DATE: August 6, 2019
TO: Board of Supervisors
SUBMITTED BY: Delfino E. Neira, Director, Department of Social Services
SUBJECT: Assignment, Novation, and Consent of Two Agreements to the CalSAWS Consortium Joint Powers Authority
RECOMMENDED ACTION(S):
TITLE
1. Approve and authorize the Chairman to execute Assignment, Novation, and Consent of Agreement No. 15-058-1 with DXC Technology Services LLC for Maintenance and Operation of CalWIN, assigning responsibility from the County of Fresno to the CalSAWS Consortium, a Joint Powers Authority, effective September 1, 2019.
2. Approve and authorize the Chairman to execute Assignment, Novation, and Consent of Agreement No. 19-215 with California State Association of Counties for Welfare Client Data Systems Management services, assigning responsibility from the County of Fresno to the CalSAWS Consortium, a Joint Powers Authority, effective September 1, 2019.
REPORT
Approval of the recommended actions will transfer the County’s responsibilities under Agreement No. 15-058-1 and Agreement No. 19-215 to the CalSAWS Consortium, a Joint Powers Authority, with no changes in terms or compensation to the vendors, and no increase in Net County Cost. This item is countywide.
ALTERNATIVE ACTION(S):
There are no viable alternative actions. If the recommended actions are not approved, the CalSAWS Consortium will not be able to oversee and facilitate the Federally mandated transition from the CalWIN welfare data management system to one system (CalSAWS) for all 58 counties.
FISCAL IMPACT:
There is no increase in Net County Cost associated with the recommended actions as the assigned agreements will continue in accordance with the previous terms. After the assignments become effective, payments that had previously been issued by the County to DXC Technology Services LLC (DXC) and the California State Association of Counties (CSAC) will instead be issued by the CalSAWS Consortium.
DISCUSSION:
The Department currently uses the CalWIN welfare data management system (one of three different systems used statewide) to support the administration of public assistance programs. All California counties must transition to a single, statewide system by 2023, or Federal funding for public assistance data management will be lost. On October 8, 2018, the Department issued a Board Briefing Report providing information regarding the transition from CalWIN to the new statewide system, CalSAWS.
To facilitate creation and management of the CalSAWS system, the CalSAWS Consortium, a Joint Powers Authority, was formed amongst all 58 counties, which the Board authorized on March 12, 2019 and became effective June 28, 2019. On May 7, 2019, your Board approved Agreement No. 19-215 between the County and CSAC, for CalWIN Welfare Client Data Systems (WCDS) management services, for a base contract of three (3) years with an option to extend by an additional year through FY 2022-23. The previous agreement between the County and CSAC, for data management services, expired June 30, 2019. On June 18, 2019, your Board approved Agreement No. 15-058-1 with DXC for the maintenance and operation of the CalWIN welfare data management system. The amendment restated the agreement in its entirety, increased the maximum compensation, and exercised the first extension through January 31, 2023. With all 18 CalWIN counties having executed the amendments, the CalSAWS Consortium has requested the counties assign the DXC and CSAC agreements to the CalSAWS Consortium to facilitate the transition to the statewide system. The Department anticipates transitioning to the CalSAWS system in late 2022. The recommended actions, effective September 1, 2019, transfer the County’s responsibilities under the agreements to the CalSAWS Consortium.
REFERENCE MATERIAL:
BAI #69, June 18, 2019
BAI #66, May 7, 2019
BAI #50, March 12, 2019
BBR - Transition from the CalWORKs Information Network to the California Statewide Automated Welfare System, October 8, 2018
ATTACHMENTS INCLUDED AND/OR ON FILE:
On file with Clerk - Assignment of Agreement No. 15-058-1
On file with Clerk - Assignment of Agreement No. 19-215
CAO ANALYST:
Ronald Alexander