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File #: 19-0638    Version: 1 Name: Agreement w/ DFS for Social Services Printing & Mailing
Type: Agenda Item Status: Approved
File created: 5/8/2019 In control: Social Services
On agenda: 6/4/2019 Final action: 6/4/2019
Enactment date: Enactment #: Agreement No. 19-254
Title: Approve and authorize the Chairman to execute an Agreement with BIT California, LLC dba Document Fulfillment Services for printing and mailing services, effective July 1, 2019, not to exceed eight consecutive years, which includes a three-year base contract and one optional five-year extension, total not to exceed $28,800,000.
Attachments: 1. Agenda Item, 2. Agreement A-19-254 with Document Fulfillment Services
DATE: June 4, 2019

TO: Board of Supervisors

SUBMITTED BY: Delfino E. Neira, Director, Department of Social Services

SUBJECT: Agreement with BIT California, LLC dba Document Fulfillment Services for Printing and Mailing Services

RECOMMENDED ACTION(S):
TITLE
Approve and authorize the Chairman to execute an Agreement with BIT California, LLC dba Document Fulfillment Services for printing and mailing services, effective July 1, 2019, not to exceed eight consecutive years, which includes a three-year base contract and one optional five-year extension, total not to exceed $28,800,000.
REPORT
Approval of the recommended action will allow BIT California, LLC dba Document Fulfillment Services (DFS) to print and mail client correspondence, with no increase in Net County Cost. Printing and mailing services will be provided on a fee-for-service basis and are necessary for the Department to meet State and Federal requirements for mandated notifications and client correspondence. This item is countywide.

ALTERNATIVE ACTION(S):

There is no viable alternative action. Existing County infrastructure does not have the capacity to provide the services. Should your Board choose not to approve the Agreement, the County will be unable to meet State and Federal mandated timeframes for client correspondence.

FISCAL IMPACT:

There is no increase in Net County Cost associated with the recommended action. The maximum cost of the recommended agreement is $28,800,000, comprised of $14,400,000 in printing costs and $14,400,000 in postage costs, based on current postage rates. Vendor compensation is based on the actual documents printed and mailed on behalf of the Department.

The cost of the Department's printing and mailing services will be offset with CalWIN Allocation and Social Services Program funds. CalWIN Allocation costs will be offset with Federal and State reimbursement ($6,792,080) and 1991 Social Services Realignment ($248,448) with the General Relief program share of cos...

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