Title
Department of Human Services recommending the Board consider the following:
1) Authorize the Director of Human Services to sign County purchase approval documents in accordance with provisions of the ongoing Joint Exercise of Powers Agreement (JPA) 905-M0810 with the California Statewide Automated Welfare Systems Consortium (C-IV) for the purchase of equipment necessary for the operation of the automated Statewide eligibility determination system, throughout the term of the agreement; and
2) Authorize the County Purchasing Agent to establish a blanket purchase order in the amount of $31,959, to facilitate payment of invoices to the County of San Bernardino, which is C-IV's designated Treasurer pursuant to Section 3.03 on JPA 905-M0810; and
3) Authorize the Purchasing Agent to increase the blanket purchase order as needed as long as funding is available within the Department of Human Services.
FUNDING:
FY 2009-10: 100% Federal/State Medi-Cal Data Privacy and Security Allocation
Future Purchases: 60% Federal / 35% State Social Services Allocation with 5% County Match met primarily with non-general fund resources.
Body
BUDGET SUMMARY: |
|
|
Total Estimated Cost |
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$31,959 |
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|
|
Funding |
|
|
Budgeted |
$31,959 |
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New Funding |
$ |
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Savings |
$ |
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Other |
$ |
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Total Funding Available |
$31,959 |
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Change To Net County Cost |
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$0.00 |
Fiscal Impact/Change to Net County Cost: No change. Federal/State funds for this purchase are budgeted for FY 09-10 and will be included in future year budget requests.
Background: On April 17, 2007, the Board of Supervisors authorized the Chairman to execute Agreement 905-M0810, comprised of a Joint Powers Agreement (JPA) and Memorandum of Understanding (MOU) between the California Statewide Automated Welfare Systems Consortium (C-IV) and the County. This JPA and MOU authorized the County of El Dorado to become one of thirty-five counties to join the existing four C-IV counties to transition to use of a new automated eligibility determination and benefit calculation system for public assistance programs. This Agreement references and defines provisions of a System Agreement entered into on February 28, 2001 between C-IV and Accenture for acquisition and provision by Accenture of equipment, software and services by Accenture to Consortium and each of the Consortium counties as necessary for the design, development and on-going operation and maintenance of the C-IV system. Also in accordance with provision of JPA 905-M0810, and pursuant to an agreement executed between C-IV and the County of San Bernardino on May 24, 2000, the County of San Bernardino Auditor/Controller is "responsible for the depository, disbursements and accountability of all the accounts, funds and money and all records relating thereto" relating to C-IV business. Invoices for authorized equipment purchases will be issued by and payments made to said County. On March 1, 2010, the use of the prior Interim Statewide Automated Welfare System (ISAWS) was discontinued in this County, and use of C-IV was implemented. Full implementation of C-IV in all member counties is scheduled for completion during June 2010.
Reason for Recommendation: Provisions of the ongoing Joint Exercise of Powers Agreement (JPA) 905-M0810 with the California Statewide Automated Welfare Systems Consortium (C-IV) require that all hardware and software purchases by Consortium counties be approved by C-IV. C-IV has contracted with Accenture to conduct competitive bidding, which is equivalent to that required by the County of El Dorado Purchasing Ordinance, and acquire all hardware and software and associated equipment necessary for the implementation and ongoing operation of C-IV on behalf of the Consortium and all of its member counties. Provisions of said Agreement also define the process by which each member county will approve cost estimates provided by Accenture prior to the purchase. The County of San Bernardino, as C-IV Treasurer, invoices County for approved purchases affected by Accenture, and payment is issued to said County for each authorized purchase.
Funds for the purchase of equipment necessary to C-IV implementation during FY 09-10 have been budgeted from the Department's Medi-Cal Privacy and Security Allocation, as C-IV is a paperless system that will ensure the protection of Personally Identifiable Information (PII). The scanners and associated equipment will be used to convert case documents associated with client cases to electronic form.
Giving the Director of Human Services authority to sign County Purchase Approvals on behalf of County and authorizing the Purchasing Agent to establish a blanket purchase order to allow for payments to the County of San Bernardino for authorized and budgeted purchases will facilitate the acquisition of equipment necessary to the ongoing operation of the C-IV system.
Action to be taken following Board approval:
Board Clerk to provide Human Services at Briw Road with a certified Minute Order.
Director of Human Services to sign and provide Accenture with signed County Purchase ED-01-2010 constituting approval to proceed with the subject purchase.
Purchasing Agent to establish blank purchase order to facilitate payments to County of San Bernardino for purchases necessary for C-IV operations.
Contact: Daniel Nielson, 642-7275
Concurrences: N/A