Title
Mental Health Department recommending the Board approve continuation of perpetual Agreement 269-S9911 with Computer Works, Inc.; and recommending Chairman be authorized to sign Amendment IV of said Agreement modifying the payment schedule to include additional software licenses for the Department.
RECOMMENDED ACTION: Approve.
FUNDING: Medi-Cal and Realignment.
Body
BUDGET SUMMARY: |
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|
Total Estimated Cost |
Amendment: |
$18,130 |
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|
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Funding |
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Budgeted |
$18,130 |
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New Funding |
$ |
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Savings |
$ |
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Other |
$ |
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Total Funding Available |
$18,130 |
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Change To Net County Cost |
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$0 |
Fiscal Impact/Change to Net County Cost: No change to Net County Cost. Appropriations for the purchase are included in the Department's FY07/08 budget and are funded from Medi-Cal and Realignment funds.
Background: In September 1999 the Board approved Contract 269-S9911 with Computer Works, Inc. to provide software licenses and maintenance for an integrated, electronic health records and billing management system known as InterTrac.
Mental Health clinicians use the health records management portion of the InterTrac case management system to ensure continuity of services, assist in planning client services, and to document the mental health services provided. Mental Health financial staff relies on InterTrac as a source of data for billing, audits and quality assurance / utilization review activities.
Reason for Recommendation: The Department has utilized the InterTrac case management system since 1999. The Department continues to receive value from the product and high quality support from the vendor and recommends the Board approve continuation of the perpetual agreement and an amendment to increase the number of software licenses by 20 for a total of 130 licenses. There is no change in the cost per license. The amendment includes the cost of current licenses and maintenance and the acquisition of twenty (20) additional user licenses, increasing the compensation by $18,130.
Through its participation in the California Regional Mental Health System Coalition (JPA), MHD has migrated to a new integrated billing and health records management system called AVATAR. That technology rollout is only partially completed and the health records management portion of the system is still at least 12 months away. Thus, in the interim MHD continues to rely on InterTrac for health records management and mandatory tracking of certain client information.
Each staff person using the InterTrac system is required to have a license assigned to him or her. The number of clinicians providing services at MHD has grown. Since MHD will continue to rely on InterTrac for health records management and mandatory tracking of certain client information for at least another year, additional licenses are needed to accommodate this growth so as to preserve the ability of MHD to provide continuity and planning of mental health services to clients, and to document the services being provided to clients for billing and related purposes.
The Purchasing Agent concurs that continued use of this vendor as a sole provider is appropriate as the software and case management system used is only licensed and available through Computer Works, Inc. To engage in a competitive selection process to find a new system would produce no economic benefit to the County. Additionally, the Purchasing Agent has coordinated the review of the Licensor's qualifications to perform the licenses and on-going maintenance and support with Tom Straling, Technology Officer of the Information Technologies Department. The Purchasing Agent concurs that Computer Works, Inc. has demonstrated its ability to perform the work based on prior experience with this vendor, qualifications of the vendor's personnel assigned, availability of the vendor to perform the services, and the success of the case management system.
The County Purchasing Agent has reviewed the Department's request to amend the contract with Computer Works, Inc. and concurs that the continued use of this vendor is appropriate and that the Department's request is in compliance with Board of Supervisors Policy C-17, Sections 7.4.2, 7.5, and 7.10.
The Department recommends the Board:
1. Approve continued use of the perpetual agreement with Computer Works, Inc.
2. Authorize the Chairman to sign Amendment IV for software licenses and maintenance in an amount not to exceed $18,130 for FY 2007-08 and
3. Authorize the Purchasing Agent to encumber the funds.
Action to be taken following Board approval: Purchasing Agent shall encumber the funds for this agreement and MHD shall make payment upon receipt and approval of invoices. Any future changes to terms and conditions of this agreement will be brought to the Board for approval.
Contact: John Bachman, Mental Health
Concurrences: This agreement has been approved by County Counsel and Risk Management and a copy is on file in the Board Clerk's Office.