Approve second amendment to Agreement No. 17-272 with BIT California, LLC dba Document Fulfillment Services to extend the term of the agreement through June 30, 2023; shift funding in the amount of $19,800 from MC&CF Postage Services to Printing Services for 2021-22; increase funding in the amount of $10,000 in 2021-22; and add funding in the amount of $259,800 for 2022-23, for a new contract maximum of $1,486,100; and update and clarify language in the agreement, for the provision of CalWIN client correspondence printing and mailing services. (No general fund impact) (Sullivan)

Approve second amendment to Agreement No. 17-272 with BIT California, LLC dba Document Fulfillment Services (DFS) to extend the term of the agreement through June 30, 2023; shift funding in the amount of $19,800 from MC&CF Postage Services to Printing Services for Fiscal Year (FY) 2021-22; increase funding in the amount of $10,000 in FY 2021-22; and add funding in the amount of $259,800 for FY 2022-23, for a new contract maximum of $1,486,100; and update and clarify language in the agreement, for the provision of CalWIN client correspondence printing and mailing services.

Yolo County implemented CalWIN as a primary business application for determining public assistance eligibility, computing, issuing and tracking benefits for CalWORKs, Medi-Cal, Food Stamps, General Assistance and Foster Care. Over the course of the CalWIN development project, consortium counties provided considerable input into the design of the CalWIN system; however, printing resources were not part of the CalWIN project contract, leaving counties to provide their own printing solutions.  

Document Fulfillment Services provides all printing services on behalf of the CalWIN client correspondence, which includes paper, envelopes, printing, folding, inserting, presorting and mailing within 24 hours, and also provides the necessary reports. Annual costs for these services are determined on a cost-per-unit basis and in FY2021-22 there is a need to increase funding to cover the costs for printing. Staff recommends approval of the Second Amendment for the continuation of printing services as needed in the determination of public assistance eligibility.

Performance measures were included in Agreement No. 17-272 and are not being changed by this amendment.

County Counsel has approved this Agreement as to form.

Piggyback on Sacramento County; Sacramento County released a new request for proposals for services on behalf of the CalWIN consortium and selected the winning vendor in March of 2010.  Most of the consortium counties entered into an agreement with the winning vendor, Document Fulfillment Services (DFS), a West Sacramento company.  Yolo County used the bid process completed by Sacramento County, a member of the consortium, as the basis to select DFS as its vendor.
 
The Department confirms Vendor Document Fulfillment has performed satisfactorily on the current agreement.