|
Agenda Item
ASR
Control 21-000652 |
||
|
MEETING DATE: |
09/28/21 |
|
|
legal entity taking action: |
Board of Supervisors |
|
|
board of supervisors
district(s): |
All Districts |
|
|
SUBMITTING
Agency/Department: |
Social Services Agency (Approved) |
|
|
Department contact
person(s): |
Laura Turtzer (714) 541-7734 |
|
|
|
Angie Villalpando (714) 541-7768 |
|
Subject: Renew CalWIN Client
Correspondence Printing, Postage and Mailing Services
|
ceo CONCUR |
|
Clerk of the Board |
||||||||
|
Concur |
Approved Agreement to Form |
Discussion |
||||||||
|
|
|
3 Votes Board Majority |
||||||||
|
|
|
|
||||||||
|
Budgeted: Yes |
Current Year Cost:
$1,907,692 |
Annual Cost:
FY 2022-23 $2,861,539 |
||||||||
|
|
|
|
||||||||
|
Staffing Impact: |
No |
# of Positions:
|
Sole Source:
No |
|||||||
|
Current Fiscal Year Revenue: N/A
|
||||||||||
|
Prior Board Action: 9/26/2017
#37 |
||||||||||
RECOMMENDED ACTION(S):
Authorize the County Procurement Officer or authorized Deputy to execute Amendment Two to the Contract with BIT California LLC DBA Document Fulfillment Services for CalWIN client correspondence printing, postage and mailing services to renew the Contract for an additional 26 months from November 1, 2021, through December 31, 2023, with a maximum obligation of $6,200,000, for a revised cumulative total of $28,281,675, for the term of November 1, 2017, through December 31, 2023.
SUMMARY:
Approval to renew the Contract with BIT California LLC DBA Document Fulfillment Services will provide the Social Services Agency with the resources to meet mandated requirements for CalWIN client correspondence printing, postage and mailing services for the Medi-Cal, CalFresh, California Work Opportunities and Responsibilty 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 Two to renew 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 in an amount not to exceed $6.2 million, commencing on November 1, 2021, through December 31, 2023, for a revised cumulative total of $28,281,675 for the term of November 1, 2017, through December 31, 2023.
The Board originally approved the Contract on September 26, 2017, for the term of November 1, 2017, through October 31, 2020, in an amount not to exceed $18,131,675, renewable for two additional one-year terms. The first one-year renewal was authorized administratively pursuant to Board Resolution No. 20-023, Paragraph 4, issued April 21, 2020, 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 for the term of November 1, 2017, through October 31, 2021.
Contract Renewal and Migration to the California
Statewide Automated Welfare System (CalSAWS):
Orange County is currently a member of an 18-county
consortium that utilizes the CalWIN eligibility determination system to issue
benefits to eligible clients in compliance with state and federal mandates for
the Medi-Cal, CalFresh, California Work Opportunities and Responsibility to
Kids (CalWORKS), Foster Care and General Relief programs. In 2004, Sacramento
County became the lead public agency in the CalWIN consortium to competitively
solicit for CalWIN client correspondence printing, postage and mailing
services. Sacramento County’s Request for Proposals (RFP) and contract award
contains a Public Agency Participation provision that permits the participation
by other public agencies through the referencing option. Orange County and 14 other CalWIN counties
have opted to reference Sacramento County’s RFP and their associated Board of
Supervisors approved Contract to establish contracts for these services with
DFS.
Under direction from the Centers for Medicare and Medicaid Services and the Food and Nutrition Service, two agencies affiliated with the United States Department of Health and Human Services and the Department of Agriculture, respectively, all 58 California counties are undergoing a major initiative to move to a single statewide automated welfare/eligibility determination system by 2023. The new system, CalSAWS, is governed by a Joint Powers Authority of which SSA is a member. Sacramento County obtained approval from their Board of Supervisors on May 18, 2021, for an extension of their agreement with DFS to be coterminous with the CalWIN counties’ migration to CalSAWS by December 31, 2023.
SSA is requesting to extend this agreement through December 31, 2023 in order to align with the migration to the CalSAWS eligibility determination system in April 2023. Upon successful migration to CalSAWS, which will include the utilization of the CalSAWS Central Print function for these services, SSA will no longer use DFS services under this contract. While we anticipate successful migration by the end of April 2023, the extension of the agreement through December 31, 2023, will provide a contingency plan for these services.
About Client Correspondence Printing, Postage and
Mailing Services:
Client correspondence files are created in the CalWIN program's nightly batch process and consist of mandated legal notifications to clients concerning their program 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 that includes the proper equipment and expertise to more efficiently deliver these services. The following table shows the volume of mailing in the last two fiscal years as well as the amount expended:
|
Fiscal Year |
Total Pieces Mailed |
Amount Expended* |
|
July 1, 2019 – June 30, 2020 |
3,194,625 |
$2,889,725.36 |
|
July 1, 2020 – June 30, 2021 |
3,200,079 |
$2,993,553.13 |
*Over 53 percent of the total cost for this service is postage.
These figures represent a slight decrease in total pieces mailed from prior years, which averaged around 3,700,000. This decrease is likely a result of the programmatic impacts of the COVID-19 pandemic as many programs had waivers in place that did not require quarterly reports or annual redeterminations. It is anticipated that these waivers will be lifted in the near future and that mailings will return to a pre-COVID-19 level.
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.
FINANCIAL IMPACT:
Appropriations for this Contract are included in budget Control 063, Social Services Agency FY 2021-22 Budget and will be included in the budgeting process for future years.
This Contract is funded with federal 24 percent, state 72 percent and 4 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 Two to Contract MA-063-18010245
with BIT California LLC DBA Document Fulfillment Services
Attachment B - Amendment Two to Contract MA-063-18010245 with BIT California
LLC DBA Document Fulfillment Services - Redline
Attachment C - Contract Summary Form