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C.129
To: Board of Supervisors
From: Kathy Gallagher, Employment & Human Services Director
Date: July  24, 2018
The Seal of Contra Costa County, CA
Contra
Costa
County
Subject: Execute a Memorandum of Understanding between the California Automated Consortium Eligibility System and the Welfare Client Data System Consortium
APPROVE OTHER
RECOMMENDATION OF CNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE
Action of Board On:   07/24/2018
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
Karen Mitchoff, District IV Supervisor
Federal D. Glover, District V Supervisor
Contact: Kathy Gallagher 8-4801
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:     July  24, 2018
David Twa,
 
BY: , Deputy

 

RECOMMENDATION(S):

APPROVE and AUTHORIZE the Director Employment and Human Services Department, or designee, to execute a memorandum of understanding containing modified indemnification language between the California Automated Consortium Eligibility System, CalACES, and the Welfare Client Data System Consortium, WCDS, which includes Contra Costa County.

FISCAL IMPACT:

The fiscal impact to the County is unknown at this time. Costs will be distributed through an approved Cost Allocation Plan for each Shared Service across the appropriate and available Federal/State/County funds budgeted each year by the department.

BACKGROUND:
BACKGROUND: (CONT'D)
    Agencies within the United States Department of Health and Human Services, and the United States Department of Agriculture directed the State of California to migrate to a single Statewide Automated Welfare System, CalSAWS, by 2023. The goal is to significantly reduce the financial cost to the federal and state governments of managing and maintaining three different systems, and to standardize eligibility, benefit determination, and the enrollment and case management functions of California's major health an human services programs.

      
    The three social services computer systems used by the 58 California counties are:

    1. LEADER, Los Angeles Eligibility, Automated Determination, Evaluation and Reporting, used only by Los Angeles County.
    2. C-IV, Consortium IV, used in 39 counties
    3. WCDS/CalWIN, Welfare Client Data System/California Work Opportunity and Responsibility to Kids Information Network, used in 18 counties, including Contra Costa County.

      
    The first step in establishing the new statewide automated system was Assembly Bill ABX116 (2011), which required Consortium IV and Los Angeles County to combine into a jointly designed system referred to as the California Automated Consortium Eligibility System (CalACES). On September 1, 2017, the California Automated Consortium Eligibility System formed a Joint Powers Authority (JPA), comprised of forty (40) California counties. In the near future, the 18 remaining counties will join the consortium to continue the development of the statewide CalSAWS system.  
      
    In order to prepare for migration to a single system, representatives from the California Automated Consortium Eligibility System, the Welfare Client Data System/California Work Opportunity and Responsibility to Kids Information Network, and the California Welfare Directors Association formed the CalSAWS Leadership Team to collaborate on a governance structure and to identify issues requiring the procurement and implementation of certain shared computer services needed for all counties to eventually integrate into a single system. The Contra Costa County EHSD Director is a member of this team. The CalSAWS Leadership Team recommended that California Automated Consortium Eligibility System assume the legal responsibility or the procurement and execution of contracts with vendors for these shared services on behalf of the remaining counties.  
      
    The purpose of the Memorandum of Understanding (MOU) is to delineate the areas of understanding and agreement between CalACES and each WCDS county regarding matters related to the procurement, implementation, maintenance and operations of shared services for the benefit of the 58 counties. These shared services include the Online CalWORKS Appraisal Tool ("OCAT") Rebuild as provided in Welfare and Institutions Code section 11325.15, the Foster Care Eligibility Determination and others ("collectively, "Shared Services") deemed necessary by the CalSAWS Leadership Team and CWDA.  
      
    The terms of the MOU require the parties to the MOU to indemnify, defend, and hold harmless the other parties for any claims, liability, or damages arising out of the parties' obligations under the MOU and any contracts for services entered into by CalACES for the benefit of the other parties.  

    CONSEQUENCE OF NEGATIVE ACTION:

    Contra Costa County would not benefit from any shared services in development and planned in the future, and would diminish its role in future CalSAWS governance decisions.  

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