DATE: December 3, 2024
TO: Board of Supervisors
SUBMITTED BY: Sanja Bugay, Director, Department of Social Services
SUBJECT: Revision to County Purchase Agreement with the CalSAWS Consortium for the Purchase of CalSAWS Kiosks
RECOMMENDED ACTION(S):
TITLE
Approve and authorize the Chairman to execute Revision 1 to the County Purchase Agreement with the CalSAWS Consortium for the purchase of 26 CalSAWS Kiosks to adjust service schedule and decrease the maximum compensation by $215,488 to a total of $541,468 through State Fiscal Year 2024-25.
REPORT
There is no increase in Net County Cost associated with the recommended action. Approval of the recommend action will reduce the maximum compensation and adjust service schedules allowing the Department to continue accessing support and training services from the CalSAWS Consortium for the CalSAWS kiosks through the State Fiscal Year (SFY) 2024-25. Kiosk support efficient direct consumer services as it is a self-help tool made available to consumers in various Department locations. This item is county wide.
ALTERNATIVE ACTION(S):
Should your Board not approve the recommended action, the Department would be unable to access CalSAWS Consortium support services through SFY 2024-25 for the 26 kiosks that have already been purchased and delivered to the Department. These services would include the CalSAWS kiosk configuration, flow design, and onsite support and training to ensure these kiosks are fully operational for public usages once they go-live. Without the necessary support services from the CalSAWS Consortium, the Department may need to continue lobby operations without the full functionality the CalSAWS kiosks were purchased to provide, and the public may experience longer queue time when visiting the offices for public assistance programs without the option for self-service.
FISCAL IMPACT:
There is no increase in Net County Cost associated with the recommended action. The maximum compensations of $541,468 covers purchase and associated support and training cost of 26 kiosks. The hardware purchase of this project was completed in FY 2023-24 and related cost were offset with federal American Recovery Plan Act (ARPA) County Technology Enhancements Allocation ($492,052), received through the federal Supplemental Nutrition Assistance Program (SNAP). This funding was made available for counties and was specifically designated to support one time county technology enhancements, such as computers, scanners, and kiosks, that benefit CalFresh and other programs for the Federal Fiscal Year 2023.
The remaining amount ($49,416) will be offset with State and Federal Social Services Funds ($46,942), 2011 Realignment ($1,353) in lieu of State General Funds for Foster Care Eligibility that was realigned to counties through Assembly Bill 118 (Chapter 40, Statutes of 2011), 1991 Social Services Realignment ($540), and the required Net County Cost ($581) which offsets the General Relief Program share of cost. Sufficient appropriations and estimated revenues were included in the Department’s Org 5610 FY 2024-25 Adopted Budget.
DISCUSSION:
On March 12, 2019, the Board approved Agreement No. 19-129 and Agreement No. 19-130 with the CalSAWS Consortium, a Joint Powers Authority, to allow the CalSAWS Consortium to oversee activities and the management of CalSAWS, such as the design, procurement, development, implementation, migration, ongoing operation, and system maintenance, on behalf of all 58 California counties.
On May 23, 2023, your Board approved Agreement No. 23-229 with the CalSAWS Consortium for the Department to purchase 26 CalSAWS kiosks to install in seven Department lobbies located in central, east, west and rural Fresno. The CalSAWS kiosks allow the public to submit applications and supporting documents during the office’s hours of operation without waiting for the next available staff member. This County Purchase Agreement includes all the required hardware, hardware and software technical support, equipment training, and administrative charges related to the installation of 26 CalSAWS kiosks in the Department’s offices.
Approval of the recommended action will reduce the maximum compensation of this County Purchase by $215,488 for a maximum of $541,468 and update support and training schedules to allow the Department continued access through SFY 2024-25 for related services provided through the CalSAWS Consortium. Initially, some of the related support and training services for the roll out of the CalSAWS kiosks were scheduled through October 31, 2024, with reimbursements being made to the Consortium throughout SFY 2024-25. The kiosks implementation plans were adjusted based on different system configurations, and the Department needs these services to continue until January 31, 2025. This adjustment will accommodate the updated kiosks go-live date. The Department will still be invoiced by the Consortium through SFY 2024-25. The revision includes shifting the 218 hours originally allocated for Regulatory and Administrative Change Budget Services for SFY 2023-24 to SFY 2024-25 and removing the monthly recurring Technical Infrastructure Services Charges for enhanced central support for the devices from the County Purchase which result in a decrease of the maximum compensation by $215,488.
The recommended Amendment County Purchase Agreement is developed by the CalSAWS Consortium, and deviates from the County’s standard contract language.
REFERENCE MATERIAL:
BAI #53, May 23, 2023
BAI #50, March 12, 2019
ATTACHMENTS INCLUDED AND/OR ON FILE:
On file with Clerk - Revised County Purchase Agreement for CalSAWS Kiosks
CAO ANALYST:
Ronald Alexander