COUNTY OF SAN MATEO

Inter-Departmental Correspondence

Human Services Agency

DATE:

June 16, 2004

BOARD MEETING DATE:

July 6, 2004

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.

Waiving the Request for Proposal (RFP) process; and

2.

Authorizing the execution of an Agreement with the Peninsula Library System for the administration of the Community Information Program, in the amount of $378,873 for the term of July 1, 2004 through June 30, 2006; and

Background

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

Discussion

This Agreement will support CIP staffing and materials to assist HSA with web-site consultation, programming, and development to continue to maintain and upgrade the CIP database to reach optimum accessibility for HSA staff and its community partners. We have restructured services and eliminated several resource guides, in order to not increase the cost for this Agreement.

CIP will participate in designing and developing a community-based resource tool to assist with implementation of the Human Services Agency Child Welfare Redesign effort. The tool will provide Agency staff, community organizations and community members with quick reference resources and inform them of the service collaboratives, councils and partnerships in existence in San Mateo County. To facilitate implementation of this new tool, CIP will participate in the design and conduct of orientation and training sessions for HSA and community partner staff.

In the past, CIP has produced graphical analyses of Human Services Agency statistical data using geographical information system software. This function has now been absorbed by various HSA units. Because CIP maintains data on community resources that can be used to support the HSA Geographic Information System (GIS) mapping function, this CIP resource will be studied in partnership with the Human Services Business Systems Group to explore sharing and/or expanding the capabilities of the mapping functions.

CIP has played a unique role in developing resource materials and providing information and referral assistance to human services providers throughout the County since 1986. CIP’s 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. Because of CIP’s affiliation with the Peninsula Library System, its 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, the level and quality of services provided by CIP are unique and it is in the County’s best interest to contract with CIP.

This Agreement is late due to the extended time necessary to negotiate with the Contractor. Counsel has reviewed and approved this Agreement as to form. Risk Management has approved their evidence of insurance.

Vision Alignment

The Agreement with the Peninsula Library System Community Information Program 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, 2004 through June 30, 2006. The total Agreement amount is $378,873, or $189,436.50 per Fiscal Year. 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 $47,329 per year. Appropriation for this Agreement has been included in the Recommended Budget for FY 2004-05.