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Health and Human Services Agency, Community Services Division, recommending the Board consider the following:
1) Approve and authorize the Chair to sign Amendment 1 to Agreement for Services 074-S1511 with Harmony Information Systems, Inc. for the continued provision of proprietary client case management and reporting software for the four-year term of November 17, 2014 through November 16, 2018, and increasing costs associated with computer hardware by $650 for a maximum contractual obligation of $243,255; and
2) Authorize the Purchasing Agent, or designee, to execute further documents relating to Agreement for Services 074-S1511, including amendments that 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 donations in varying amounts 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 Amendment 1 to Agreement for Services 074-S1511 with Harmony Information Systems, Inc. for the continued provision of proprietary client case management and reporting software.
DISCUSSION / BACKGROUND:
On November 17, 2014, the County of El Dorado Board of Supervisors approved Agreement for Services 074-S1511 with Harmony Information Systems, Inc., for the provision of proprietary client case management and reporting software with a maximum contractual obligation of $242,605 for a four-year term commencing upon execution.
HHSA desires to amend Agreement for Services 074-S1511 by increasing the maximum contractual obligation by $650 for a maximum obligation of $243,255. The $650 will be used to purchase additional SAMSscan Wedge Scanners (the scanners are compatible with the Harmony Software) for program related tracking data, including program utilization. Additionally, Amendment 1 provides for Administrative rights to the Harmony System for the County of El Dorado Information Technologies Division.
Key features of the Harmony Information Systems, Inc. software include permitting HHSA to comply with State reporting requirements, including the California Aging Reporting System. Harmony Information Systems, Inc. also includes the ability to provide information and referral services, issue client service vouchers, and maintain valuable case management and care planning files. HHSA’s Senior Day Care, Family Caregiver Support Program, Senior Nutrition, Senior Legal, Information and Assistance, Senior Activities, and the You Are Not Alone Telephone Reassurance Program use the Harmony Information Systems, Inc. software.
ALTERNATIVES:
Disapproval of Amendment 1 to Agreement for Services 074-S1511 with Harmony Information Systems, Inc. would not allow for necessary administration rights for the software and less efficient use of scanner related applications, which will place HHSA’s Community Services’ Aging Programs at risk of noncompliance, including breach of contract with California Department of Aging and a potential loss in Federal and State funding.
OTHER DEPARTMENT / AGENCY INVOLVEMENT:
County Counsel, Information Technologies, and Risk Management.
CAO RECOMMENDATION:
It is recommended that the Board approve this item.
FINANCIAL IMPACT:
There is no change to Net County Cost associated with this Agreement. Sufficient appropriations were included in the Fiscal Year 2015-16 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 Amendment 1 to Agreement for Services 074-S1511.
2. Clerk of the Board to return all documents to HHSA at 3057 Briw Road.
STRATEGIC PLAN COMPONENT:
Health and Human Services Agency Strategic Plan Project 4: “Agency Infrastructure”: To establish a strong Agency infrastructure through the advancement of technology, appropriate staffing levels, and facility development and utilization.
CONTACT
Don Ashton, M.P.A., Director