REPORT/RECOMMENDATION TO THE BOARD OF SUPERVISORS
OF THE COUNTY OF SAN BERNARDINO
AND RECORD OF ACTION
April 6, 2021
FROM
GILBERT RAMOS, Director, Transitional Assistance Department
SUBJECT
Title v
Purchase of California Statewide Automated Welfare System Consortium IV Workstation and Laptop Refresh with Dual Monitors for the Transitional Assistance Department Eligibility, Welfare to Work and Support Divisions
End
RECOMMENDATION(S)
Recommendation
1. Approve the following purchases of California Statewide Automated Welfare System Consortium IV - Workstation and Laptop Refresh with Dual Monitors for the Transitional Assistance Department Eligibility, Welfare-to-Work and support divisions, in a total amount not to exceed $13,655,478, for the period of April 30, 2021 through June 30, 2022:
a. County Purchase SB-01-2021 in the amount of $4,589,821.
b. County Purchase SB-02-2021 in the amount of $3,256,803.
c. County Purchase SB-03-2021 in the amount of $4,767,642.
d. County Purchase SB-04-2021 in the amount of $1,041,212.
2. Authorize the Purchasing Agent to sign the California Statewide Automated Welfare System Consortium IV - Workstation and Laptop Refresh with Dual Monitors County Purchase documents.
(Presenter: Gilbert Ramos, Director, 388-0245)
Body
COUNTY AND CHIEF EXECUTIVE OFFICER GOALS & OBJECTIVES
Provide for the Safety, Health and Social Service Needs of County Residents.
FINANCIAL IMPACT
This item does not require additional Discretionary General Funding (Net County Cost). The California Statewide Automated Welfare System Consortium IV (C-IV) workstation and laptop refresh with dual monitors will not exceed $13,655,478, and will be funded with 96% ($13,109,259) state and federal funds made available through the California Work Opportunity and Responsibility to Kids, Medi-Cal and CalFresh allocations; and 4% ($546,219) Net County Cost. Adequate appropriation and revenue have been included in the Human Services Administrative Claim 2020-21 budget and will be included in the recommended 2021-22 budget.
BACKGROUND INFORMATION
The Transitional Assistance Department (TAD) is mandated and responsible to administer public assistance programs for eligible County residents in need of financial, nutritional, and/or medical assistance, as well as providing Foster Care, Child Care and Welfare-to-Work (WTW) services. TAD utilizes the C-IV statewide automated welfare system to administer the County’s public assistance programs. Since 1996, the County has been a member of the California Statewide Automated Welfare System (CalSAWS) Consortium, which consists of 58 counties operating under a Joint Powers Authority and responsible for CalSAWS development and maintaining the statewide C-IV System.
Computers and laptops are the primary tool used by TAD’s WTW, eligibility and support divisions for program eligibility determination and case management. Replacing the computers and laptops once the warranty period expires ensures that TAD utilizes a network of reliable, efficient machines. The recommended purchases will allow TAD to refresh 3,713 (3,480 laptops, 233 desktops) workstations, and 7,426 monitors.
TAD’s prior C-IV workstation refresh occurred five years ago (May 3, 2016, Item No. 60), replacing computers for WTW, eligibility and support divisions, with the maintenance agreement expiring in October 2019. The current recommended purchases will replace older laptops with updated versions conducive to the teleworking environment, accommodate growth in new offices and replace aging C-IV workstations. The C-IV computer refresh is necessary in order to minimize data processing times, eliminate age related system failure and allows TAD to maintain a high level of customer service in the process of determining initial and ongoing eligibility for the public assistance programs.
PROCUREMENT
As a member of the Consortium, the County does not separately solicit for these services and is bound to utilize the software system and vendor that was selected through a competitive process by the Consortium.
REVIEW BY OTHERS
This item has been reviewed by County Counsel (Adam Ebright, Deputy County Counsel, 387-5455) on March 16, 2021; Human Services Information, Technology and Support Division (Danny Tillman, Departmental Information Services Administrator, 386-3765) on March 18, 2021; Purchasing (Bruce Cole, Supervising Buyer, 387-2148) on March 18, 2021; Finance (John Hallen, Administrative Analyst, 388-0208) March 11, 2021; and County Finance and Administration (Tanya Bratton, Deputy Executive Officer, 388-0332) on March 17, 2021.