COUNTY OF SAN MATEO

Inter-Departmental Correspondence

Human Services Agency

DATE:

May 27, 2009

BOARD MEETING DATE:

June16, 2009

SPECIAL NOTICE/HEARING:

None

VOTE REQUIRED:

Majority

TO:

Honorable Board of Supervisors

FROM:

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

Clarisa Simon-Soriano, Director of Information and Quality Management

SUBJECT:

Amendment to the Agreement with Document Fulfillment Services

RECOMMENDATION:

Adopt a Resolution:

A.

Waiving the Request for Proposal (RFP) process; and

B.

Authorizing the President of the Board to execute an Amendment to the Agreement with Document Fulfillment Services (DFS) to provide for the pickup of DVD data disks, printing, folding, stuffing, and mailing of client correspondence generated by the software system resulting from the County of San Mateo Human Services Agency’s migration to the CalWORKs Information Network (CalWIN), extending the term by twelve (12) months to June 30, 2010, increasing the amount by $170,000 to $565,000, no Net County Cost.

VISION ALIGNMENT:

Commitment: Responsive, effective, and collaborative government.

Goal(s): County employees understand, support and integrate the County’s vision and goals into their delivery of services.

This Agreement contributes to this commitment and goal by enabling the Human Services Agency to communicate with its CalWIN clients, and, as a result, improve the lives of residents of San Mateo County.

Performance Measure(s):

Measure

FY 2007-08

Actual

FY 2008-09
Estimated

FY 2009-10

Target

Percent of correspondence from DVDs that is printed, folded, sorted, and delivered to USPS in time for next day delivery to the CalWORKs participants.

92%

93%

94%

BACKGROUND:

The Human Services Agency (HSA) migrated to the CalWORKs Information Network (CalWIN) on October 1, 2005. As a result, one of the services that became crucial was the pickup of DVD data disks, printing, folding, stuffing, and mailing of client correspondence generated by the CalWIN system.

The County executed an Agreement with DFS on December 12, 2006 for high volume mail preparation services from January 1, 2007 through June 30, 2008. Mail preparation services have become even more critical as program forms are modified and clients need to be continually notified of these changes.

DISCUSSION:

This Amendment to the DFS Agreement is to continue the crucial pickup of DVD data disks, printing and mailing services for an additional year.

Document Fulfillment Services was selected using the results of Sacramento County’s competitive process, and San Mateo County concurs with their evaluation and recommendation for selection of DFS for CalWIN printing and mailing services.

It is the County’s best interest to waive the Request for Proposal (RFP) process to prevent a service delay. HSA plans to conduct a RFP in 2010. The County Manager has approved the waiver for extending the Agreement beyond three years.

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 approved this Amendment as to form and Risk Management has approved the Contractor’s insurance.

FISCAL IMPACT:

The amount of this Agreement is increased by $170,000 for a total obligation of $565,000. The term of this amended Agreement is January 1, 2007 to June 30, 2010. This Agreement is fully funded by State CalWIN allocation revenue. Funding for this Agreement is included in the Adopted Budget for FY 2008-09 and is included in the Recommended Budget for FY2009-10. There is no Net County Cost associated with this Agreement.