estimated at $59,000 per year. This cost has been included in the Adopted Budget for FY 2002-03.