DATE: June 9, 2020
TO: Board of Supervisors
SUBMITTED BY: Delfino E. Neira, Director, Department of Social Services
SUBJECT: Agreement with National Council on Crime and Delinquency for SafeMeasures
RECOMMENDED ACTION(S):
TITLE
1. Make a finding that it is in the best interest of the County to waive the competitive bidding process consistent with Administrative Policy No. 34 for unusual or extraordinary circumstances for the provision of an internet reporting system derived from the Child Welfare Services/Case Management System for the Department of Social Services.
2. Approve and authorize the Chairman to execute a sole source Agreement with National Council on Crime and Delinquency, for SafeMeasures, an internet reporting system, effective July 1, 2020, not to exceed five consecutive years, which includes a three-year base contract and two optional one-year extensions, total not to exceed $394,394.
REPORT
Approval of the recommended actions will allow the Department of Social Services continued use of SafeMeasures, an internet reporting system, provided by National Council on Crime and Delinquency (NCCD), which allows for the development of custom reports to be used for advanced Child Welfare data analysis. This service will be made available to the Department for a three-year period with two optional twelve-month extensions for a total of five years, with no net County cost.
ALTERNATIVE ACTION:
There is no viable alternative action. Failure to approve the recommended action will result in diminished child welfare data analysis capability for the Department.
SUSPENSION OF COMPETITION/SOLE SOURCE CONTRACT:
The Department requests the Board to waive the competitive bidding process consistent with Administrative Policy No. 34 as NCCD is the only vendor with authorization to access the State of California’s Child Welfare Services/Case Management Services (CWS/CMS) system data. SafeMeasures utilizes CWS/CMS data to generate advanced case level reports. The ISD - Purchasing concurs with the Department’s request to waive the competitive bidding process.
FISCAL IMPACT:
There is no increase in Net County Cost associated with the recommended actions. The maximum cost of the recommended Agreement for the period of July 1, 2020 through June 30, 2025 is $394,394 and will be entirely offset using a combination of 2011 and 1991 Realignment funds, as well as State and Federal Child Welfare funds. The maximum cost of the three-year base period (July 1, 2020 through June 30, 2023) is $227,535, and the maximum cost of the two one-year optional extension periods (July 1, 2023 through June 30, 2025) is $166,859. Each optional one-year extension includes an increase of 10% as the Agreement allows the vendor to issue a revised quotation of the Reporting Service fees for each extension not to exceed 10%. Sufficient appropriations and revenues have been included in the FY 2020-21 Recommended Budget for the Department of Social Services Organization 5610 and will be included in subsequent requested budgets.
DISCUSSION:
The CWS/CMS is a mandatory statewide Child Welfare database implemented by the California Department of Social Services (CDSS) in 1997 to automate the case management, services planning, and information gathering functions of counties’ Child Welfare Services (CWS) Program. Program management reports are available through CWS/CMS; however, the reports do not yield management information at a County or case specific level. CWS/CMS is a state database that cannot be modified to provide customized reports. The recommended actions allow the Department to obtain this level of information through SafeMeasures.
Developed and operated by the NCCD, SafeMeasures is a quality assurance internet reporting service that extracts and links data from CWS/CMS to key child welfare performance standards. SafeMeasures captures County of Fresno specific data in a format that assists Department managers and supervisors in ensuring service expectations are met and children receive timely services. Data on key indicators tied to federal outcome measures that include safety, permanency and well-being are also available through SafeMeasures. SafeMeasures provides daily case level data extracts from CWS/CMS. NCCD is the only entity authorized by the CDSS to access CWS/CMS data and generate custom reports. The County has contracted with NCCD for SafeMeasures since 2004 and has no other agreements with NCCD.
The County of Fresno Internal Services Purchasing Division has been included in discussions and concurs with the recommended actions. The recommended agreement was drafted by NCCD and varies from standard County boilerplate. NCCD requires that the County sign the agreement first. A fully executed copy of the agreement will be forwarded to Fresno County Clerk of the Board once NCCD signs. County Council reviewed the agreement and approved to legal form. The Agreement may be terminated for any reason by the County, County’s DSS Director or Contractor with 30-day advance written notice. In addition, the Agreement may be modified or terminated upon non-allocation of funds with written notice from the County prior to June 30th. Jurisdiction, venue and governing law for any litigation resulting from this Agreement falls under the State of Wisconsin.
ATTACHMENTS INCLUDED AND/OR ON FILE:
On file with Clerk - Agreement with NCCD
Suspension of Competition
CAO ANALYST:
Ron Alexander