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Health and Human Services Agency (HHSA) recommending the Board:
1) Approve and authorize the Chair to sign the First Amendment to Software License Agreement 8111 with Panosoft, for HHSA’s usage and licensing of this contractor’s proprietary Panoramic PG-Pro Web software, which extends the term of the Agreement by three years for an extended term through June 30, 2029, and increases the amount of the Agreement by $268,000 for a new maximum obligation of $415,540;
2) Authorize the Purchasing Agent to execute amendments relating to Agreement 8111, contingent upon approval by County Counsel and Risk Management, which do not increase the maximum dollar amount or term of the Agreement; and
3) Authorize the HHSA Director, or Chief Assistant Director, to execute programmatic, administrative, and fiscal documents relating to Agreement 8111.
FUNDING: 100% County General Fund appropriated for HHSA Public Guardian Office and HHSA Self-Sufficiency General Assistance Programs.
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DISCUSSION / BACKGROUND:
HHSA’s Public Guardian Office ensures the physical and financial safety of persons unable to do so on their own, and when there are no viable alternatives to a public conservatorship. HHSA’s Self-Sufficiency General Assistance (GA) Program, established in Chapter 8.84 in the County’s Code of Ordinances per Welfare and Institutions Code §17000, provides assistance to eligible low-income residents of El Dorado County who are unemployed or unable to work, to help those individuals become productive members of the community.
Since 2012, HHSA staff assigned to the Public Guardian Office and Self-Sufficiency GA Program have utilized the Panoramic PG-Pro Web case management software provided by Panosoft to create, track, and manage data pertaining to program participation and performance. The Panoramic PG-Pro Web software supports various aspects of the Public Guardian Office’s program operations, including documentation for investigations, case management, and tracking payments, receipts, and bank reconciliations for clients. This comprehensive case-management software includes features such as: storage of client’s case notes, client addresses, and appointment history; and pre-filled form letters, all of which are utilized by both the Public Guardian Office and GA Program. Additionally, the software allows images to be attached to client files and allows staff to generate court-related documents and agency-wide reports.
Agreement 8111 with Panosoft was approved by the Board on November 14, 2023 (Legistar file 23-1753). To ensure continuity of the proprietary PG-Pro Web system usage by staff, HHSA recommends approval of this First Amendment to Agreement 8111.
Pursuant to Board Policy C-17, 3.5 Specific Exemptions, proprietary software is exempt from competitive bidding. HHSA worked with the County’s Information Technologies Department to ensure this software meets County requirements and confirmed that this software is proprietary as the Contractor holds the exclusive rights to this software.
ALTERNATIVES:
Should the Board decline to approve this Amendment, HHSA will lose access to the Panosoft case management software system which is integral to the operation of HHSA’s Public Guardian Office and HHSA’s Self-Sufficiency GA Program, and consequently will lead to an inability for these programs to access or maintain case management data.
PRIOR BOARD ACTION:
11/14/23, 23-1753, HHSA Panoramic Agreement 8111
OTHER DEPARTMENT / AGENCY INVOLVEMENT:
Approved by County Counsel, Human Resources, Information Technologies, and Risk Management. The Auditor-Controller was notified in accordance with Policy B-12.
CAO RECOMMENDATION:
Approve as recommended.
FINANCIAL IMPACT:
The Net County Cost for the license fee is $74,160 for year four, $84,672 for year five, and $98,640 for year six. Sufficient appropriations were included in the Fiscal Year 2026-2027 Budget and will be included in future budgets for the term of the Agreement. Should additional services (such as programming or training) be required during the term of the Agreement, they will be funded either through realized budget savings or, if sufficient savings are not available, through an approved budget transfer request.
CLERK OF THE BOARD FOLLOW UP ACTIONS
Clerk of the Board to obtain signature of Chair on one original Amendment I to Agreement for Services 8111.
STRATEGIC PLAN COMPONENT:
N/A
CONTACT:
Olivia Byron-Cooper, MPH, Director, Health and Human Services Agency