HomeMy WebLinkAboutMINUTES - 06231992 - 1.71 Fk01,J 11.30. 1989 12:55 P. I
BOARD OF SUPERVISORS
GARY T. YANCEY, DISTRICT ATIORIEY C<)ntr*a
Costa
DATE . June 5, 1992Ry
-L. .
SUBJECT: Personal Services Contract, File Management System
SPEC IFIC REQUEST(S) OR RECOMMENDATION(Si & BACKGROUND AND JUSTIFICATION
RECOMMENDATIONS:
1. Authorize the District Attorney to execute a personal services contract with California
Business Systems in the amount of $45,000 for a file management system.
FINANCIAL IMPACT:
NONE. There is no net county cost associated with this action. The expenditure will be
totally offset by 66% Federal Administrative Reimbursement and 341 SEIF Revenue.
REASONS FOR RECOMMENDATIONS/BACKGROUND:
The District Attorney's Family Support Division currently has approximately 50,000 active
case files. Significant problems are being experienced in locating these case files when they
are removed by staff from their filing shelves. Even when we convert much of the data in
these files to the State Automated Child Support System (SACSS) in 1993, we will continue to
retain these case files for reference on numerous documents in them that will not be imaged
into SACSS.
The personal services contract includes:
a. Conversion of our existing alphabetical filing system to IMAGE TRAX I, a PC-BASED
SOFTWARE PROGRAM, which provides a BAR CODED/COLOR CODED FILE TRACKING DATA
MANAGEMENT SYSTEM.
b. Establishment of a terminal digit filing procedure.
C. Sorting and refiling 50,000 existing files to the "Terminal Digit System".
In choosing the vendor to provide the complete file management system several companies were
contacted by Family Support. The Purchasing Department, in their search, was unable to find
anyone, other than California Business System (CBS), who could provide the- complete system
as required. CBS was determined to be a "sole source" vendor.
The MBE/WBE requirements were met. Affirmative Action was contacted and they were unable to
locate any business that could provide the file managment system and gave their approval for
us to "proceed with CBS".
CONTtNUKO ON AYTACMaENT* VIES SIGNATU E:
RECOMMMMOATION OF COUNTY ADMINISTRATOR BOARD C MI TEM
APPROVE OTHMP
5 IGNATURE
s : A
ACTION OP BOARD ON APPROVED AS RECOMMeNOZO OTHER
VOTE OF SUPERVISORS
I HEREBY CERTIFY THAT THIS IS A TRUE
-4 UNANIMOUS (ASSENT AM CORRECT COPY OF AN ACTION TAKEN
AYES! NOES*.----., AND ENTERED ON THE MINfUTES OF THE: BOARD
ASSENT: ABSTAINt OF SUPERVISORS ON THE DATE SHOWN.
CC. h,11 X�/�' ATTESIED
a4lk�
PHIL JACqHE!ILOR CLERK OF THE BOARD OF
SUPERVISORS AND COUNTY ADMINISTRATOR
M392,,'7-83 BY b t Pu ry
CONSEQUENCES OF NEGATIVE ACTION:
Failure to approve the personal services contract for the
conversion of our files to a terminal digit case file tracking
system would hamper the District Attorney's Family Support Division
in its attempt to pass federal audit. Such inability to pass the
audit would cost the County millions of dollars in withheld AFDC
payments .