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Health and Human Services Agency (HHSA) recommending the Board:
1) Approve and authorize the continuation of a perpetual Agreement 3446 with WellSky Human and Social Services Corporation for the provision of proprietary client case management and reporting software licensing, originally approved for a term of November 17, 2018, through November 16, 2022, to annually renew beginning November 17, 2022;
2) Authorize the Purchasing Agent to approve and post a change order to add $54,463.50 in funds to Agreement 3446 to process associated payments for Fiscal Year 2022-23; and
3) Authorize the Director of HHSA to execute further documents relating to Agreement 3446, including amendments, as needed, that do not increase the maximum dollar amount or term of the Agreement, 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 Older Adult Services (aka The Clubs), Family Caregiver Support Program, Information and Assistance, Senior Nutrition, Senior Legal, the You Are Not Alone Telephone Reassurance Program, and Community Services Block Grant (CSBG), require specific software for client case management and data reporting functions to effectively manage program services. The Aging Programs (with the exception of The Clubs) 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 (HHSA) and County Information Technologies (IT) Department reviewed three 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 17, 2014 (File ID 14-1351 v.1, No 22).
On September 15, 2015, the Board approved Amendment 1 (fully executed March 11, 2016) 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 (File ID 14-1351 v.2, No 14). That Agreement expired on November 16, 2018.
On September 11, 2018, Mediware Human and Social Services announced a new company concept, name, and branding, and became known as WellSky Human and Social Services Corporation.
On November 13, 2018, the Board approved Agreement #3446, including Order Form and Master License, with WellSky Human and Social Services Corporation for the an initial term of November 17, 2018 through November 16, 2022 that will automatically renew annually unless cancelled 90 days before the renewal date (File ID 18-1694, No 17).
This request is for the Board to authorize the annual renewal process for the perpetual WellSky Human and Social Services Corporation Agreement 3466, beginning November 17, 2022, and to authorize the Purchasing Agent to approve a change order to add $54,463.50 in funds to the agreement for Fiscal Year 2022-23, as necessary to process associated payments.
California Welfare and Institutions Code Section 9102 requires a client case management information and data reporting system to effectively manage program services and to meet State reporting mandates. 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 meet the needs of HHSA's Aging Programs, while also meeting State requirements. Agreement 3446 with WellSky is a proprietary software that is exempt from County competitive bidding processes and falls under the Noncompetitive Awards criteria for CDA programs when it is determined that vendor competition is inadequate, in accordance with Title 22 California Code of Regulations Section 7360.
ALTERNATIVES:
Should the Board decline to approve this recommendation, HHSA would be without the needed software and will be unable to manage or assist its clients in various HHSA Older Adult Service Programs and will be unable to meet State mandated reporting. HHSA, with IT’s assistance, would have to review other software that meets Welfare and Institutions Code Section 9102 (client case management requirements and data reporting system to effectively manage program services and to meet State reporting mandates). Changing systems, thereafter, would burden staff and could have an impact on client services and reporting.
PRIOR BOARD ACTION:
1) 11/17/14, 14-1351, Version 1, HHSA Harmony Information Systems Agreement
2) 09/15/15, 14-1351, Version 2, HHSA Harmony Information Systems Amendment 1 to Agreement 074-S1511.
3) 11/13/18, 18-1694, HHSA Agreement 3446 with WellSky
OTHER DEPARTMENT / AGENCY INVOLVEMENT:
N/A
CAO RECOMMENDATION:
Approve as recommended.
FINANCIAL IMPACT:
There is no change to Net County Cost associated with this Agenda item. Sufficient appropriations were included in the Fiscal Year 2022-2023 Recommended Budget.
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 possible 5% increase over the prior agreement’s term. There are no anticipated changes to the annual funding received from the California Department of Aging.
CLERK OF THE BOARD FOLLOW UP ACTIONS
Forward a certified copy of agenda minute to the HHSA Contracts Unit, 3057 Briw Road.
STRATEGIC PLAN COMPONENT:
Good Governance
CONTACT
Daniel Del Monte, Interim Director, Health and Human Services Agency