COUNTY OF SAN MATEO

Inter-Departmental Correspondence

Human Services Agency

DATE:

May 31, 2011

BOARD MEETING DATE:

June 21, 2011

SPECIAL NOTICE/HEARING:

None

VOTE REQUIRED:

Majority

TO:

Honorable Board of Supervisors

FROM:

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

SUBJECT:

Agreement with the California State Association of Counties

RECOMMENDATION:

A.

Adopt a Resolution waiving the Request for Proposal (RFP) process and authorizing the President of the Board to execute an Agreement with the California State Association of Counties(CSAC) to provide Management Services for the oversight of Welfare Clients Data Systems (WCDS),for the term of July 1, 2011 through June 30, 2012, in the amount of $112,766; $5,638 is Net County Cost; and

B.

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.

BACKGROUND:

CSAC has provided Management Services for the oversight of WCDS (a consortium of 18 counties) since July 1, 1999, when the system was first introduced. During that period of time, the WCDS Consortium considered it beneficial to utilize the services of an independent Welfare Case Data System Manager due to the complexity of meeting the business needs of eighteen counties. Utilizing an independent provider ensures effectiveness and efficiencies across counties. WCDS is the automated system for the qualification, control, and distribution of welfare assistance.

DISCUSSION:

This Agreement will allow CSAC to continue the Management Services for the oversight of WCDS for an additional year. CSAC is a sole-source provider recommended by the state, and has been working under the direction of the WCDS Consortium since the system’s implementation.

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

Approval of this Agreement contributes to the Shared Vision 2025 outcome of a Prosperous Community by improving the calling and web-based application system and allowing the Agency to serve more clients. It is anticipated that a 10% increase in calls can be achieved through the WCDS System, and a 10% increase in Food Stamp and MediCal applications will be processed as a result of this Agreement.

Performance Measure(s)

Measure

FY 2011-12

Target

Increase in calls that can be achieved through the WCDS system.

10%

( or 171,600)

Increase in Food Stamp and MediCal applications as a result of the implementation of the web-based application (Benefits CalWIN)

10%

(or 18,401 F/S Apps) and (31,376 Med Apps)

FISCAL IMPACT:

The term of the Agreement is July 1, 2011 through June 30, 2012. The total obligation of the Agreement is $112,766. The Agreement is funded through the CalWIN Allocation using State

and Federal welfare administration sources which provide a reimbursement of 95% or

$107,128. The remaining 5% or $5,638 is Net County Cost. Funding for the Agreement is

included in the FY 2011-12 Recommended Budget.