Agenda

Return

C. 70

To:	Board of Supervisors
From:	Marla Stuart, Employment and Human Services Director
Date:	April 4, 2023

Contra

Costa

County

Subject:

CalSAWS Postage Cost

APPROVE	OTHER
RECOMMENDATION OF CNTY ADMINISTRATOR	RECOMMENDATION OF BOARD COMMITTEE

Action of Board On: 04/04/2023

APPROVED AS RECOMMENDED

OTHER

Clerks Notes:

VOTE OF SUPERVISORS

AYE:

John Gioia, District I Supervisor
Candace Andersen, District II Supervisor
Diane Burgis, District III Supervisor

ABSENT:

Ken Carlson, District IV Supervisor
Federal D. Glover, District V Supervisor

Contact:

N. Hager (925) 608-4966

I hereby certify that this is a true and correct copy of an action taken and entered on the minutes of the Board of Supervisors on the date shown.
ATTESTED: April 4, 2023
Monica Nino, County Administrator

BY:	, Deputy

RECOMMENDATION(S):

APPROVE and AUTHORIZE the Auditor-Controller to issue payment on behalf of Employment and Human Services Department to BIT California, LLC d.b.a Document Fulfillment Services pursuant Exhibit A Scope of Work Section 1.2.2.2 of Subcontract Agreement between Gainwell and BIT California in an amount not to exceed $2,487,749 to replenish monthly the CalSAWs Central Print Contra Costa County postage account for the period April 5, 2023 through March 31, 2026.

FISCAL IMPACT:

Estimated cost for the period April 4, 2023 through March 31, 2026 is $2,487,749, of which approximately $232,966 is included in FY 22-23 Adopted Budget. The remaining balance will be budgeted in future fiscal years through March 2026. Funding ratios are federal 59%, state 35% and county 6%.

BACKGROUND:

This board order is to authorize monthly payment to BIT California for the replenishment of the postage account.
On March 19, 2019, (D.3) your Board approved and authorized the Board of Supervisor Chair to execute the CalSAWS Consortium Second Amended and Restated Joint Exercise of Powers Agreement for establishing a single statewide case automated welfare system (SAWS) management system for the administration of California’s public assistance programs and the Employment and Human Services Director or designee to execute a Memorandum of Understanding (MOU) with the CalSAWs consortium for the administration and implementation of SAWS.
The Employment and Human Services Department rolled out CalSAWS on February 27, 2023. Under the previous CalWIN automated welfare system, EHSD procured the print mail service from Public Works.
All 58 Counties in California will be using CalSAWS, including Central Print and Mail. On July 8, 2020, the CalSAWS Consortium released a Request for Proposal (RFP) to solicit proposals from qualified vendors to design, develop, and implement central print and mailing services (“Central Mail Services”) for the CalSAWS environment, and selected prime contractor Gainwell Technologies LLC (“Gainwell”) to provide Central Mail Services. The agreement was executed in April 2021 and its duration is for five years and may be extended for up to five one-year terms at the discretion of the CalSAWS Consortium. Central Mail Services include printing, sorting, and mailing all client correspondence generated by CalSAWS including, but not limited to Notice of Action, forms, letters, stuffers, and flyers, and storage of materials.
Gainwell entered into a Subcontract Agreement with BIT California, LLC d.b.a. Document Fulfillment Services (DFS) (Subcontractor) to provide certain central print and mailing services, including but not limited to preprocessing, presort and postage. The Subagreement states that Gainwell will coordinate with each of the CalSAWS Counties to inform them when postage replenishment to Subcontractor is required. Counties are to provide postage funds directly to Subcontractor BIT California. The Contra Costa County Purchasing Agent issued for EHSD purchase order #027191 on February 16, 2023, for $174,725 to meet the three-month prefunding requirement announced in CalSAWS Information Transmittal (CIT) 0170-22.
This board order is to approve and authorize the Auditor-Controller to issue a total amount not-to-exceed $2,487,749 over the term April 5, 2023 through March 31, 2026, to replenish monthly the CalSAWs Central Print Contra Costa County postage account in an amount not less than the actual postage used in the prior month. The not-to-exceed amount of $2,487,749 was estimated based on current monthly average mailing and projected postage rates during the term April 5, 2023 through March 31, 2026.

CONSEQUENCE OF NEGATIVE ACTION:

Not replenishing the CalSAWs Central Print Contra Costa County postage account will result in disruption to CalSAWS operations and in EHSD clients not receiving timely or failing to receive their Notice of Action, forms, letters, stuffers, and flyers.