Consent-Health & Human Services # 30.
Board of Supervisors
- Meeting Date:
- 11/07/2023
- Brief Title
- Purchase Order for Document Fulfillment Services
From:
Nolan Sullivan, Director, Health and Human Services Agency
Staff Contact:
Soua Moua, Service Center Interim Branch Director, Health and Human Services Agency, x2702
Supervisorial District Impact:
Countywide
Subject
Approve the purchase order with Document Fulfillment Services in the amount of $300,000 for the period of January 1, 2024 through December 31, 2024 for postage for the provision of electronic CalSAWS client correspondence printing and mailing services. (No general fund impact) (Sullivan)
Recommended Action
Approve the purchase order with Document Fulfillment Services in the amount of $300,000 for the period of January 1, 2024 through December 31, 2024 for postage for the provision of electronic CalSAWS client correspondence printing and mailing services.
Strategic Plan Goal(s)
 |
Thriving Residents |
Reason for Recommended Action/Background
Yolo County is one of the 58 counties in the CalSAWS 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 face similar challenges and requirements for meeting the CalSAWS printing specifications and mandated requirements, consortium members developed a strategy that attempts to standardize the printing solution, maintain data integrity, avoid duplication of effort, and is cost-effective.
Beginning January 1, 2024, printing services will be managed by CalSAWS and will no longer be the responsibility of the county. Yolo County’s agreement with Document Fulfillment Services (DFS) expired June 30, 2023, but Sacramento County’s agreement ends December 31, 2023. Because of the Consortium, it is possible for Yolo County to still issue payments for postage in the form of a Purchase Order to DFS to continue printing services based on Sacramento County’s agreement through the end of 2023.
HHSA is requesting the approval of the Purchase Order so postage can be applied to essential and required printing services provided by DFS for CalSAWS through the JPA which Yolo is a member.
Beginning January 1, 2024, printing services will be managed by CalSAWS and will no longer be the responsibility of the county. Yolo County’s agreement with Document Fulfillment Services (DFS) expired June 30, 2023, but Sacramento County’s agreement ends December 31, 2023. Because of the Consortium, it is possible for Yolo County to still issue payments for postage in the form of a Purchase Order to DFS to continue printing services based on Sacramento County’s agreement through the end of 2023.
HHSA is requesting the approval of the Purchase Order so postage can be applied to essential and required printing services provided by DFS for CalSAWS through the JPA which Yolo is a member.
Collaborations (including Board advisory groups and external partner agencies)
Department of General Services, Procurement Division
Competitive Bid Process/Vendor Performance
Sole Source approved by the Procurement Manager on December 26, 2022. Under the Joint Exercise of Powers Agreement signed by all 58 counties, DFS is the selected vendor for print services for CalSAWS correspondences.
Fiscal Impact
Fiscal impact (see budgetary detail below)
Fiscal Impact (Expenditure)
- Total cost of recommended action:
- $ 300,000
- Amount budgeted for expenditure:
- $ 300,000
- Additional expenditure authority needed:
- $ 0
- One-time commitment:
- Yes
Source of Funds for this Expenditure
- Other Public Welfare
- $300,000
Further explanation as needed:
No general funds are required by this action. These services will be funded by Other Public Welfare. The total amount of this action is $300,000 for the period of January 1, 2024 through December 31, 2024. The amount of $300,000 is included in the HHSA adopted budget for fiscal year 2023-24.
Attachments
No file(s) attached.
Form Review
| Inbox | Reviewed By | Date |
|---|---|---|
| Financial Services | mrobertson | 10/27/2023 03:04 PM |
| County Counsel | Hope Welton | 10/27/2023 03:07 PM |
| Cindy Perez | Cindy Perez | 10/27/2023 04:40 PM |
- Form Started By:
- Emily Covey
- Started On:
- 06/08/2023 01:09 PM
- Final Approval Date:
- 10/27/2023