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Agenda Item
ASR
Control 23-000218 |
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MEETING
DATE: |
04/11/23 |
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legal entity taking action: |
Board
of Supervisors |
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board of supervisors district(s): |
All
Districts |
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SUBMITTING Agency/Department: |
Social
Services Agency (Approved) |
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Department contact person(s): |
An
Tran (714) 541-7708 |
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Laura
Turtzer (714) 541-7734 |
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Subject: Amendment to CalWIN Client
Correspondence Printing, Postage and Mailing Services
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ceo CONCUR |
County Counsel Review |
Clerk of the Board |
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Concur |
Approved
Agreement to Form |
Discussion |
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3
Votes Board Majority |
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Budgeted: Yes |
Current Year
Cost: $1,000,000 |
Annual Cost: FY 2023-24 $300,000 |
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Staffing Impact: |
No |
# of Positions: |
Sole Source: No |
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Current Fiscal Year Revenue: N/A
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Prior Board Action: 9/28/2021 #25, 9/26/2017 #37 |
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RECOMMENDED
ACTION(S):
Authorize the County Procurement
Officer or Deputized designee to execute Amendment Three to Contract with BIT
California LLC DBA Document Fulfillment Services for CalWIN client
correspondence printing, postage and mailing services to increase the Contract
in an amount not to exceed $1,300,000, effective April 11, 2023, through
December 31, 2023, for a revised cumulative total amount not to exceed
$29,581,675, for the term of November 1, 2017, through December 31, 2023.
SUMMARY:
Approval to increase the Contract
with BIT California LLC DBA Document Fulfillment Services will provide the
Social Services Agency with the resources to meet mandated federal, state, and
County requirements for client correspondence printing, postage and mailing
services for the Medi-Cal, CalFresh, California Work Opportunities and
Responsibility to Kids, Foster Care and General Relief programs.
BACKGROUND
INFORMATION:
The Social Services Agency (SSA) is
requesting the Board of Supervisors’ (Board) approval to execute Amendment
Three to increase the Contract with BIT California LLC DBA Document Fulfillment
Services (DFS) for California Work Opportunity and Responsibility to Kids
Information Network (CalWIN) client correspondence printing, postage and
mailing services by an amount not to exceed $1.3 million, commencing on
November 1, 2021, through December 31, 2023, for a revised cumulative total of
$29,581,675 for the term of April 11, 2023, through December 31, 2023. SSA is
requesting approval of the increase due to higher postage costs, increased
caseloads, informing change notices due to business needs (temporary office
closure and conversion to California Statewide Automated Welfare System
(CalSAWS)) and an increase in the number of envelopes mailed to pre-pandemic
levels.
On September 26, 2017, the Board
approved the Contract with DFS with a maximum obligation of $18,131,675 for the
term of November 1, 2017, through October 31, 2020, renewable for two
additional one-year terms. The first one-year renewal was authorized
administratively pursuant to Board Resolution No. 20-023 in an amount not to
exceed $3.95 million for the term of November 1, 2020, through October 31, 2021,
for a revised cumulative total of $22,081,675.
On September 28, 2021, the Board
renewed the Contract for the term of November 1, 2021, through December 31,
2023, in an amount not to exceed $6.2 million, for a revised cumulative total
of $28,281,675.
Migration to
CalSAWS
Orange County is currently a member
of a county consortium that utilizes the CalWIN eligibility determination
system. Under federal direction, all 58 California counties are migrating to
CalSAWS, a single statewide automated welfare/eligibility determination
system. Approval of Amendment Three will
allow SSA to meet federal, state, and County mandates for CalWIN client
correspondence printing, postage, and mailing services through December 31,
2023.
About Client
Correspondence Printing, Postage, and Mailing Services:
Client correspondence files are
created in CalWIN and consist of mandated legal notifications to clients
concerning their public assistance benefits. These files are transferred to DFS
where they are printed, collated, sorted, folded, stuffed, and delivered to the
United States Postal Service for mailing to clients. DFS offers an automated
solution to deliver these services more efficiently. The following table shows
the volume of mailing in the last four fiscal years as well as the amount
expended:
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Fiscal
Year |
Total
Pieces Mailed |
Total
Image Count *Based
on DFS Work Order Lists |
Amount
Expended* |
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July
1, 2019 – June 30, 2020 |
3,194,625 |
36,961,840 |
$2,889,725.36 |
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July 1, 2020 –
June 30, 2021 |
3,200,079 |
38,594,618 |
$2,993,553.13 |
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July 1, 2021 –
June 30, 2022 |
3,656,897 |
46,727,280 |
$3,462,287.54 |
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July 1, 2022 –
June 30, 2023 |
2,994,467** |
41,476,617** |
$3,094,599.39** |
*Over
53 percent of the total cost for this service is postage.
**As of July 1, 2022, through March
7, 2023
This request is submitted for Board
approval less than 30 days prior to the start of the Amendment due to upcoming
mandatory mailing projects that must be completed by April 30, 2023.
This Contract does not include
subcontractors or pass through to other providers. See Attachment C for the
Contract Summary Form. This Contract, due to the nature of the services, could
require the addition of subcontractors. In order to add subcontractor(s) to the
Contract, the Contractor must seek express consent from SSA. Should the
addition of a subcontractor impact the scope of work and/or Contract amount,
SSA will bring the item back to the Board for approval.
The Contractor’s performance has
been confirmed as satisfactory. SSA has verified there are no concerns that
must be addressed with respect to Contractor’s ownership/name, litigation
status or conflicts with County interests.
The Orange County Preference Policy
is not applicable to this Contract amendment.
FINANCIAL
IMPACT:
Appropriations for this Contract are
included in the Budget Control 063, Social Services Agency FY 2022-23 Budget
and will be included in future fiscal year budgets.
This Contract is funded with
federal 43 percent, state 54 percent and 3 percent County General Funds. Federal funding comprises CalWORKs, CalFresh
and Refugee program allocations and all qualified SSA program allocations based
on general administrative support costs. State funding comprises CalWORKs,
CalFresh, Medi-Cal, California Food Assistance Program, Foster Care, Kinship
Guardianship Assistance Program allocations and all qualified SSA program
allocations based on general administrative support costs. County General Funds
will be used toward the required match to access federal and state funding.
Medi-Cal requires no County share of cost.
Contingency of
Funds
The proposed Contract includes
provisions that the Contract is contingent upon the availability of funds and
inclusion of sufficient funds in the budget approved by the Board for each
fiscal year the Contract remains in effect or operation. In the event such
funding is terminated or reduced, the County may terminate the Contract, reduce
the County’s maximum obligation or modify the Contract, without penalty.
STAFFING
IMPACT:
N/A
ATTACHMENT(S):
Attachment
A - Amendment Three to Contract MA-063-18010245 with BIT California LLC DBA
Document Fulfillment Services
Attachment B - Amendment Three to Contract MA-063-18010245 with BIT California
LLC DBA Document Fulfillment Services - Redline
Attachment C - Contract Summary Form