DATE: August 7, 2018
TO: Board of Supervisors
SUBMITTED BY: Delfino E. Neira, Director, Department of Social Services
SUBJECT: Memorandum of Understanding with the California Automated Consortium Eligibility System
RECOMMENDED ACTION(S):
TITLE
Approve and authorize the Chairman to execute a Memorandum of Understanding with the California Automated Consortium Eligibility System, a Joint Powers Authority, for the procurement, implementation, maintenance, and operations of shared welfare services for all 58 California counties, effective after execution by all 18 Welfare Client Data System Consortium Counties and the California Automated Consortium Eligibility System, and terminating upon the formation of the California Statewide-Automated Welfare System.
REPORT
Approval of the recommended action will support the Department’s participation in the transition to a single statewide-automated welfare data management system by 2023, as directed by the Centers for Medicare and Medicaid Services and the Food and Nutrition Services agency of the United States Department of Agriculture, with no increase in Net County Cost. Three welfare data management systems are currently in use throughout California, with the Department using the California Work Opportunity and Responsibility to Kids Information Network (CalWIN) as its system. This item is countywide.
ALTERNATIVE ACTION(S):
There is no viable alternative action. The State of California has been mandated to establish a single statewide-automated welfare data management system by 2023. Failure to meet this deadline may result in the withdrawal of Federal funds. The Welfare Client Data System (WCDS) Consortium Counties, County Welfare Directors Association of California (CWDA), and representatives from the California Automated Consortium Eligibility System (CalACES) have determined that delegating authority to a single entity to procure and implement shared services will facilitate all counties meeting the 2023 deadline to transition to a single welfare data management system.
FISCAL IMPACT:
There is no increase in Net County Cost associated with the recommended action. CalACES, a Joint Powers Authority, will procure and enter into contracts for shared services with various vendors for the 58 counties; contingent upon CalACES receiving State and/or Federal funding participation, including county participation, for the shared services. The total cost of the procured services is not known at this time; however, the County is currently responsible for paying 4% of the Fresno share of cost for services associated with the WCDS Consortium, comprised of Realignment and Net County Cost. In the event that funds are not forthcoming for any reason, the county may terminate the MOU. Alternatively, CalACES may terminate any contract with a vendor if funds are not available.
DISCUSSION:
On September 1, 2017, CalACES, a joint powers authority, was formed from the 39 counties who utilize Consortium IV (C-IV) as their welfare data management system and Los Angeles County, who utilizes LEADER as their welfare data management system. The CalACES system will replace the LEADER and C-IV systems. The welfare data management system in use by the Department of Social Services in the County of Fresno is CalWIN. CalWIN is managed by the 18 counties of the WCDS Consortium. Due to Federal direction, the State of California must transition to a single statewide-automated welfare data management system (SAWS) by 2023. Once implemented, the new consortium for all counties in the state will be known as CalSAWS. The CalACES system was chosen as the base for the new SAWS.
Participation of the WCDS Consortium counties in the transition to CalSAWS is needed to meet the 2023 deadline. Based upon discussions occurring at CWDA and feedback from State representatives, a problem in procuring and implementing shared services was identified. Having CalACES assume legal responsibility for the procurement, execution, and implementation of the resulting contracts for shared services was identified as the optimal solution.
The recommended action delegates the County’s authority to CalACES to procure and enter into contracts for shared services for all California counties using State and Federal funding, and with the potential use of County funds as determined by the type of service being provided and the Cost Allocation Plan as established by the WCDS Consortium counties. CalACES will solicit feedback from the Department, as needed, and the Department will cooperate with CalACES to provide when necessary information, access to Department sites and facilities, and to take actions to interface with the shared services. The budget and funding sources for each shared welfare service will be determined jointly by representatives from CalACES, the WCDS Consortium Counties, and CWDA.
The Memorandum of Understanding (MOU) includes non-standard liability language protecting both CalACES and the County, a term that deviates from your Board’s preferred length so as to ensure no extensions are needed prior to the transition to CalSAWS, indemnification language agreeing that all parties will indemnify the other parties to the agreement for any claims arising out of the County obligations under the MOU and any contracts for shared services, and the ability to terminate for insufficient funds.
OTHER REVIEWING AGENCIES:
The State Department of Social Services (CDSS) has reviewed and supports the plan to have CalACES obtain shared services for the 58 counties.
ATTACHMENTS INCLUDED AND/OR ON FILE:
On file with Clerk - MOU with CalACES
CAO ANALYST:
Ronald Alexander