|
Agenda Item
ASR
Control 21-000884 |
||
|
MEETING DATE: |
01/25/22 |
|
|
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 |
|
|
|
Teresa Trujillo (714) 541-7764 |
|
Subject: Workflow Redesign Services
Contract
|
ceo CONCUR |
|
Clerk of the Board |
||||||||
|
Concur |
Approved Agreement to Form |
Consent Calendar |
||||||||
|
|
|
3 Votes Board Majority |
||||||||
|
|
|
|
||||||||
|
Budgeted: Yes |
Current Year Cost:
$161,000 |
Annual Cost:
FY 2022-23 $215,250 |
||||||||
|
|
|
|
||||||||
|
Staffing Impact: |
No |
# of Positions:
|
Sole Source:
No |
|||||||
|
Current Fiscal Year Revenue: N/A
|
||||||||||
|
Prior Board Action: N/A
|
||||||||||
RECOMMENDED ACTION(S):
|
1. |
Authorize the County Procurement Officer or authorized Deputy to execute Contract with InTelegy Corporation for Workflow Redesign Services, effective March 1, 2022, through February 28, 2024, with a maximum obligation of $479,750. |
|
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 Contract with InTelegy Corporation for workflow redesign services will help the Children and Family Services Division of the Social Services Agency implement business process changes to improve the efficacy of services provided to children and families in Orange County.
BACKGROUND INFORMATION:
The Social Services Agency (SSA) is requesting the Board of Supervisors’ (Board) approval to execute a Contract with InTelegy Corporation for Workflow Redesign Services, effective March 1, 2022, through February 28, 2024, with a maximum obligation of $479,750. This Contract is executed per the terms and conditions of the California Multiple Award Schedule (CMAS) #4-21-06-1099.
SSA is also requesting the Board’s approval for a 10 percent contingency contract cost increase to allow for additional workflow assessments or redesign recommendations that may arise during the term and to maximize the efficiency of the service.
The SSA Children and Family Services (CFS) Division is a public child welfare agency that provides prevention, assessment and intervention services to remedy conditions that may result in child abuse and/or neglect and to establish safety, permanency and well-being for children and families in Orange County. CFS comprises approximately 1,196 staff including social worker personnel that respond to approximately 1,000 referrals and manage approximately 3,700 open child welfare cases every month.
The landscape of statutory changes and practice improvements impacting child welfare operations and service provision is dynamic. Child welfare is guided by best practice standards; federal/state legislation and regulation; and implementation of local initiatives responsive to the needs of the community. Child welfare system reforms include the federal Family First Prevention Services Act (2018) and California’s Child Welfare Continuum of Care Reform (2015), and the ongoing development and implementation of a new automated statewide child welfare database that will replace the existing Child Welfare Services/Case Management System (CWS/CMS) originally implemented in 1998. To keep pace with system-wide changes such as these, new interim practices and procedural workarounds have been implemented to meet ongoing business needs. The constant revision and addition of system processes can lead to redundancies and inefficiencies. A workflow evaluation and redesign is necessary to assess and identify opportunities to streamline business processes, maximize staffing resources and reduce administrative workload.
The state executed the CMAS contract with InTelegy Corporation based on their extensive expertise in child welfare. InTelegy Corporation has worked with 23 California counties over 17 years to bring process standardization, modernized technology and efficient resource allocation to the operations and service delivery for Human Services Benefits, Child Welfare, Adult Services, In-Home Supportive Services, Child Support Services and Homeless Services Programs. The InTelegy Corporation team has been responsible for oversight and administration of business process and technology assessments, documentation of systems and process requirements, management of collaborative design committees, stakeholder review and approval sessions and all components of successful project management. InTelegy Corporation’s team of consultants includes executive level expertise in business process and call center operations; software and systems development; and Human Services and Social Services process expertise. InTelegy Corporation was reported by other counties to have performed satisfactorily for several years.
InTelegy will conduct the workflow analysis and redesign by evaluating current processes and practices; generating recommendations to enhance workflows, organizational structure and staff retention; leading strategic implementation across CFS; and conducting ongoing monitoring activities.
The Orange County Preference Policy (OCPP) was not applicable for this contract award.
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 by federal 34 percent, state 60 percent and County General Funds 6 percent. Federal and state dollars consist of qualified SSA program funding allocations based on its generic supporting function. County General Funds will be used towards the required match to access federal and state funding.
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 - Contract MA-063-22010520 with InTelegy
Corporation for Workflow Redesign Services
Attachment B - Contract Summary Form
Attachment C - Family First Prevention Services Act
Attachment D - California’s Child Welfare Continuum of Care Reform