Approve a purchase order with Document Fulfillment Services in the amount of $350,000 for the period of July 1, 2025 through June 30, 2026 for the provision of postage pass through and portal access for monitoring print job status and postage expenditures necessary for determining the monthly postage balance replenishments for electronic CalSAWS client correspondence printing and mailing services. (No general fund impact) (Morales)

Approve a purchase order with Document Fulfillment Services in the amount of $350,000 for the period of July 1, 2025 through June 30, 2026 for the provision of postage pass through and portal access for monitoring print job status and postage expenditures necessary for determining the monthly postage balance replenishments for electronic CalSAWS client correspondence printing and mailing services.

Yolo County is one of the 58 counties in the CalSAWS Consortium (Consortium) that implemented CalSAWS as a primary business application for determining public assistance eligibility, computing, issuing and tracking benefits for CalWORKs, Medi-Cal, CalFresh, General Assistance, and Foster Care. Postage for printing resources is not part of the CalSAWS project contract, leaving counties to provide their own postage. Since all 58 counties faced similar challenges and requirements for meeting the CalSAWS printing specifications and mandated requirements, Consortium members developed a strategy to standardize the printing solution, maintain data integrity, avoid duplication of effort, and be cost-effective.

On or about June 28, 2019, the Consortium developed a Joint Powers Agreement (JPA), which allows members to utilize the County of Sacramento's contract with Document Fulfillment Services (DFS) for CalSAWS client correspondence printing and mailing services. The County of Yolo is a member of the JPA. The Health and Human Services Agency is requesting approval of the Purchase Order (PO) so that postage can be applied to essential and required printing services provided by DFS for CalSAWS through the JPA. Because the requested PO amount is over $200,000, Board of Supervisors approval is required.  Upon the Board's approval, a PO will be issued in the amount of $350,000 with Document Fulfillment Services.

The increase is to cover a longer period of time (the entire year).  The FY 24/25 was covered by two separate POs.  This single PO will cover the entire FY 25/26 and account for increases in postage costs and correspondence volume.  The impact of not using this service would be increased costs of securing another vendor to perform the same duties separate from the JPAs negotiated contract with Document Fulfillment Services (DFS) to provide all print/mailout services for the 58 CalSAWS counties.  The print and mailout services called "Central Print" is provided by DFS to CalSAWS counties at no additional costs.  The county would incur the print and mailout costs in addition to postage if another vendor was used or the work was completed in house.  

General Services Department, Procurement Division

On June 10, 2025, the County Purchasing Agent  procurement for these services based on the JPA signed by all 58 counties designating DFS as the vendor for print services for CalSAWS correspondences. Without this approval, the County would not be able to meet postage obligations.

Vendor Performance
Performance Measures are not associated with this Purchase Order.