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Health and Human Services Agency recommending the Board:
1) Approve and authorize the Chair to sign the Order Form and the Master License and Service Agreement (Agreement 3446) with WellSky Human and Social Services Corporation for the provision of proprietary client case management and reporting software license for the term November 17, 2018 through November 16, 2022, with a maximum contractual obligation of $207,480;
2) Make findings in accordance with County of El Dorado Board of Supervisors Resolution Number 142-2001 that exempts proprietary software from the competitive bidding process, that the Order Form and Master License and Service Agreement fall under the Noncompetitive Awards criteria provided in 45 Code of Federal Regulations Section 92.36 and Title 22 California Code of Regulations Section 7360 that outline Noncompetitive Awards criteria, and that the proprietary software continues to meet the State’s reporting mandates; and
3) Authorize the Purchasing Agent, or designee, to execute further documents relating to the Order Form and Agreement 3446, including amendments, that do not increase the maximum dollar amount or term of the Order Form or Agreement 3446, and contingent upon approval by County Counsel and Risk Management.
FUNDING: 2% State funds, 24% Federal funds, 48% General Fund, and 26% Donations and Fees.
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DISCUSSION / BACKGROUND:
Health and Human Services Agency (HHSA) Community Services Division's Aging Programs, including Senior Day Care, Family Caregiver Support Program, Senior Nutrition, Senior Legal, Multipurpose Senior Services Program (MSSP), and the You Are Not Alone Telephone Reassurance Program, require specific software for client case management and data reporting functions to effectively manage program services. The Aging Programs (with the exception of Senior Day Care) are funded through agreements with the California Department of Aging (CDA). The CDA funding contracts require the Aging Programs to utilize a client case management and data reporting system to effectively manage program services and to meet State reporting mandates.
In 2014, the Health and Human Services Agency and County Information and Technologies reviewed the three (3) client data management software systems approved by the State and selected Harmony Information Systems as the software best able to provide the client case management and data reporting functions to effectively manage program services and care planning files for the programs referenced above. The software complied with State reporting requirements, including the California Aging Reporting System and the National Aging Program Information System. It also included the ability to provide information and referral services and issue client service vouchers. Agreement 074-S1511 was approved by the Board on November 14, 2014 (File ID 14-1351, No 22).
On September 15, 2015, the Board approved Amendment 1 to Agreement 074-S1511 in which the maximum contractual obligation was increased and reflected that Harmony Information Systems legally changed their corporate name to Mediware Human and Social Services. That Agreement expires November 16, 2018. (File ID 14-1351, No 14)
On September 11, 2018, Mediware Human and Social Services announced a new company concept, name, and branding. It is now known as WellSky Human and Social Services Corporation.
Welfare and Institutions Code Section 9102 requires a client case management and data reporting system to effectively manage program services and to meet State reporting mandates. County of El Dorado Board of Supervisors Resolution Number 142-2001 exempts proprietary software from the competitive bidding process. Further, when it is determined that vendor competition is inadequate, 45 CFR Section 92.36 and Title 22 California Code of Regulations Section 7360 outlines Noncompetitive Awards criteria. When HHSA and IT selected Harmony Information Systems, Inc. (now known as WellSky Human and Social Services Corporation), it was the software system determined to best able to meet the needs of HHSA's Aging Programs, while also meeting State-mandated requirements. Agreement 3446 with WellSky also falls under the Noncompetitive Awards criteria.
ALTERNATIVES:
Should the Board decline to approve this recommendation, it will take several months to have an agreement in place with a suitable software company. HHSA will be without the needed software and will be unable to manage or assist its clients in HHSA various Aging Programs and will be unable to meet State mandated reporting. HHSA, with I.T.’s assistance, would have to review the other software that meets Welfare and Institutions Code Section 91.02 (client case management requirements and data reporting system to effectively manage program services and to meet State reporting mandates).
PRIOR BOARD ACTION:
1) 09-15-2015, File ID: 14-1351, Version 2, HHSA Harmony Information Systems Amendment 1 to Agmt 074-S1511.
2) 11-17-2014, File ID: 14-1351, Version 1, HHSA Harmony Information Systems Agmt.
OTHER DEPARTMENT / AGENCY INVOLVEMENT:
Approved by County Counsel, Information Technologies, Risk Management, and Human Resources.
CAO RECOMMENDATION:
It is recommended that the Board approve this item.
FINANCIAL IMPACT:
There is no change to Net County Cost associated with this Agenda item. Sufficient appropriations were included in the Fiscal Year 2018-2019 Budget, and will be included in future budgets for the term of the Agreement.
The annual cost of the software license is $51,870 and is paid using State (approximately 2%) and Federal funds (approximately 24%) through its annual agreement with the California Department of Aging; General Fund (approximately 48%); and donations (approximately 26%).
Costs of the Agreement remain consistent with the exception of a 5% increase over the prior agreement’s term. There are no anticipated changes to the annual funding received from the California Department of Aging.
The annual cost of the software license increased by $2,470 over the prior four-year agreement. The new annual cost is $51,870.
CLERK OF THE BOARD FOLLOW UP ACTIONS
1) Clerk of the Board to obtain signature of Chair on two (2) originals of the Order Form and on two (2) originals of the Master License and Service Agreement.
2) Clerk of the Board to return all partially signed originals to HHSA Contracts Unit, 3057 Briw Road, to obtain final signatures.
STRATEGIC PLAN COMPONENT:
N/A
CONTACT
Patricia Charles-Heathers, Ph.D., M.P.A., Director