COUNTY OF SAN MATEO

Inter-Departmental Correspondence

Human Services Agency

DATE:

September 15, 2005

BOARD MEETING DATE:

September 27, 2005

SPECIAL NOTICE/HEARING

None

VOTE REQUIRED

Majority

TO:

Honorable Board of Supervisors

FROM:

Glen H. Brooks, Jr., Interim Director, Human Services Agency

Clarisa Simon-Soriano, Director of Automation

SUBJECT:

Advanced Total Imaging, Inc. Agreement

RECOMMENDATION:

Adopt a Resolution:

1.

Waiving the Request for Proposal (RFP) process; and

2.

Authorizing the execution of an Agreement with Advanced Total Imaging, Inc. in the amount of $400,000 for the provision of scanning services for San Mateo County’s Human Services Agency (HSA) MediCal case file electronic conversion.

VISION ALIGNMENT:

Commitment : Responsive, effective and collaborative government

Goal 21: County employees understand, support and integrate the County vision and goals into their delivery of services.

The Agreement with Advanced Total Imaging, Inc. (ATI) contributes to the above-referenced commitment and goal by enabling the County to deliver the highest level of customer service. By making case files available in real time, we are continuing our commitment in improving services to our clients.

PERFORMANCE MEASURES:

Measure

FY 2005-06
Projected

Percent of MediCal paper/files converted to electronic files

*95%

Average length of time it takes to image paper/files before they are available electronically to the Agency

< 7 days

*The remaining 5% of MediCal cases will be made accessible to Benefits Analyst by hard-copy paper files.

BACKGROUND:

The MediCal caseload in San Mateo County has increased by 68% over the past five years, and because levels of funding do not allow for an increase in staff relative to the increase in caseload volume, a decision has been made to provide services to over 23,000 MediCal recipient families utilizing electronically stored case files, accessible in real time by HSA’s Benefits Analysts via the HSA Intranet. By imaging the on-going MediCal case files, Benefit Analysts will be able to quickly access case files using their personal computers.

DISCUSSION:

This Agreement with ATI provides for the following: (1) Pick-up and preparation of case files to include barcode pages; (2) Scanning services; (3) DVD delivery; and (4) shredding services. The entire imaging process incorporates existing technologies currently in practice at the HSA Imaging Center. This project will shorten the response time necessary to assist our clients since Agency staff will have immediate access to the case file information. Furthermore, manual retrieval of hard copy cases will be reduced since all case documentation will be available electronically. A total of 4,800,000 documents are expected to be scanned.

Advanced Total Imaging, Inc. has been selected to provide these same services by other public agencies through their competitive processes, and ATI has established agreements with a number of cities, counties and other governmental entities. ATI is a California Multiple Award Schedule (CMAS) vendor with the State of California. Purchasing from this contractor affords the County lower pricing than offered by other vendors, and the County can take advantage of this vendor’s experience in working with other governmental agencies. Based on these factors, it is in the County’s best interest to waive the Request For Proposal (RFP) process and contract with ATI.

County Counsel has reviewed and approved this Agreement as to form. The Information Services Department (ISD) has reviewed and concurs with this Agreement, and Risk Management has approved the Contractor’s insurance.

FISCAL IMPACT:

This Agreement with Advanced Total Imaging, Inc. is in the amount of $400,000 for the term of October 1, 2005 to March 31, 2006. Appropriation has been included in the Recommended Budget for Fiscal Year 2005-06. Net County Cost is estimated at $10,000.