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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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December 18, 2007
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BOARD MEETING DATE:
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January 29, 2008
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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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Beverly Beasley Johnson, J.D., Director, Human Services Agency
Clarisa Simon-Soriano, Director of Automation
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SUBJECT:
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Amendment to Electronic Data Systems
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RECOMMENDATION:
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Adopt a Resolution:
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A.
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Authorizing an Amendment to the Agreement with Electronic Data Systems (EDS) to continue to provide maintenance and operation services for the CalWORKs Information Network (CalWIN) and extending the term to July 31, 2010, increasing the amount by $2,597,794 to $13,955,318, of which $155,868 is Net County Cost; and
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B.
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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.
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VISION ALIGNMENT:
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Commitment: Responsive, effective and collaborative government.
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Goal 21: County employees understand, support and integrate the County vision and goals into their delivery of services.
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The Agreement contributes to this commitment and goal by providing services to keep our CalWIN (CalWORKS Information Network) System operational so that San Mateo County and other Bay Area counties can continue to provide vital services and resources, increase productivity and improve public service to those most in need.
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Performance Measures*
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FY 2006-07
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FY 2007-10
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Actual
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Target
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System Availability**
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98.37%
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99.5%
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Batch Processing***
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99.97%
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100%
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*All performance standards or measures were established through the Welfare Client Data System (WCDS) Consortium.
**CalWIN shall be available for on-line functions ninety-nine point five percent (99.5%) of the time each month in each County, for the hours between 7:00 AM and 6:00 PM, Monday through Friday.”
*** Batch Processing measures batch jobs that are stored during working hours as workers enter or change data and are executed during the evening or another agreed upon time when the computer is idle.
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BACKGROUND:
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The County of San Mateo is part of an 18-county consortium. On September 12, 2000, the Board of Supervisors authorized funding for an Agreement with the Electronic Data Systems in the amount of $11,357,524 for San Mateo County’s share of the cost for the CalWORKs Information Network (CalWIN) project for the term of July 1, 1999 to June 30, 2008.
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The CalWIN System was implemented in San Mateo County on October 3, 2005 and requires ongoing maintenance and operation services provided by EDS. Each of the 18 counties’ costs is based on their individual share of the consortia caseload, along with anticipated expenditures.
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DISCUSSION:
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This Amendment is for EDS to continue to provide maintenance and operation services for CalWIN until July 31, 2010. This is necessary to increase the State-approved extension due to additional CalWIN change order requests. In addition, some of the CalWIN counties have expended 97% of the maximum contract sum of the original Agreement through June 30, 2007, resulting in insufficient approval to cover maintenance and operation costs through July 31, 2010.
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The Board of Supervisors waived the Request for Proposal (RFP) when the original Agreement was processed since this Contractor is a sole-source provider of these services. The County Manager has approved extending the Agreement beyond three years.
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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. County Counsel has reviewed and approved this Amendment as to form.
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FISCAL IMPACT:
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The term of the Agreement is extended to July 31, 2010. The cost of the proposed Amendment of $2,597,794 will increase the total maximum reimbursable amount of the Agreement to $13,955,318 and will be offset with State and Federal funds. Sufficient appropriations and revenues for the Amendment are included in the Adopted Budget for FY 2007-08 and will be included in the Recommended Budget for FY 2008-09 and FY 2009-10.
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