Special Notice / Hearing: None__
Vote Required: Majority
To: Honorable Board of Supervisors
From: Iliana Rodriguez, Director, Human Services Agency
Subject: Agreement with Document Fulfillment Services, Inc
RECOMMENDATION:
title
Adopt a resolution authorizing an agreement with Document Fulfillment Services, Inc. to provide distribution of client correspondence for the term of September 1, 2017 through August 31, 2020 in an amount not to exceed $1,500,000.
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BACKGROUND:
The Welfare Client Data System (WCDS) is a consortium of eighteen (18) counties in California that share an automated system that administers Client correspondence. WCDS developed the primary business application, CalWORKs Information Network (CalWIN) for the member counties. San Mateo County Human Services Agency migrated to CalWIN on October 1, 2005 for the purpose of managing and generating client correspondence. Due to the complexity of printing and the mailing of these correspondence, it was deemed necessary to contract out these services.
Sacramento County is the primary County for the CalWIN Client correspondence printing and mailing services. Sacramento County issued a Request for Proposals (RFP) for these services on June 6, 2017, on behalf of the Consortium of Counties. Document Fulfillment Services, Inc. (DFS) was selected as the vendor. Each Consortium County will process its own agreement with DFS according to its procurement process. See attached RFP matrix.
DISCUSSION:
Through this agreement, DFS will provide services relating to the generation, handling, printing and sending of client correspondence from CalWIN. The services to be provided through this Agreement will include the following:
1) Daily pickup of electronically transmitted data from DXC Technology
2) Printing of all documents
3) Folding
4) Sorting
5) Mailing via the United States Postal Service
Services included in this agreement will cover all costs related to the purchasing of paper, envelopes and United States postage needed for the management of CalWIN client correspondence. The agreement will include a contingency of $50,000 per year to cover postage rate increases and any other unanticipated cost related to the printing and distribution of client correspondence.
The resolution contains the County’s standard provisions allowing amendments of the County’s fiscal obligations by a maximum of $25,000 (in aggregate).
The agreement and resolution have been reviewed and approved by County Counsel as to form.
Approval of this agreement contributes to the Shared Vision 2025 outcome of a Prosperous Community by enabling the Human Services Agency to communicate with (CalWIN) clients in a timely manner and, as a result, improve the lives of residents of San Mateo County. It is anticipated that Contractor will pickup the electronically transmitted data from DXC Technology within three hours on a daily basis. In addition, it is anticipated that correspondence will be printed, folded, sorted and delivered to the United States Postal Services in time for next day delivery for 93% of the correspondence received.
PERFORMANCE MEASURE:
|
Measure |
FY 2017-18 Projected |
FY 2018-19 Projected |
FY 2019-20 Projected |
|
Daily pickup of electronically transmitted data from DXC Technology |
Within 3 hours |
Within 3 hours |
Within 3 hours |
|
Percentage of correspondence electronically transmitted data from DXC Technology that is printed, folded, sorted, and delivered to United States Postal Services in time for next day delivery to client addresses |
93% |
93% |
93% |
FISCAL IMPACT:
The term of this agreement is September 1, 2017 through August 31, 2020. The total agreement obligation is $1,500,000 and is fully funded through the CalWIN allocation. The amount for each fiscal year is $500,000. All postage and mailing expenses are Cost Applied throughout the Human Services Agency. Appropriations were included in the FY 2017-18 tentatively Adopted Budget and the remaining amounts in the future years Recommended Budgets. The monthly estimated expenditure for this agreement was increased to $41,666, as compared to the last year’s $21,000 monthly amount; largely due to an increase in the amount of correspondence and related postage rates as a result of the Affordable Care Act requirements.