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COUNTY
OF SAN MATEO
Inter-Departmental
Correspondence
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Human Services Agency
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DATE:
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October 18, 2002
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BOARD MEETING DATE:
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October 29, 2002
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TO:
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Honorable Board of Supervisors
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FROM:
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Maureen D. Borland, Director, Human Services Agency
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Kathryn Ciamarro, Director of Automation
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SUBJECT:
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Agreement with Deloitte Consulting to develop
a web-based system
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Recommendation
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Adopt a Resolution authorizing the execution of
an Agreement with Deloitte Consulting in the amount of $889,350. The term of the
Agreement is November 1, 2002 to June 30, 2003.
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| Background |
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Services Agency's Alcohol and Other Drugs Services (AOD) has significantly increased
the volume of data collected by community-based treatment providers in recent
years. In 1994, AOD's first computerized data collection system, Drug and Alcohol
Data System (DADS), was introduced. Since then, several additional data systems
have been added. This has resulted in difficulty with data management at the data
collection and reporting levels. Hence, a new system that is customer-focused
and extensible is vital and necessary to enable AOD to face its challenges now
and well into the future. |
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Discussion
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A development of web-based, centralized system
will provide treatment providers with an easier and more accurate process for
data entry. In addition, a new data system will allow County staff to be more
productive in collecting, processing, analyzing, and reporting data.
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The project's main objectives are as follows:
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Implement an easy-to-use and flexible web-based
system;
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Implement a single database of clients for treatment
providers and AOD program staff;
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Implement a system that would allow the treatment
providers to keep client's information confidential;
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Implement a system that is in compliance with
the Health Insurance Portability and Accountability Act of 1996 (HIPAA) guidelines
and federal regulations; and
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Implement an open system infrastructure that enables
the application to be extended to allow automation of other programs and services
within the agency.
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In June of 2002, the Human Services Agency (HSA)
engaged the Information Services Department to conduct a preliminary analysis
and determine what development solutions would best meet the needs of the agency.
On July 29, 2002, a Request for Proposal (RFP) was released to 19 vendors. The
results of the RFP are attached in the `Development of Alcohol and Other Drugs
Electronic System - RFP Matrix'.
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Deloitte Consulting provided a comprehensive response
to the RFP that included all the application modules that meet, and in some cases
exceed, the requirements specified in the RFP. They have provided the County with
references from other government agencies where they have successfully implemented
various projects. In addition, they have successfully implemented a web-based
system for Drug and Alcohol Services for another county agency. Deloitte Consulting
proposed a partnership between the County and the vendor, and proposed accomplishing
knowledge transfer tasks in a collaborative mode, working side-by-side, on-site
with County staff. Deloitte Consulting is the only vendor who proposed such a
methodology, and they included a detailed project plan in their proposal.
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This Agreement has been reviewed and approved
by County Counsel as to form.
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Vision Alignment
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The Agreement with Deloitte Consulting keeps
the commitment of: Responsive, effective, collaborative government and goal number
20: "Government decisions are based on careful consideration of future impact,
rather than temporary relief or immediate gain". This Agreement contributes
to this commitment and goal since Deloitte Consulting will deliver a system that
has an open system architecture that would allow the County to further expand
its capabilities to include other programs and services provided by the agency
and the County as a whole.
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This Agreement is also aligned with goal number
21: "County employees understand, support and integrate the County vision
and goals into the delivery of services". This Agreement contributes to this
commitment and goal since Deloitte Consulting will assist the Human Services Agency
in developing a system to collect and report data for the OBM initiative as well
as internal performance measures and budget. Outcome measure data demonstrates
HSA's success in contributing to the County's visions and goals, and will be published
and distributed to HSA staff and the agency's community partners (including AOD's
treatment providers) for use in programs and budget planning.
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Fiscal Impact
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The term of the Agreement is from November 1,
2002 to June 30, 2003. Funding for this Agreement was included in the Adopted
Budget for FY 2002-03. The total obligation of $889,350 is funded with $800,000
of Agency Fund Balance, and the remainder of $89,350 will be claimed against the
Federal Substance Abuse Block Grant. There is no Net County Cost.
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