DATE: May 7, 2019
TO: Board of Supervisors
SUBMITTED BY: Delfino E. Neira, Director, Department of Social Services
SUBJECT: Agreement with California State Association of Counties for Welfare Client Data Systems Management services
RECOMMENDED ACTION(S):
TITLE
Approve and authorize the Chairman to execute an Agreement with the California State Association of Counties for Welfare Client Data Systems Management services, effective July 1, 2019, not to exceed four consecutive years, which includes a three-year base contract and one optional one-year extension, total not to exceed $2,258,446.
REPORT
Approval of the recommended action will allow the Department to continue participation in the Welfare Client Data Systems (WCDS) Consortium. WCDS provides data management services for the California Work Opportunity and Responsibility to Kids Information Network (CalWIN) computer system utilized by the Department to record client data and eligibility benefits determination. The maximum cost of the Agreement is $33,260,763 and is shared among the 18 CalWIN Consortium counties based on proportionate caseload size. The Department’s share of cost is $1,632,766. An additional $625,680 has been budgeted for the full term of this Agreement to fund any optional resource agreements (i.e. additional staffing) executed by the California State Association of Counties (CSAC). Costs will be financed with Federal and State revenues and 1991 Social Service Realignment funds, with no increase in Net County Cost. This item is countywide.
ALTERNATIVE ACTION(S):
There is no viable alternative action. If the Board does not approve the Agreement, the Department could no longer participate in the WCDS Consortium, which allows the Department to record client data and determine eligibility benefits.
FISCAL IMPACT:
There is no increase in Net County Cost associated with the recommended action. The Department’s share of the Agreement is $2,258,446 and will be offset with Federal and State CalWIN funds ($2,176,876), and County share of cost ($81,570) funded through 1991 Social Services Realignment. Sufficient appropriations ($537,103) will be included in the FY 2019-20 Recommended Budget for the Department of Social Services Org 5610, which will be offset with Federal and State CalWIN funds ($517,704) and 1991 Social Services Realignment ($19,399). The remaining three years of the Agreement will be included in subsequent Recommended Budgets.
DISCUSSION:
The California State Association of Counties (CSAC) is comprised of all 58 counties and serves as the contracting agent for the WCDS Consortium. The WCDS Consortium administers CalWIN, the on-line automated social services client data and benefits processing system, for the member counties. CalWIN is a vital tool that the Department utilizes to administer eligibility and benefits to County residents.
Traditionally, an agreement between CSAC and the participating counties was required on an annual basis. Beginning in FY 2016-17, the contract term was changed to three years in an attempt to reduce administrative time preparing an agreement and associated documents. Approval of the recommended action will provide funding to support WCDS management and staff, and allow CSAC to serve as the employer of record for qualified individuals who work for WCDS under the direction of the county directors. There are no additional contracts between the Department and CSAC.
The recommended Agreement deviates from the County’s standard contract format, as it follows CSAC’s standard formatting, as required. If approved, the Agreement may be terminated at any time by the WCDS Board of Directors or CSAC, without cause and upon sixty (60) days. advanced written notice.
REFERENCE MATERIAL:
BAI #51, June 7, 2016
BAI #81, June 16, 2015
ATTACHMENTS INCLUDED AND/OR ON FILE:
On file with Clerk - Agreement
CAO ANALYST:
Ronald Alexander