To: Sonoma County Board of Supervisors
Department or Agency Name(s): Human Services
Staff Name and Phone Number: Lis Barca 565-5843
Vote Requirement: Majority
Supervisorial District(s): All
Title:
Title
Agreements with California Statewide Automated Welfare System Consortium
End
Recommended Actions:
Recommended action
A) Approve and authorize the Chairperson of the Board of Supervisors to sign the Second Amended and Restated Joint Exercise of Powers Agreement with the California Statewide Automated Welfare System Consortium and all 58 California counties.
B) Approve and authorize the Chairperson of the Board of Supervisors to sign the Memorandum of Understanding between the California Statewide Automated Welfare System Consortium and Sonoma County Human Services Department.
C) Authorize the Director of Human Services to sign the renewal agreement with the California State Association of Counties for the continued provision of Welfare Client Data Systems Management services for the period of July 1, 2019 through June 30, 2023 with a cumulative obligation of $1,847,821
D) Approve and authorize the Chairperson of the Board of Supervisors to sign the renewal agreement between the Welfare Client Data System Consortium Counties and DXC Technology Services, LLC, for an amount not to exceed $227,221,054, of which $4,800,530 is the total maximum obligation for Sonoma County, for the period of February 1, 2020, through January 31, 2023, for CalWIN Maintenance and Operations Services and authorize the Director of Human Services to sign any future amendments that do not increase the value of the Agreement or significantly change the scope of work.
E) Authorize the Director of Human Services to take all additional actions necessary to effectuate Sonoma County’s membership in the California Statewide Automated Welfare System Consortium, and execute assignment of the CalWIN agreements from the County to the California State Automated Welfare System Consortium.
end
Executive Summary:
The Human Services Department requests approval of the above-recommended actions to ensure that Sonoma County, along with the other 57 California counties, is compliant with Federal and State program mandates and performance standards to move to a single, statewide automated eligibility determination system.
Discussion:
Currently across the state of California, public benefits programs are delivered by three different automated systems governed by two separate consortia. These systems support six core public benefits programs (CalWORKs, CalFresh, Medi-Cal, Foster Care, Refugee Assistance, and County Medical Services) and encompass functionality for eligibility determination, benefits computation and delivery, case management, and information management. In order for California to continue receiving Federal funding for an automated system, the Centers for Medicare and Medicaid Services and the United States Department of Agriculture Food and Nutrition Services have required that California implement a single automated eligibility system by the end of 2023.
The California Statewide Automated Welfare System (CalSAWS) is the new single system for delivering public benefits programs across the state. With the implementation of a single system covering all 58 counties, it is necessary to create a new Joint Exercise of Powers Agreement and Memorandum of Understanding to govern the new statewide partnership going forward.
Joint Exercise of Powers Agreement and CalSAWS Memorandum of Understanding
The CalSAWS Joint Exercise of Powers Agreement (JPA) will operate under a Memorandum of Understanding (MOU) with all 58-member counties. The purpose of the JPA and MOU is to delineate areas of authority and agreement between parties regarding such things as system functionality, fiscal decision-making, vendor agreements, and other areas of mutual interest in fulfillment of the Consortium’s mission, vision and objectives. The CalSAWS JPA will enable the 58 member counties to exercise joint power over the design, development, implementation, migration and on-going operation and maintenance of the CalSAWS automated system.
The new CalSAWS JPA is currently scheduled to be in effect starting June 28, 2019. Revised bylaws have been proposed for consideration, and will be amended and adopted once the CalSAWS JPA is in place. Going forward, the CalSAWS Board of Directors may periodically revise the bylaws to ensure the continuity and effective performance of its business operations.
Renewal Agreement with the California State Association of Counties
The Renewal Agreement with the California State Association of Counties (CSAC) allows for the continued use of the California Work Opportunity and Responsibility to Kids Information Network (CalWIN), which is the existing automated eligibility system in Sonoma County. This system will remain in place until conversion to the CalSAWS statewide system scheduled for November of 2022.
Sonoma County is currently a member of the Welfare Client Data Systems (WCDS) Consortium for the operation and management of the CalWIN system. From its inception, counties in the consortium have contracted with CSAC to employ consortium staff on behalf of the counties, and to provide administrative support. Directed by the Consortium Board of Directors, the staff manage daily operations of the CalWIN System and other ongoing business of the consortium.
The Renewal Agreement will authorize Sonoma County to pay for a proportionate share of the cost for consortium management services required for continued membership. The agreement between CSAC and the CalWIN Consortium counties is for the period of July 1, 2019 through June 30, 2022, with an option to extend the agreement through June 30, 2023.
Renewal agreement with Welfare Client Data System Consortium Counties and DXC Technology Services, LLC.
The renewal agreement with the WCDS Consortium counties and DXC Technology Services, LLC, allows for the continued maintenance and operations services necessary for use of the CalWIN system over the next few years until the transition to the new CalSAWS system.
On January 13, 2015, the Board approved the CalWIN Maintenance and Operations Services Agreement between the WCDS Consortium and HP Enterprise Services, LLC, for the period of February 1, 2015, through January 31, 2020. The agreement is renewable for an additional five years, consisting of a three-year renewal period and a two-year renewal period. This recommended action would exercise the first three-year renewal period from February 1, 2020 through January 31, 2023.
Prior Board Actions:
8/7/18 Board approved CalACES Memorandum of Understanding
6/14/18 Board approved California State Association of Counties
1/31/15 Board approved DXC contract
Fiscal Summary
Expenditures |
FY 18-19 Adopted |
FY19-20 Projected |
FY 20-21 Projected |
Budgeted Expenses |
0 |
$ 1,105,826 |
$ 2,021,824 |
Additional Appropriation Requested |
|
|
|
Total Expenditures |
0 |
$ 1,105,826 |
$ 2,021,824 |
Funding Sources |
|
|
|
General Fund/WA GF |
|
|
|
State/Federal |
|
$1,105,826 |
$2,021,824 |
Fees/Other |
|
|
|
Use of Fund Balance |
|
|
|
Contingencies |
|
|
|
Total Sources |
0 |
$ 1,105,826 |
$ 2,021,824 |
Narrative Explanation of Fiscal Impacts:
The cost for this project is included in the Recommended Budget for FY 2019/20. The cost is covered fully by State and Federal funding sources. No county General Fund is being requested.
Staffing Impacts: |
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|
|
Position Title (Payroll Classification) |
Monthly Salary Range (A - I Step) |
Additions (number) |
Deletions (number) |
|
|
|
|
|
|
|
|
|
|
|
|
Narrative Explanation of Staffing Impacts (If Required):
N/A
Attachments:
Attachment 1: CalSAWS Second Amended and Restated Join Exercise of Powers Agreement
Attachment 2: CalSAWS Memorandum of Understanding
Attachment 3: California State Association of Counties Agreement Relating to Welfare Client Data Systems Management
Attachment 4: Maintenance and Operations Agreement with DXC Technology Services, LLC
Related Items “On File” with the Clerk of the Board:
None