Title
Human Services Department advising the Board of the perpetual nature of twenty-one (21) of its current agreements and recommending continuation of same; and recommending the Purchasing Agent be authorized to encumber funds in the amount of $44,000 to process payments for Fiscal Year 2007/2008 associated with said perpetual agreements
RECOMMENDED ACTION: Approve.
FUNDING: Funding sources are Federal, State, County realignment ($34,000), and County General Fund ($1,500).
Body
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BUDGET SUMMARY: |
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Total Estimated Cost |
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$44,000.00 |
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Funding |
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Budgeted |
$44,000.00 |
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New Funding |
$ |
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Savings |
$ |
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Other |
$ |
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Total Funding Available |
$44,000.00 |
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Change To Net County Cost |
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$0 |
Fiscal Impact/Change to Net County Cost: No change. The three perpetual agreements that require annual payment are funded by the Social Services Allocation with required County match dollars or by the General Fund for Public Guardian. Funds for each agreement have been included in the FY 2007/08 DHS budget, and the 2007/08 encumbrance for payment of the Public Guardian software maintenance agreement was approved by the Board on July 17, 2007.
Background: DHS currently administers 21 perpetual operational agreements and agreements for services, which are maintained to facilitate provision of department services, of which 16 are non-financial in nature. Three agreements for services require payments, one of which was brought to Board attention earlier this fiscal year. Two agreements generate minimal revenues for reimbursement of DHS program administration activities.
All 21 agreements automatically renew from year-to-year. A detailed list of the perpetual agreements maintained by DHS is attached. These perpetual agreements relate to a diverse variety of services, including software maintenance agreements, memorandums of understanding that set forth the roles and responsibilities of participating County departments as it applies to DHS clients, interpreter services for non-English speaking DHS clients, provision of non-paid interns through a local junior college in order to assist students attain education hours as they strive to obtain a degree in Human/Social Services and the formal structure for use of California’s Interim State Automated Welfare System (ISAWS) to determine client eligibility.
Reason for Recommendation: The Department brings this matter before the Board at the recommendation of the Purchasing Agent in order to inform the Board of these agreements, to advise the Board that these agreements were approved by prior Boards, and to request authorization for the Purchasing Agent to prepare the necessary purchase orders for the associated FY2007/08 payments associated with two of the Social Services agreements. The attached spreadsheet provides the Board with detailed information describing the services provided under each agreement, fiscal obligations or budgeted revenues, County Counsel approvals, Fiscal Consideration language, and Termination language. Also attached are copies of comments provided by County Counsel on certain agreements at the time they were approved. Because each of these agreements is related to administration of important services to the community, DHS is recommending their continuation.
Action to be taken following Board approval: Purchasing Agent shall encumber funds and establish blanket purchase orders necessary for payment of FY 2007/08 costs associated with DHS perpetual service agreements as detailed on the attached spreadsheet. DHS shall review and approve invoices upon receipt and forward requests for payment to the Auditor/Controller’s Office. Auditor-Controller’s Office to authorize payment of future invoices.
Contact: Doug Nowka 621-6163
Concurrences: County Counsel and Risk Management reviewed each agreement prior to initial Board approval and execution.