COUNTY OF SAN MATEO

Inter-Departmental Correspondence

Department of Child Support Services

 

DATE:

May 13, 2003

BOARD MEETING DATE:

June 10, 2003

 

TO:

Honorable Board of Supervisors

FROM:

Peggy Jensen, Director

SUBJECT:

Agreement with Cushman Computer Consulting, Inc. for Data Processing Application Support Services.

 

Recommendation

Adopt a resolution authorizing the execution of an agreement with Cushman Computer Consulting, Inc. to provide data processing application support services for the automated child support system of the San Mateo County Department of Child Support Services and the multi-county consortium using the system.

 

Background

Since 1989, the San Mateo County Department of Child Support Services (SMC/DCSS) has used an automated child support system known as CHASER. Four counties in California use this application. To share the costs of supporting and enhancing CHASER, the four counties formed a consortium. San Mateo County was designated the Lead member of the CHASER consortium in 2001 by the State Department of Child Support Services. The State funds all consortium activities through the Lead County.

SMC/DCSS has 15,000 cases, collects over $30 million a year in child support and delivers an array of child support services. The Department depends on CHASER to deliver timely, effective and efficient services. The three other consortia counties also depend on CHASER to support their mission. Thus, the successful operation of four county child support programs depends on adequate support for CHASER.

The SMC/DCSS is scheduled to remain on CHASER through November 3, 2003. On that date, the Department will transition to another automated system known as CASES. The current contract for support and maintenance of the CHASER system will expire on June 30, 2003. Since there will be a significant amount of pre-conversion work for all four consortia counties and some post-conversion maintenance, the CHASER support contract needs to be extended. In addition to post-conversion maintenance of CHASER, which will be necessary since only limited historical data will be transferred to the new system, the State Department of Child Support Services is talking with Cushman about developing some tools to improve the functionality of the CASES system. This is why the contract is for 12 months and extends beyond the November conversion date.

 

Discussion

The Department of Child Support Services issued a Request for Proposals for application support of CHASER in April 2001. The sole response received was from Cushman Computer Consulting, Inc., who had been providing system support services for the past five (5) years as a sub-contractor to the Marin County Information Services and Technology Department. Your Board approved a two (2) year contract with Cushman Computer Consulting, Inc. on June 19, 2001. This two-year contract contained a provision for a contract renewal for one additional two-year term. However, since the San Mateo County Department of Child Support Services, and for that matter, the other three (3) CHASER Consortium counties will be transitioning to a new automated child support system in November 2003, the State of California Department of Child Support Services, has requested we renew the contract with Cushman Computer Consulting, Inc. for only one additional year and not one additional two-year term. It is anticipated that Cushman Computer Consulting, Inc. will provide maintenance and support of the CHASER system both prior to and after conversion for all the CHASER Consortium counties.

The State will fund all system support and activities for the CHASER Consortium through San Mateo County because we are the Lead County for the CHASER Consortium. The requested agreement will provide support for the CHASER system for the 2003-2004 Fiscal Year for the entire consortium. The proposed contract is for the period from July 1, 2003 through and including June 30, 2004.

On April 15, 2003 the proposed contract according to federal regulation 45 CFR 95.611(b)(2)(iii) was submitted to the Federal Office of the Administration for Children and Families (ACF), Office of State Systems. This regulation was approved on May 21, 2003 for one (1) year with a one (1) year option for a maximum of $1.75M.

County Counsel has reviewed and approved the attached agreement.

 

Vision Alignment

Entering into a contract for maintenance and support of the CHASER child support system will enable the Department of Child Support Services to establish and enforce orders for child support and medical insurance. The ability to provide these services helps the County achieve the following visioning goals.

    Provide equal access to educational opportunity.

    3. All children ages 0-5 years have access to childcare/early learning opportunities that contribute to their entering kindergarten ready to succeed.

    Ensure basic health and safety for all.

    5. Residents have access to healthcare and preventative care.

    6. Children grow up healthy in safe and supportive homes and neighborhoods.

    8. Help vulnerable people-the aged, disabled, mentally ill, at-risk youth and others- achieve a better quality of life.

    Create opportunities for every household to participate in our prosperity.

    17. All households experience real gains in income.

 

Fiscal Impact

The State of California Department of Child Support Services currently funds all automation efforts in the child support program through a request and approved allocation process. The total cost of the proposed one-year contract for maintenance and support of the CHASER system is not to exceed $1,750,000. Funding to cover the full amount of the contract is included in the FY 2003-04 Proposed Budget for the Department of Child Support Services. The Department of Child Support Services is fully funded through State and Federal subventions, so this contract does not require any County General Fund support.