Inter-Departmental Correspondence

Human Services Agency



October 18, 2002


October 29, 2002



Honorable Board of Supervisors


Maureen D. Borland, Director, Human Services Agency


Kathryn Ciamarro, Director of Automation


Agreement with Deloitte Consulting to develop a web-based system



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.

The Human 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.


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.


The project's main objectives are as follows:



Implement an easy-to-use and flexible web-based system;


Implement a single database of clients for treatment providers and AOD program staff;


Implement a system that would allow the treatment providers to keep client's information confidential;


Implement a system that is in compliance with the Health Insurance Portability and Accountability Act of 1996 (HIPAA) guidelines and federal regulations; and


Implement an open system infrastructure that enables the application to be extended to allow automation of other programs and services within the agency.


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'.


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.


This Agreement has been reviewed and approved by County Counsel as to form.


Vision Alignment

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.


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.


Fiscal Impact

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.

Development of Alcohol and Other Drugs Electronic System - RFP Matrix


General Description of RFP

The Human Services Agency seeks assistance from vendors to develop and implement a web-based centralized, flexible and automated system customized to fit the needs of Alcohol and Other Drugs Services.


List key evaluation criteria

- Degree of meeting vendor qualifications

- Effectiveness of proposed project approach

- Degree of meeting functional requirements stated in the RFP

- Timeframe for project completion

- Process for working with and conducting knowledge transfer to County staff

- Cost and pricing structure


Where advertised

San Mateo County Times


In addition to any advertisement, list others to whom RFP was sent

- Accenture Government West Client Group

- Accumedic Computer Systems, Inc.

- Orion Healthcare Technology (Accurate Assessments)

- Anasazi Software, Inc.

- Creative Socio-Medics

- Covansys

- Deloitte Consulting

- DocuTrac, Inc.

- Earley Corporation

- Echo Management

- Global Vision Technologies

- InfoMC, Inc.

- Integrated Business Solutions

- iServe Systems

- MS* Health Software Corporation

- MSJ Corporation

- Qualifacts

- Sequest Technologies, Inc.

- Vantage Med


Total number sent to prospective proposers



Number of proposal received



Who evaluated the proposals

- Kathryn Ciamarro - HSA Director of Automation

- Yvonne Frazier - Manager, Alcohol and Other Drugs Services

- William Huffman - Business Systems Group, Analyst

- Clarisa Simon - Information Services Department, Project Manager

- George Lembi - State of California Alcohol and Drugs Program [served as an advisor to the Review Committee]


In alphabetical order, names of proposers (or finalists, if applicable) and location

- Covansys and Qualifacts (Joint Proposal)

- Creative Socio-Medics

    146 Nassau Avenue

    Islip, NY 11751

- Deloitte Consulting

    1000 One PPG Place

    Pittsburg, PA 15222

- Orion Healthcare Technology

    1823 Harney Street, Suite 101

    Omaha, NE 68102