To: Board of Supervisors
From: Marla Stuart, Employment and Human Services Director
Report Title: California Statewide Automated Welfare System Postage Cost
☒Recommendation of the County Administrator ☐ Recommendation of Board Committee
RECOMMENDATIONS:
APPROVE and AUTHORIZE the Auditor-Controller to issue payment on behalf of Employment and Human Services Director, or designee, to BIT California LLC dba Document Fulfillment Services (DFS) in an amount not to exceed $4,583,205 to replenish monthly the California Statewide Automated Welfare System Central Print Contra Costa County postage account for the period April 1, 2026, through June 30, 2028.
FISCAL IMPACT:
Cost for the period April 1, 2026, through June 30, 2028, is $4,583,205, of which $540,294 is included in the FY25-26 Adopted Budget. The remaining balance will be budgeted in future fiscal years through June 2028. Funding ratios are 54% Federal, 38% State and County 8% County.
BACKGROUND:
On July 8, 2020, the California Statewide Automated Welfare System (CalSAWS) Consortium released a Request for Proposal to solicit proposals from qualified vendors to design, develop, and implement central print and mailing services (“Central Mail Services”) for the CalSAWS environment, and selected prime contractor Gainwell Technologies LLC (“Gainwell”) to provide central mail services. The agreement was executed in April 2021; its duration was for five years and could be extended for up to five one-year terms at the discretion of the CalSAWS Consortium. Gainwell entered into a subcontract agreement with BIT California LLC dba Document Fulfillment Services (DFS) (Subcontractor) to provide certain central print and mailing services, including but not limited to preprocessing, presort and postage. The Employment and Human Services Department (EHSD) purchasing agent issued purchase order #027191 on February 16, 2023, for $174,725 to meet the three-month prefunding requirement announced in CalSAWS Information Transmittal 0170-22. This board order will approve and authorize the Auditor-Controller to issue a total amount not-to-exceed $4,583,205 over the term April 1, 2026, through June 30, 2028, to replenish monthly the CalSAWS Central Print Contra Costa County postage account in an amount not less than the actual postage used in the prior month.
CONSEQUENCE OF NEGATIVE ACTION:
Not replenishing the CalSAWs Central Print Contra Costa postage account will result in disruption to CalSAWs operations and in EHSD clients not receiving timely or failing to receive their Notices of Action, forms, letters, stuffers, and flyers.
CHILDREN’S IMPACT STATEMENT:
This agreement supports all five community outcomes established in the Children’s Report Card: 1) “Children Ready for and Succeeding in School”; 2) “Children and Youth Healthy and Preparing for Productive Adulthood”; 3) “Families that are Economically Self Sufficient”; 4) Families that are Safe, Stable and Nurturing”; and 5) “Communities that are Safe and Provide a High Quality of Life for Children and Families,” by supporting staff working directly with families and children.