Title
Health and Human Services Agency (HHSA) recommending the Board:
1) Make findings that the provision of software licenses for Contractor’s proprietary animal management software system identified as Chameleon/CMS (CMS) services provided by Contractor are in the public's best interest and that the provision of such services provided by Contractor are in the public's best interest and that there are specialty skills, qualifications, and equipment not expressly identified in County classifications involved in the performance of the work in accordance with El Dorado County Ordinance Code, Chapter 3.13.030(b);
2) Approve and authorize the Chair to sign Agreement for Services 7869 with HLP, Inc. (HLP), in the amount of $40,000, and for the retroactive term of March 1, 2023, through February 28, 2026, to ensure continuity of services as the prior Agreement with HLP expired February 28, 2023;
3) Authorize the Purchasing Agent to execute amendments relating to Agreement 7869, contingent upon approval by County Counsel and Risk Management, which do not increase the maximum dollar amount or term of the Agreement; and
4) Authorize the HHSA Director, or Chief Assistant Director, to execute programmatic, administrative, and fiscal documents relating to Agreement 7869.
FUNDING: 55% General Fund, 10% 1991 State Public Health Realignment, 35% Fees, Licenses and Permits.
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DISCUSSION / BACKGROUND:
Since 2003, HHSA Animal Services has relied on HLP's CMS software system to manage animal-related services across the County. This CMS software is the standard used within the animal care sector. It is integral for monitoring animals that have been housed in the shelter and for maintaining their veterinary histories. The software is also relied upon for managing service requests that necessitate the attention of Animal Service's officers. Data collected from CMS is used to compile the state rabies report and to ensure that state-required bite reports are documented. Another function of the CMS software is to facilitate contractual obligations with neighboring city administrations.
The California Code of Regulations (CCR), Title 17, Section 2606 mandates the provision of rabies vaccination information to protect animals and people and to implement quarantines. In adherence with CCR, Title 17, Section 2606.4 and Health and Safety Code Section 121690, every county is officially designated as a rabies area. In adherence with these regulations, HHSA Animal Services must submit an annual Local Rabies Control Activities Report on animal bite report information in the CMS database.
When there are public record requests related to animal bites, HHSA Animal Services is required to respond to these requests within 10 days. The CMS software enables HHSA staff to provide the requested records easily and in a timely manner. Further, HHSA’s Animal Shelter staff can quickly access behavioral notes on each animal available for adoption, which allows staff to match an animal with the most suitable person to adopt it. The CMS software also plays a crucial role in tracking medications for sheltered animals and documenting animals’ progress when they have been seized due to cruelty cases. The Animal Shelter’s staff can determine the appropriate fees that may be due from an animal owner, and the CMS software allows staff to compile the revenue collected on a daily basis.
This proposed Agreement 7689 with HLP, Inc. is a renewal of Agreement 4578, which was approved by the Purchasing Agent on February 25, 2020, to provide the CMS software services. Agreement 7869 is requested to be retroactive with a start date of March 1, 2023, as the prior HLP Agreement expired February 28, 2023.
HHSA is recommending the Board approve of this retroactive start date of Agreement 7869, to ensure continuity of the CMS software usage by HHSA Animal Services. HHSA remains focused on process and procedure improvements to reduce retroactive requests within our control and improve upon our contractual commitments. Negotiations with this vendor took longer than anticipated resulting in the retroactive nature of this contract. Animal Services cannot operate without the software. This retroactive request will allow for payment of the annual invoice, ensuring no gaps in coverage or payment to the vendor.
ALTERNATIVES: Should the Board decline to approve of this recommendation, HHSA will be required to find another vendor for these software services that also has the extensive cross referencing currently available with the Chameleon software. This would be time consuming and all previous data would need to be transferred. Staff have researched other software systems and the majority of animal services programs utilize the proposed database system. Additionally, HLP will be unable to be paid for outstanding invoices for software services.
PRIOR BOARD ACTION:
N/A
OTHER DEPARTMENT / AGENCY INVOLVEMENT:
Approved by County Counsel, Human Resources, Information Technologies, and Risk Management.
CAO RECOMMENDATION:
Approve as recommended.
FINANCIAL IMPACT:
There is a General Fund Cost of $22,000 associated with this Agenda item. Sufficient appropriations have been included in the Fiscal Year 2023-24 Budget and in future Budgets for the term of the Agreement.
CLERK OF THE BOARD FOLLOW UP ACTIONS
Clerk of the Board to obtain signature of Chair on one (1) original Agreement for Services #7869
STRATEGIC PLAN COMPONENT:
Healthy Communities, Good Governance
CONTACT
Olivia Byron-Cooper, MPH, Interim Director, Health and Human Services Agency