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Health and Human Services Agency recommending the Board:
1) Approve and authorize the Chair to sign Agreement for Services 4594 with Fiscal Experts, Inc. for the provision of a web-based automated time study service and associated training, in the amount of $96,000, for the three year term commencing upon final execution;
2) Make findings in accordance with County Ordinance 3.13.030 (B) “Specialty skills and qualifications not expressly identified in County classifications are involved in the performance of the work,” this proprietary software is not available through any other vendor; and
3) Authorize the Purchasing Agent, or designee, to execute further documents relating to Agreement for Services 4594, including amendments which do not increase the maximum dollar amount or term of the Agreement, and contingent upon approval by County Counsel and Risk Management.
FUNDING: 40% Federal, 15% State, 45% Realignment.
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DISCUSSION / BACKGROUND:
HHSA, Social Services Division administers a variety of entitlement programs and services that are funded by a mix of Federal, State, and County revenue. To access administrative financing for these services, counties are required by the California Department of Social Services to complete an administrative expense claim on a quarterly basis. An essential component of this claim is the submission of time study information for each staff member, which is then charged against the appropriate program code. Effective management of this process is critical to ensure that all allocations are maximized and overspending is minimized.
In 2009, in an effort to implement process improvement, the Department of Human Services (now HHSA) investigated the “Time Study Buddy” technology offered by Fiscal Experts, Inc. as it meets Federal and State requirements as well as the County’s fiscal and programmatic requirements. The Department sought recommendations from Marin County, who had already automated their time study sy...
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