COUNTY OF SAN MATEO

Inter-Departmental Correspondence

Health Services Agency

DATE:

May 11, 2004

BOARD MEETING DATE:

June 8, 2004

TO:

Honorable Board of Supervisors

FROM:

Charlene A. Silva, Director, Health Services Agency

Brian Zamora, Director, Public Health & Environmental Services Division

SUBJECT:

Agreement with Decade Software Company, LLC

Recommendation

Adopt a resolution:

1)

Authorizing the President of the Board to execute an agreement with Decade Software Company, LLC; and

2)

Waiving the Request for Proposal (RFP) process.

Background

In 1994, San Mateo County's Environmental Health Division began using Envision, an integrated, pc-based data management system owned and operated by Decade Software Company, LLC (Decade). Decade's Envision software is a unique program designed to meet the changing needs of Environmental Health programs. The software integrates the data management component of various Environmental Health programs into one system that includes billing, inventory management, violation tracking and storage of detailed information on septic systems, water well permits, hazardous materials business plans, etc. It is also used to establish fee amendments and to project revenue. Information captured in the database is electronically uploaded on a quarterly basis to various State agencies.

The County's partnership with Decade Software Company has dramatically advanced Environmental Health Division's technological capabilities. Over the past few years, the division has worked with Decade to use its Envision software to develop and implement two web interfaces: the online food inspection information and the online household hazardous waste appointment scheduler. Since the launch of the online appointment scheduler in 2003, 48% of appointments are scheduled directly by the public online.

Discussion

Environmental Health seeks to enter into an agreement with Decade to continue using the Envision software and to begin implementation of a handheld inspection system. This system will allow field inspectors to enter inspection information directly into a handheld device, such as a laptop or pen-based unit, rather than handwriting the information onto a form. This system will ensure timely, accurate collection of data and will allow the public access to this information more readily. In addition, it will enable the inspectors to have historical data available at the time of the inspection, thus improving their efficiency and effectiveness.

With the assistance of County ISD staff, Environmental Health conducted an evaluation of available environmental health data management and handheld software. Staff identified four vendors who were contacted and surveyed using uniform evaluation criteria. Results confirmed that the Envision software remains the best data management system. In addition, Decade's handheld system has been successfully implemented in jurisdictions throughout California and across the nation.

County ISD supports Environmental Health's internal evaluation process and the decision to enter into an agreement with Decade. It is for this reason that we are requesting a waiver of the RFP process.

Vision Alignment

The agreement with Decade Software Company keeps the commitment of responsive, effective and collaborative government and goal number 21: County employees understand, support and integrate the County vision and goals into their delivery of services. The agreement with Decade Software Company, LLC contributes to this commitment and goal since the software enables increased efficiency and delivery of service by providing a tool for Environmental Health to monitor and assess programs.

Fiscal Impact

The term of this agreement is from June 1, 2004 through May 31, 2007. Fees collected by Environmental Health from regulated facilities offset the charges for data management services. The appropriations for FY 2004-05 are $169,545 and are included in the recommended budget. Appropriations for subsequent years are $135,042 for FY 2005-06 and $130,703 for FY 2006-07 and will be made part of the recommended budgets. The total cost of this contract is $443,666. There is no net County cost associated with executing this agreement.