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Health and Human Services Agency (HHSA) recommending the Board:
1) Approve and authorize the Purchasing Agent to sign Purchase Contract 6812 with Kahoot! ASA, with a not-to-exceed amount of $5,220 for the retroactive period of March 31, 2022 through March 30, 2023, and which shall automatically renew on an annual basis at the then-current rate; and
2) Authorize the HHSA Director, or Agency Chief Fiscal Officer, to execute further documents relating to Purchase Contract 6812, contingent upon approval by County Counsel, including amendments which do not increase the maximum dollar amount or term of the Agreement.
FUNDING: Temporary Assistance for Needy Families, Stephanie Tubbs Jones Child Welfare Services Program (Title IV-B, Subpart 1 of the Social Security Act), and Foster Care - Title IV-E.
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DISCUSSION / BACKGROUND:
Health and Human Services (HHSA), Self Sufficiency, has prioritized the development of a robust training curriculum to provide consistency in training across eligibility units, as the staff in these positions experience high turnover. The current communication and training methodologies have not been consistent, has created inefficiencies in the training of new and seasoned staff, has increased program processing error rates, and has led to a lack of system functionality knowledge. As HHSA has moved into a hybrid work environment, HHSA has experienced a lack of engaging training and meeting platforms for both remote and cross slope teams. This decreases HHSA's ability to solicit feedback effectively. In turn, this inhibits the agency's ability to adequately compile information comprehensively for adequate decision making and limits the ability to effectively collaborate across departments.
This is a retroactive request because Kahoot! was purchased online using a Department P-Card, by mistake. While Kahoot! Software Terms & Conditions were posted on their website, involved HHSA staff did not discover the need for a Purchase Contract until after the purchase was completed. With proper approval, the Kahoot! Software will aid in approaching complex matters as one organization and will improve collaboration and data sharing with stakeholders in meetings across slopes, in both a remote and an in-office environment. It will also aid in providing more engaging training to staff, ensuing all program knowledge is understood and retained in a more measurable way.
ALTERNATIVES:
Should the Board decline to approve this recommendation, HHSA would be unable to finalize the P-Card transaction through the Auditor’s Office.
PRIOR BOARD ACTION:
N/A
OTHER DEPARTMENT / AGENCY INVOLVEMENT:
Approved by County Counsel and Information Technologies.
CAO RECOMMENDATION:
Approve as recommended.
FINANCIAL IMPACT:
There is no Net County Cost associated with this Agenda item. Sufficient appropriations were included in the Fiscal Year 2022-23 Budget, and will be included in future budgets for the term of the Purchase Contract.
CLERK OF THE BOARD FOLLOW UP ACTIONS
N/A
STRATEGIC PLAN COMPONENT:
Good Governance
CONTACT
Daniel Del Monte, Interim Director, Health and Human Services Agency