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Health and Human Services Agency (HHSA) recommending the Board:
1) Approve and authorize the Chair to sign Agreement 4819 with Conduent Healthy Communities Corporation, for the provision of and technical support for the “Well Dorado” (www.welldorado.org <http://www.welldorado.org>) web-based platform, with a retroactive effective date starting January 1, 2020 through December 31, 2022, at the rate of $30,500 for the first year, with the option to renew annually by mutual written consent;
2) Authorize the HHSA Director, or designee, to sign an submit an annual written notice to Conduent Health Communities Corporation to extend the term of Agreement 4819; and
3) Authorize the Purchasing Agent, or designee, to execute further documents relating to Agreement 4819, including amendments which do not increase the allowable annual rate increase or change the term of the Agreement, and contingent upon approval by County Counsel and Risk Management.
FUNDING: 1991 Public Health Realignment.
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DISCUSSION / BACKGROUND:
The Health and Human Services (HHSA) contracted with Healthy Communities Institute (Contractor) during Fiscal Year (FY) 2015-2016 for development and customization of the Well Dorado website (Website). The Website was designed to provide information on core public health indicators and to empower individuals by giving them access to information on a range of core public health indicators, including health education, health promotion, community demographics, best promising practices, and community health events. The Website supports HHSA, community partners, foundations, and other partnership-based initiatives in separate and collective efforts to improve the sustainability of health and environment in El Dorado County.
Approval of Agreement for Services 4819 with Contractor will permit HHSA to continue to provide the website to the community. The resources available on the website will continue to facilitate and encourage sharing of best practices, and provide a virtual space for collaboration.
Retroactive Effective Date:
Prior Agreement 2440 expired September 30, 2019, despite HHSA sending the required letter notification in August 2019 to extend the term an additional year. The letter was received and accepted by Contractor’s staff; however, in October 2019, the Contractor sent an Amendment 1 to extend the term of the Agreement. HHSA staff demonstrated that the letter of extension had been submitted to and received by the Contractor, however, the Contractor could not locate the letter and the person who confirmed receipt no longer worked for the Contractor.
Throughout December 2019 until March 2020, HHSA staff worked extensively with the Contractor to finalize language in the new agreement, stating consistently that the agreement could not be retroactive to October 1, 2019. In early March, Contractor issued a new agreement, retroactive to October 1, 2019, and again HHSA staff worked extensively with the Contractor to negotiate a start date of January 1, 2020, while retaining access to all data during the period that the agreement had lapsed which was October 1, 2019 through December 31, 2019. As payment is made on an annual basis, Contractor agreed that the new agreement would cover a calendar year (calendar years 2020, 2021, and 2022) and waived the $7,625 amount that they said was due for the period of October 1, 2019 through December 31, 2019, for which no agreement existed.
ALTERNATIVES:
Disapproval of Agreement for Services 4819 will result in termination of the Well Dorado website.
PRIOR BOARD ACTION:
1) 05-03-2016, File ID 16-0318, HHSA Healthy Communities Agmt.
OTHER DEPARTMENT / AGENCY INVOLVEMENT:
Approved by County Counsel, Human Resources, and Risk Management.
CAO RECOMMENDATION:
Approve as recommended.
FINANCIAL IMPACT:
Public Health 1991 Realignment covers the annual License Fee. Although the License Fee is allowed a maximum 5% increase each year, the current rate of $30,500 has been billed each year since FY 2015-2016.
There is no Net County Cost associated with this Agenda item. Sufficient appropriations were included in the Fiscal Year 2019-2020 Budget, and will be included in future Budgets for the term of the Agreement.
CLERK OF THE BOARD FOLLOW UP ACTIONS
1) Clerk of the Board to obtain the Chair’s signature on two (2) originals of Agreement for Services 4819.
2) Clerk of the Board to return one (1) fully executed Agreement to Health and Human Services Agency, Contracts Unit.
STRATEGIC PLAN COMPONENT:
Healthy Communities: Improved health, well-being, and self-sufficiency of El Dorado County communities, residents, and visitors.
CONTACT
Don Semon, Health and Human Services Agency Director