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Consent-Health & Human Services # 19.
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| Board of Supervisors |
Service Centers |
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| Subject |
| Approve first amendment to Agreement No. 15-49 with Northwoods Consulting Partners, Inc., for an additional $440,584 (total $1,223,566.50) to purchase additional Pilot and Co-Pilot user licenses and fund future maintenance of the document imaging and content management system utilized by the Health and Human Services Agency. (No general fund impact) (Larsen) |
| Recommended Action |
| Approve first amendment to Agreement No. 15-49 with Northwoods Consulting Partners, Inc., for an additional $440,584 (total $1,223,566.50) to purchase additional Pilot and Co-Pilot user licenses and fund future maintenance of the document imaging and content management system utilized by the Health and Human Services Agency. |
| Strategic Plan Goal(s) |
Operational Excellence
Thriving Residents |
| Reason for Recommended Action/Background |
On February 2, 2011, the Board of Supervisors approved Agreement 11-11 to fund a document imaging, task management and content management system that would allow the then Employment and Social Services Department, now Health and Human Services Agency (HHSA) to eliminate the paper-based system of client files, electronically track worker tasks / assignments and protect client information contained in the files by securing it electronically and encrypting the information. The system was completely rolled out to all of the Eligibility (Medi-Cal, CalFresh, CalWORKs and GA) staff and has since been rolled out to all of our Employment Division. All of the staff now in both divisions are currently using this system.
This action allows for expansion of the existing system, in lieu of purchasing a brand new duplicative system, to all In-Home Supportive Services (IHSS) staff. The IHSS division was not included in this initial roll out and has continued to use paper case files, manual task management and paper-copy content management systems. This fiscal year, because of a surplus in the IHSS budget, IHSS was able to pursue expanding HHSA’s current system to their division. This includes replacing the existing paper based system of client files and field work duties of completion, collection, storage and retrieval documents to a fully automated electronic system that is currently in use by a significant portion of other HHSA staff. This amendment will provide HHSA with up to 32 users for Pilot and 23 users for Co-Pilot licenses for IHSS staff. These licenses allow the newly added IHHS users to access the system of electronic case files (1 license per user) as well as licenses per scanner to network individual scanners to the overall system (1 license per scanner). IHSS also purchased advanced functionality, called Co-Pilot, which allows IHSS staff to access the full range of Compass functionality remotely via tablet in the field. This will allow staff to access documents, electronically sign documents and access archives remotely while assisting IHSS clients and providers. The tool provides an effective and efficient solution to managing increasing caseloads, thus resulting in staff's ability to spend more time in the field with consumers and providers.
The total amount of this expenditure includes $132,000 for licenses (which is a one-time startup cost), $262,840 in professional services which include system setup, training, configuration and support through implementation (which is a one-time startup cost) and $26,404 which is the first year’s maintenance on the program (this cost should be annual).
Compass Pilot was originally procured through the County’s competitive bidding process by joining the RFP process from San Mateo. We have continued to exercise options that were written into the original contract with this product as it is now a primary component of our business model and the majority of our staff use it to do a significant portion of their work. Compass Pilot is currently widely used across several other California Counties including some of our neighbors in San Mateo, Sacramento, San Joaquin and dozens of Counties across the United States. |
| Collaborations (including Board advisory groups and external partner agencies) |
| County Counsel has approved the contract as to form. |
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| Fiscal Impact |
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| Source of Funds for this Expenditure |
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Explanation (Expenditure and/or Revenue) |
| Further explanation as needed: |
| The total amount of the FY1617 budget will be $591,879, an increase of $415,192 for IHSS software licenses. FY1718 will have an increase of $25,392 for a total of $208,045. |
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