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COUNTY OF SAN MATEO
Inter-Departmental Correspondence
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HUMAN SERVICES AGENCY
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DATE:
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August 31, 2006
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BOARD MEETING DATE:
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September 12, 2006
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SPECIAL NOTICE/HEARING:
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None
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VOTE REQUIRED:
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Majority
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TO:
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Honorable Board of Supervisors
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FROM:
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Glen H. Brooks, Jr., Director, Human Services Agency
Clarisa Simon-Soriano, Director, Business Systems Group
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SUBJECT:
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Second Amendment to Agreement with Document Fulfillment Services
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RECOMMENDATION:
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Adopt a Resolution Authorizing the execution of a Second Amendment with Document Fulfillment Services to provide the processing of CalWIN documentation, and extending the term to December 31, 2006, increasing the amount by $120,000, for a total obligation of $220,000.
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VISION ALIGNMENT:
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Commitment: Responsive effective and collaborative government.
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Goal 20: Government decisions are based on careful consideration of future impact, rather than temporary relief or immediate gain. This Agreement contributes to this commitment and goal by enabling the Human Services Agency to communicate with its CalWIN clients, and, as a result, improves the lives of residents of San Mateo County.
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PERFORMANCE MEASURE:
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Measure
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FY 2005-06
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FY 2006-07
Projected
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DVD disks are promptly picked up from Rancho Cordova
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Within 5 hours
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Within 3 hours*
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Percentage of correspondence from DVD disks that is printed, folded, sorted, and delivered to USPS by 8:00 PM each day (Tuesday – Saturday)
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90%
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95%*
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* Contractor is already exceeding their agreed-upon turn-around time and is expected to continue to improve their turn-around time during the next fiscal year.
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BACKGROUND:
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The Human Services Agency migrated to the CalWORKs Information Network (CalWIN) on October 1, 2005. One of the services necessary as a result is the printing, folding, stuffing, and mailing of client correspondence generated by the new software system.
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On September 17, 2005, an Agreement was entered into with Document Fulfillment Services in the amount of $81,037, for the term of October 1, 2005 to September 30, 2006, for the Contractor to provide for the following services: 1) Daily pickup of data DVD disks from the EDS location in Rancho Cordova, 2) Printing of all documents, 3) Folding, 4) Sorting, and 5) Mailing via US Postal Service. Services included all paper and envelopes, and US Postage to be invoiced separately to the County.
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On June 12, 2006, Change Order No. 1 was entered into to increase the Agreement amount by $18,963, for a total obligation of $100,000. This was necessary because of the unanticipated large volume of printing and additional US Postage costs that had been necessary to process client correspondence.
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DISCUSSION:
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This Second Amendment is to provide for additional funds to cover the cost of the continuing unanticipated large volume of printing that has been necessary to process client correspondence in connection with the CalWIN start up. In addition to staff adjusting to a new system, the California State Department of Social Services mandated inclusion of a notice informing clients of the availability of translation services with each piece of correspondence, Additionally, postal rates have also increased. These factors have resulted in increased postal costs.
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The Contractor has assured compliance with the County’s Contractor Employee Jury Service Ordinance, as well as all other contract provisions that are required by County ordinance and administrative memoranda, including but not limited to insurance, hold harmless, non-discrimination, and equal benefits.
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FISCAL IMPACT:
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The Second Amendment to the Agreement with Document Fulfillment Services increases the amount by $120,000, for a total obligation of $220,000 and extends the term. The new term is October 1, 2005 to December 31, 2006. Funding for this Amendment is included in the tentatively Adopted Budget for FY 2006-07 and is 100% funded by California Department of Social Services. There is no Net County Cost.
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