Title
Health and Human Services Agency, Social Services Division, recommending the Board consider the following:
1) Approve and authorize the Chair to sign Amendment I to Agreement for Services 514-S1211 with Panoramic Software Corporation for the proprietary client data management software for the Adult Protective Services, Public Guardian, and General Assistance programs, by extending the current term to June 30, 2015 and increasing the maximum contractual obligation by $42,500 from $88,000 to $130,500; and
2) Authorize the Purchasing Agent, or designee to execute further documents relating to Agreement for Services 514-S1211, including amendments which do not affect the maximum dollar amount or term of the Agreement, contingent upon approval by County Counsel and Risk Management.
FUNDING: Federal, State, General Fund and Non-General Fund County Match in varying percentages for each program.
Body
Budget Summary: |
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Total Estimated Cost......................................... |
$130,500 |
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Funding
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Project/Conversion Cost................................... |
$ 40,000 |
On-site Training Cost...................................... |
$ 12,500 |
Maintenance Fees for three years................... |
$ 78,000 |
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Total Funding Available..................................... |
$130,500 |
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Change to Net County Cost............................ |
$ 0.00 |
Fiscal Impact/Change to Net County Cost
There is no change to the Net County Cost associated with this Agenda Item. The Project/Conversion cost includes $12,000 for Health and Human Services Agency (HHSA) Adult Protective Services (APS), which has been paid. It also includes a Project/Conversion cost of $24,000 for HHSA's Public Guardian (PG) and $4,000 for HHSA's General Assistance (GA). Sufficient appropriations for annual maintenance fees are included in the Fiscal Year 2013-14 budget and will be included in future County Budget Requests.
Background
On May 22, 2012, the Board of Supervisors approved Agreement for Services 514-S1211 with Panoramic Software Corporation with a term ending June 30, 2014.
In September 2012, Panoramic Software Corporation assisted HHSA's APS program with a "Go-Live" event that included employee training and full conversion to the new software. APS continues to use Panoramic Software Corporation's software for client case management. During fiscal years 2012-2014, HHSA paid a maintenance and support fee of $600/month for the continued use of Panoramic Corporation's software for APS.
Amendment I to Agreement for Services 514-S1211 will permit HHSA to implement the software for case management use by HHSA's PG and GA programs. The maintenance fees will be $1,500/month for PG, $250/month for GA, and $750/month for APS.
Reason for Recommendation
Approval of Amendment I to Agreement for Services 514-S1211 will permit APS to continue to use the Panoramic Software Corporation case management system. It also will permit PG and GA to convert to this same system from an antiquated case management system currently in use. Use of Panoramic Software Corporation software is essential for HHSA's programs to maintain detailed client notes and client data.
Failure to approve this Amendment will result in an inability for HHSA's APS to access or maintain case management notes. It also will negatively impact PG and GA as the case management system currently used by both programs is outdated and is no longer supported.
Clerk of the Board Follow Up Actions
1) The Clerk of the Board to obtain the Chair's signature on the two (2) originals of Amendment I to Agreement for Services 514-S1211.
2) The Clerk of the Board to forward one (1) fully executed original Agreement to HHSA Contracts Unit at Briw Road for further processing.
Contact
Don Ashton, M.P.A., Director
Concurrences
County Counsel, Risk Management, and Information Technology