Title
Health and Human Services Agency (HHSA) recommending the Board:
1) Approve and authorize the Chair to sign Memorandum of Understanding (MOU) (FENIX # to be determined) with the CalSAWS Consortium, a California Joint Powers Authority, that supersedes existing Memorandum of Understanding 053-M1811, including any and all prior amendments, for an estimated reoccurring annual cost of $48,950, with a perpetual term to begin on June 28, 2019;
2) Authorize the Purchasing Agent to execute further documents relating to the MOU, including amendments that do not increase the maximum dollar amount or change the term of the MOU, and contingent upon approval by County Counsel and Risk Management; and
3) Authorize the HHSA Director or the Chief Fiscal Officer to execute any required fiscal and programmatic reports.
FUNDING: 49% Federal, 23% Social Services Realignment, 24% State, and 4% County General Fund.
Body
DISCUSSION / BACKGROUND:
This Memorandum of Understanding (MOU) between the County and the CalSAWS JPA replaces existing MOU 053-M1811 and is required for the County to be a participating member of the CalSAWS JPA. The CalSAWS JPA is being formed to replace the current C-IV Consortium which was established for counties to participate in and use the current C-IV software platform. C-IV is being replaced with SAWS, an updated and expanded platform used for Medi-Cal, California Work Opportunity & Responsibility to Kids/Temporary Aid to Needy Families (CalWORKs/TANF), CalFresh/Supplemental Nutrition Assistance Program (SNAP), Cash Assistance Program for Immigrants (CAPI), Foster Care, Refugee Cash Assistance (RCA), Kinship Guardianship Assistance Program (KinGAP), California Food Assistance Program (CFAP), General Assistance/General Relief (GA/GR), Adoption Assistance, and other subprograms. This new participation MOU with CalSAWS JPA includes an annual participation fee, which for 2019-2020 is estimated to be $48,950.
In 1979, the California Legislature passed Assembly Bill (AB) 8 requiring the Department of Social Services to implement a centralized welfare system in all counties, which resulted in four Consortiums being developed to meet this mandate. El Dorado County was one of thirty-five counties that shared in the use of the Interim Statewide Automated Welfare System (ISAWS) for the determination of welfare eligibility, to issue benefits and to manage welfare-to-work services. That system was known as the California Statewide Automated Welfare Consortium IV (C-IV Consortium). The County utilized the ISAWS software and paid its share of costs of the C-IV Consortium’s expenses for necessary equipment and services of the automated C-IV system through Memorandum of Understanding 053-M1811 (File ID 17-0526, No. 14).
In December 2016, the Centers for Medicare and Medicaid Services and the Food and Nutrition Services agencies of the United States Department of Agriculture directed California to move to a single statewide automated welfare system (“CalSAWS”) by 2023 in order to receive federal funds. With all 58 counties participating in the single statewide automated welfare system, Consortium C-IV is now changing its name to CalSAWS Joint Powers Authority (JPA) through the Second Amended and Restated JPA Agreement (Agreement) (see File ID 19-0546).
According to Policy C-17, Section 7.11 (Policy), the contractor selection process for service contracts in excess of $100,000 must include a review of the scope of services and contractor’s professional qualifications by a group of individuals (including at least one representative from outside the department requesting the services) qualified to judge the contractor’s ability to perform the services. However, the CalSAWS JPA agreement was not submitted for a contractor selection process in accordance with the Policy because the County is required to participate in the CalSAWS JPA, to qualify for use of the SAWS system.
ALTERNATIVES:
The Board could decline to approve the MOU with the CalSAWS JPA; however, to continue to provide services for the Social Services programs, the County must participate in CalSAWS and pay its share of costs to the CalSAWS JPA.
PRIOR BOARD ACTION:
1) 07-15-2003 / Item 5 / ISAWS Consortium MOU and Bylaws
2) 04-17-2007 / File ID 07-596 / Human Services with CA Statewide Automated Welfare
3) 06-10-2008 / File ID 08-0807 / DHS A1 CA Statewide Automated Welfare Systems
4) 03-24-2009 / File ID 09-0315 / DHS C-IV MOU 905-M0810 A2
5) 04-27-2010 / File ID 10-0372 / DHS C-IV 417-M1011
6) 05-25-2010 / File ID 10-0540 / DHS C-IV Scanner Purchase
7) 05-23-2017 / File ID 17-0526 / HHSA CalACES JPA Agmt & MOU
OTHER DEPARTMENT / AGENCY INVOLVEMENT:
Approved by County Counsel, Information Technologies, Human Resources, and Risk Management.
CAO RECOMMENDATION:
It is recommended that the Board approve this item.
FINANCIAL IMPACT:
Costs related to participation in CalSAWS are spread to the programs that use the mandatory automated welfare system, and will be paid from an estimated combination of 49% Federal funding, 23% Social Services Realignment, 24% State funding, and 4% County General Fund. The County’s estimated annual share of costs for FY 2019-2020 is as follows:
Estimated Project and Administrative costs: $44,530
Estimated postage costs: 4,420
Estimated total: $48,950
Of the estimated FY 2019-2020 total cost of $48,950, the anticipated Net County Cost is $1,958.
In the event County Information Technologies is required to participate in the installation and migration to the new system, there may be undetermined staffing costs involved.
CLERK OF THE BOARD FOLLOW UP ACTIONS
1) Clerk of the Board to obtain signature of Chair on three (3) originals of the MOU.
2) Clerk of the Board to send all partially signed documents to HHSA Contracts Unit at 3057 Briw Road.
STRATEGIC PLAN COMPONENT:
N/A
CONTACT
Don Semon, Director