BOARD OF SUPERVISORS, COUNTY OF SAN MATEO, STATE OF CALIFORNIA
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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
RESOLVED, by the Board of Supervisors of the County of San Mateo, State of California, that
WHEREAS, the Human Services Agency migrated to the CalWORKs Information Network (CalWIN) on October 1, 2005 to generate client correspondence and due to the complexity of printing and mailing the correspondence it is necessary to contract out for services; and
WHEREAS, the Human Services Agency wishes to enter into Agreement with Document Fulfillment Services in the amount of $735,000 for the term of July 1, 2010 to June 30, 2013 for the purpose of providing mail preparation services in connection with CalWIN; and
WHEREAS, the Agreement includes a contingency of $50,000 to cover postage rate increases and any other unanticipated cost related to the printing and distribution of client correspondence; and
WHEREAS, 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; and
WHEREAS, the Board of Supervisors is being asked to authorize 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; and
WHEREAS, this Board has been presented with a form of such Agreement and has examined and approved it as to both form and content and desires to enter into the same.
NOW, THEREFORE, IT IS HEREBY DETERMINED AND ORDERED that:
A) The RFP Process is waived;
B) The President of this Board of Supervisors is hereby authorized and directed to execute said Agreement for and on behalf of the County of San Mateo, and the Clerk of this Board shall attest the President’s signature thereto; and
C) The Director of Human Services Agency or the Director’s Designee is authorized 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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