COUNTY OF SAN MATEO

Inter-Departmental Correspondence

Human Services Agency

DATE:

April 28, 2010

BOARD MEETING DATE:

June 29, 2010

SPECIAL NOTICE/HEARING:

None

VOTE REQUIRED:

Majority

TO:

Honorable Board of Supervisors

FROM:

Beverly Beasley Johnson, Director, Human Services Agency

SUBJECT:

Agreement with Document Fulfillment Services

RECOMMENDATION:

Adopt a Resolution:

A) Waiving the Request for Proposal (RFP) process;

B) Authorizing the President of the Board to execute an Agreement with Document Fulfillment Services to provide mail preparation services for the term of July 1, 2010 through June 30, 2013, in the amount of $735,000 in which there is no Net County Cost; and

C) Authorizing the Director of the Human Services Agency (HSA) 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.

BACKGROUND:

The Human Services Agency migrated to the CalWORKs Information Network (CalWIN) on October 1, 2005 for the purpose of generating client correspondence. Due to the complexity of printing and mailing of this correspondence it was deemed necessary to contract out for services.

DISCUSSION:

This Agreement with Document Fulfillment Services will provide for the printing of client correspondence in connection with CalWIN. The services to be provided by the Contractor will include (1) Daily pickup of data DVD disks from HP Enterprise Services Data Center; (2) Printing of all documents; (3) Folding; (4) Sorting; and (5) Mailing via the United States Postal Service. Services will include all paper, envelopes and United States postage. The Agreement includes a contingency of $50,000 per year to cover postage rate increases and any other unanticipated cost related to the printing and distribution of client correspondence.

The Board of Supervisors is being asked to waive the RFP process as Document Fulfillment Services was selected using the results of County of Sacramento’s competitive process, and San Mateo County concurs with their evaluation.

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 and the Resolution as to form and Risk Management has approved the Contractor’s insurance for this Agreement.

Approval of this Agreement contributes to the Shared Vision 2025 outcome of a Prosperous Community by enabling the Human Services Agency to communicate with its (CalWIN) clients in a timely manner, and, as a result, improve the lives of residents of San Mateo County. The Contractor will pick up DVD disks that contain CalWIN data from HP Enterprise Services Data Center within 3 hours after orders are being placed. The Contractor is expected to print, fold, sort and deliver 93% of the correspondence from DVDs to the United States Postal Services in time for next day delivery.

PERFORMANCE MEASURES:

Measure

FY 2009-10

Actual

FY 2010-13

Target*

DVD disks are picked up promptly from HP Enterprise Services Data Center at Rancho Cordova, CA

Within 3.5 hours

Within 3 hours

Percentage of correspondence from DVDs that is printed, folded, sorted, and delivered to United States Postal Services in time for next day delivery to client addresses

92%

93%