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Health and Human Services Agency, Social and Community Services Divisions, recommending the Board consider the following:
1) Approve and authorize the Chair to sign Agreement for Services 005-S1611 with Panoramic Software Corporation, for the provision of proprietary client data management software for the Adult Protective Services, Public Guardian, and General Assistance programs, for the term July 1, 2015 through June 30, 2020, with a maximum contractual obligation of $150,000; and
2) Authorize the Purchasing Agent, or designee, to execute further documents relating to Agreement for Services 005-S1611, including amendments which do not increase the maximum dollar amount or term of the Agreement, and 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.
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DEPARTMENT RECOMMENDATION
Health and Human Services Agency (HHSA) recommends the Board of Supervisors approve and authorize the Chair to sign Agreement for Services 005-S1611 to ensure continued use of Panoramic Software Corporation's proprietary client data management software for the Adult Protective Services (APS), Public Guardian (PG), and General Assistance (GA) programs. Failure to approve this Agreement will result in the loss of a case management software system which is integral to the operation of HHSA's APS, PG, and GA programs, and consequently will lead to an inability for these programs to access or maintain case management data.
DISCUSSION / BACKGROUND
HHSA's APS program, has contracted with Panoramic Software Corporation since 2012. HHSA's PG and GA programs began using the Panoramic software in June 2014. All programs utilize the software for client case management. With the current contract expiring on June 30, 2015, HHSA desires to continue using the software by renewing the contract for a five-year (5) term. In return, Panoramic Software Corporation has agreed to maintain the 2014 rates for the next five (5) years.
Pursuant to Board of Supervisors Resolution 142-2001, proprietary software is exempt from competitive bidding. HHSA worked with County of El Dorado's Information Technologies Department to ensure the software and the contract meet Agency requirements.
ALTERNATIVES
N/A
OTHER DEPARTMENT / AGENCY INVOLVEMENT
County Counsel, Risk Management, and Information Technologies
CAO RECOMMENDATION
It is recommended that the Board approve this item if it wants the agency to continue to have a continued client data management software system.
FINANCIAL IMPACT
There is no change to the Net County Cost associated with this Agenda Item. Sufficient appropriations were included in the fiscal year (FY) 2015-16 recommended 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 signature of the Chair on two (2) original Agreements for Services 005-S1611.
2. Clerk of the Board to return one (1) fully executed Agreement to HHSA at 3057 Briw Road.
STRATEGIC PLAN COMPONENT
Health and Human Services Agency Strategic Plan Project 4.1, "Information Technology" Objective 4.1.5, "Fully implement Panoramic to provide for efficient and effective support to Adult Protective Services, Public Guardian, and General Assistance, in order to enhance services."
CONTACT
Don Ashton, M.P.A., Director