COUNTY OF SAN MATEO

Inter-Departmental Correspondence

Human Services Agency

DATE:

November 17, 2006

BOARD MEETING DATE:

December 12, 2006

SPECIAL NOTICE/HEARING:

None

VOTE REQUIRED:

Majority

TO:

Honorable Board of Supervisors

FROM:

Beverly Beasley Johnson, J.D., Director, Human Services Agency

Clarisa Simon-Soriano, Director of Automation

SUBJECT:

Agreement with Document Fulfillment Services

RECOMMENDATION:

Adopt a Resolution:

A. Waiving the Request for Proposal process;

B. Authorizing the execution of an Agreement with Document Fulfillment Services to provide printing, folding, stuffing, and mailing of client correspondence generated by the software system resulting from the Human Services Agency’s migration to the CalWORKS Information Network (CalWIN) for the term of January 1, 2007 to June 30, 2008, in the amount of $225,000, with no Net County Cost; and

C. Authorizing the Director of the Human Services Agency or the Director's designee to execute contract amendments which modify the County's maximum fiscal obligation by no more than $25,000 (in aggregate), and/or modify the contract term and/or services so long as the modified term or services is/are within the current or revised fiscal provisions.

VISION ALIGNMENT:

Commitment: Responsive effective and collaborative government.

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.

Performance Measure(s):

Measure

FY 2006-07
Target

FY 2007-08
Target

DVD disks are promptly picked up from Rancho Cordova

Within 4 hours

Within 3 hours*

Percent of correspondence from DVD disks that is printed, folded, sorted, and delivered to USPS by 8:00PM each day (Tuesday-Saturday)

91%

92%*

*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.

BACKGROUND:

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.

DISCUSSION:

This Agreement is for Document Fulfillment Services to provide the large volume of printing that has been necessary to process client correspondence in connection with the CalWIN start up. The average volume of document printing is 85,000 images per month and approximately $18,000 is utilized on postage every quarter.

Document Fulfillment Services was selected using the results from another public agency’s competitive process, and they have established agreements with a number of counties and other governmental entities. A Request For Proposal (RFP) was conducted by Sacramento County Department of Human Assistance for FY 2004-09 in order to meet the significant demand for preparing and mailing high volumes of client correspondence resulting from the implementation of the new CalWORKs Information Network (CalWIN), which is used for determining public assistance eligibility, computing and issuing benefits, and tracking the provision of social services. Proposals were submitted by Applied Graphics, Info Send, Per-Se, Pitney Bowes, Quick Sort, Relizon and Document Fulfillment Services (DFS). DFS was approved for printing and mailing services by Sacramento County’s Board of Supervisors. The Board of Supervisors of Sacramento County approved an Agreement with DFS on November 30, 2004 by Resolution Number 2004-1477.

San Mateo County concurs with Sacramento County’s evaluation and recommendation for selection of DFS for CalWIN printing and mailing services. San Mateo County has been utilizing DFS since October 1, 2005 when your Board granted a Waiver of the Request For Proposals (RFP) Process in order to meet the time constraints of CalWIN implementation. DFS exceeded past contract performance levels and is expected to continue providing excellent services for the County.

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.

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

FISCAL IMPACT:

The term of this Agreement is from January 1, 2007 to June 30, 2008. The total obligation under this Agreement is $225,000, of which $75,000 is included in the Adopted Budget for Fiscal Year 2006-2007, and $150,000 will be included in the Recommended Budget for Fiscal Year 2007-2008. This contract is funded 100% by the California Department of Social Services; there is no Net County Cost associated with this agreement.

1.

General Description of RFP

A request for proposal (RFP) was conducted by Sacramento County Department of Human Assistance for FY 2004-09 in order to meet the significant demand for preparing and mailing high volumes of client correspondence resulting from the implementation of the new CalWORKs Information Network (CalWIN), which is used for determining public assistance eligibility, computing and issuing benefits, and tracking the provision of social services..

2.

List key evaluation criteria

Price/Image

Additional Machine Insert/1000

Additional Hand Insert/1000

IT Charge/Hour

Initial Setup

3.

Where advertised

Sacramento area and outside the Sacramento Regional Market Area

4.

In addition to any advertisement, list others to whom RFP was sent

A total of 32 solicitations were sent to vendors, including ten small businesses and one business located outside of the Sacramento Regional Market Area.

5.

Total number sent to prospective proposers

32

6.

Number of proposals received

7

7.

Who evaluated the proposals

Sacramento County Staff from DHA, OCIT and Contract and Purchasing Services Division

8.

In alphabetical order, names of proposers (or finalists, if applicable) and location

Applied Graphics, Sacramento, CA

DFS, West Sacramento, CA

InfoSend, Inc., Fullerton, CA

Per-Se, Sacramento, CA

Pitney Bowes, Sacramento, CA

Quick Sort, San Ramon, CA

Relizon, Rancho Cordova, CA