Title
Information Technologies Department recommending the Board:
1) Approve and authorize the Chair to execute Amendment I to Agreement 5823 with AgreeYa Solutions, Inc., incorporating El Dorado County's Health Insurance Portability and Accountability Act Business Associate Agreement as an exhibit; and
2) Authorize the Purchasing Agent to sign any amendments to Agreement 5823 that do not extend the term or increase the dollar amount.
FUNDING: N/A
Body
DISCUSSION / BACKGROUND
In August 2021, the Board awarded Bid No. 21-918-040 for the purchase of Microsoft 365 Migration Services to AgreeYa Solutions, Inc. and executed Agreement 5823 in the amount of $218,900. It was later discovered that the County's Health and Human Services Agency would require AgreeYa and its subcontractors to comply with the County's HIPAA BAA provisions while performing the migration services. This amendment will incorporate the provisions and bring AgreeYa and its subcontractors into compliance with HIPAA requirements.
Per Policy C-17, the Board of Supervisors must approve contracts in any amount exceeding the Purchasing Agent's authority. As of July 2021, the Purchasing Agent's authority is up to $75,819. Authorizing the Purchasing Agent to sign future amendments not extending the term or increasing the dollar amount will allow for changes to be made to the agreement without delaying the migration project.
ALTERNATIVES
The Board could decline to approve the amendment incorporating HIPAA provisions. The absence of HIPAA requirements in Agreement 5823 would further delay the migration process.
PRIOR BOARD ACTION
21-1007 - 08/2021 - Award of Bid No. 21-918-040 for the purchase of Microsoft 365 Migration Services to AgreeYa Solutions, Inc. and execution of Agreement 5823
OTHER DEPARTMENT / AGENCY INVOLVEMENT
Health & Human Services
CAO RECOMMENDATION / COMMENTS
Approve as recommended.
FINANCIAL IMPACT
None. Including these provisions does not impact the cost of the services provided.
CLERK OF THE BOARD FOLLOW UP ACTIONS
Route the executed amendment to the Chief Administrative Office, Central Fiscal Services, attention Gina De Martini-Kuhns for further processing.
STRATEGIC PLAN COMPONENT
Infrastructure
CONTACT
Tonya Digiorno, Director of Information Technologies