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Agenda Item
ASR
Control 21-000162 |
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MEETING DATE: |
05/25/21 |
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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): |
Laura Turtzer (714) 541-7734 |
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Evelyn Yambao (714) 541-7719 |
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Subject: Renewal of Scanning,
Indexing and Imaging Contract
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ceo CONCUR |
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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: N/A |
Current Year Cost:
N/A |
Annual Cost:
FY 2021-22 $2,500,000 |
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Staffing Impact: |
No |
# of Positions:
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Sole Source:
No |
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Current Fiscal Year Revenue: N/A
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Prior Board Action: 4/28/2020
#41, 5/9/2017 #46 |
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RECOMMENDED ACTION(S):
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1. |
Authorize the County Procurement Officer or authorized Deputy to execute Amendment Three to Subordinate Contract with DocuLynx Operations, LLC for scanning, indexing and imaging services, to renew the Contract effective July 1, 2021, through May 6, 2022, in an amount not to exceed $2,500,000, for a revised cumulative total amount of $11,544,816, for the term of July 1, 2017, to May 6, 2022. |
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2. |
Pursuant to Contract Policy Manual Section 3.3-113, authorize the County Procurement Officer or authorized Deputy to exercise a contingency contract cost increase, not to exceed a total of 10 percent of the Contract amount for the first year of the Contract, for the entire term of the Contract, including renewals, and within the scope of work set forth in the Contract. The use of this contingency contract cost increase is subject to approval requirements established by the County Procurement Officer. |
SUMMARY:
Approval of Amendment to renew the Subordinate Contract with DocuLynx Operations, LLC will allow the Social Services Agency to continue the process of scanning, indexing and imaging information to allow staff to virtually access case documents, thus enhancing benefit issuance accuracy and customer service.
BACKGROUND INFORMATION:
The Social Services Agency (SSA) is requesting the Board of Supervisors' (Board) approval of Amendment Three to renew the Subordinate Contract with DocuLynx Operations, LLC (DocuLynx LLC) for scanning, indexing and imaging services, effective July 1, 2021, through May 6, 2022, in an annual amount not to exceed $2.5 million, for a revised cumulative total of $11,544,816. This is the fifth and final year of the Contract.
SSA is also requesting the Board’s approval for a 10 percent contingency contract cost increase to enable SSA's Children and Family Services division to use the scanning, indexing and imaging services for their active case files, which is in alignment with SSA’s goal of improving efficiencies.
On May 9, 2017, the Board approved SSA’s Subordinate Contract with DocuLynx Inc. (DocuLynx) for scanning, indexing and imaging services for an annual amount of $2,261,204, effective July 1, 2017, through June 30, 2020, for a cumulative total of $6,783,612, with the option to renew for two additional one-year terms. This Subordinate Contract was executed per the County Procurement Office (CPO) Regional Cooperative Agreement (RCA) RCA-017-17010006, effective May 7, 2017, through May 6, 2022.
On November 21, 2018, DocuLynx LLC purchased the assets of DocuLynx, via an arms-length transaction. There is no common ownership, officers or management between DocuLynx and DocuLynx LLC. DocuLynx LLC retained some DocuLynx staff following the purchase. DocuLynx previously used Express OC employees to perform work under this Contract; however, DocuLynx LLC has reported that they no longer use this staffing agency. SSA and Doculynx LLC agreed to issue Amendment One to change Contractor from DocuLynx to Doculynx LLC, per the executed Assignment, Novation and Consent Agreement issued by CPO, effective November 21, 2018.
On April 28, 2020, the Board deleted SSA agenda item #41 and instructed CPO to approve Amendment Two to renew the Subordinate Contract with Doculynx LLC, for an annual amount of $2,261,204, effective July 1, 2020, through June 30, 2021, for a cumulative total of $9,044,816, in accordance with Board Resolution No. 20-023 approved on April 21, 2020. On the same date, the Board also approved SSA's request for a 10 percent contingency contract cost increase to enable the Children and Family Services division to use the scanning, indexing and imaging services for their active case files.
SSA’s Subordinate Contract provides digital imaging and indexing of approximately 2.1 million documents per month. As imaging processes have become more streamlined, SSA maximizes this service by imaging paper documentation received in its regional offices, as well as upfront imaging of incoming mail, which is then virtually distributed for processing at SSA's regional offices.
Service priorities focus on the handling of incoming mail, followed by the conversion of existing paper files into electronic files within designated time frames. This proven approach ensures that contracted resources are maximized and continually available to handle varying volumes of incoming documents, which fluctuate throughout each month. SSA has developed processes that result in a continuous batch of documents ready to be scanned, indexed and imaged, thus eliminating any potential for down time where Contractor’s staff are not providing services.
Prior to Contract expiration, SSA plans to issue a new Contract per a new RCA that has been solicited and issued by the CPO to continue services.
The Contractor’s performance has been confirmed as at least 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.
This Contract includes subcontractors. See Attachment C for information regarding subcontractors and Contract Summary Form.
FINANCIAL IMPACT:
Appropriations for this Contract will be included in Budget Control 063, Social Services Agency FY 2021-22 Budget.
Funding is comprised of federal 34 percent, state 60 percent and County General Fund 6 percent. The federal and state dollars are comprised of all qualified SSA program funding allocations based on its generic supportive function.
Contingency of Funds
The 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 Subordinate Contract
MA-063-17011426 with Doculynx, LLC
Attachment B - Amendment to Subordinate Contract with Doculynx, LLC (Redline)
Attachment C - Contract Summary Form