COUNTY OF SAN MATEO

Inter-Departmental Correspondence

Health Department

DATE:

September 6, 2006

BOARD MEETING DATE:

September 26, 2006

SPECIAL NOTICE/HEARING:

None

VOTE REQUIRED:

Majority

TO:

Honorable Board of Supervisors

FROM:

Charlene A. Silva, Director, Health Department
Lisa L. Mancini, Director, Aging and Adult Services

SUBJECT:

Agreement with CH Mack, Inc., for an automated case management system and assessment tool

RECOMMENDATION:

Adopt a resolution authorizing the President of the Board of Supervisors to:

1.

Execute an agreement with CH Mack, Inc., for the provision of an automated case management system and assessment tool, for the term of October 1, 2006 through September 30, 2008 with the option to renew for one, one-year term for a total obligation of $471,072; and

2.

Authorize the Director of the Health Department to execute subsequent amendments and minor modifications not to exceed an aggregate of $25,000 and to make minor changes in the types of services and activities provided under the agreement.

VISION ALIGNMENT:

Commitment: Ensuring basic health and safety for all.

Goal(s) Help vulnerable people – the aged, disabled, mentally ill, at-risk youth and others – achieve a better quality of life.

Services provided by CH Mack, Inc., will contribute to this commitment and goal by assisting to ensure timely, accurate and correct data through use of the automated case management system for Aging and Adult Services’ (AAS) case management programs.

Performance Measure(s):

Measure

FY 2005-06
Actual

FY 2006-07
Projected

Number and percent of AAS categorical programs using the automated case management system for case management and reporting purposes.

2 programs

33%

6 programs

100%

BACKGROUND:

Aging and Adult Services does not have a single client database for its case management programs. As a result clients are required to provide duplicate information during multiple assessments as their service needs change. In addition, the lack of a single client case management system makes it difficult for workers to share client information easily, to track clients across programs, and to monitor progress. In December 2002 AAS staff conducted a Request for Proposals (RFP) process to meet data reporting requirements associated with the Area Agency on Aging. Three products were reviewed, but none was found acceptable. A fourth product, the Q System from CH Mack, Inc., was later reviewed and accepted for use and was installed in June 2003. Subsequently it was determined that the Q System could be used by AAS to centralize all client data from the case management programs into a single database.

Also in 2003 the California Legislature passed AB786 which designated San Mateo County as the State’s pilot for implementing a single uniform assessment tool (UAT) for all in-home and community-based long-term care services. The UAT will be used to assess a client’s level of care need, which can then be used to determine services to be provided.

Following discussions with CH Mack, it was determined that the UAT could be incorporated into the Q System. Thus the Q System will serve as a central database for AAS case management programs and will incorporate the UAT as well. This centralization of case management data in combination with the uniform assessment will eliminate multiple assessments and duplicate data entry. In addition, use of the Q System will reduce the time required to authorize services, enable workers to track clients’ progress over time and among programs, and improve the identification of services appropriate to meet each client’s needs.

Currently all client information data entry and state reporting for the Area Agency on Aging National Aging Program Information System (NAPIS) is done through the Q System. In addition, the Multipurpose Senior Services Program (MSSP) has transferred to the Q System and has effectively piloted the system for case management.

DISCUSSION:

This contract with CH Mack will complete the implementation of the automated case management system in AAS and provides sufficient licenses for all AAS staff to use the system. It provides data conversion services as well as enhancements for data security and state-required program assessments. It also incorporates the uniform assessment tool into the system.

County Counsel and Information Services Department have reviewed and approved the Resolution and Agreement as to form. Risk Management has reviewed and approved the Contractor’s insurance coverage.

The contractor has assured compliance with the County's Contractor Employee Jury Service Ordinance, as well as all other contract provisions that are required by County ordinance and administrative memoranda, including but not limited to insurance, hold harmless, non-discrimination and equal benefits.

FISCAL IMPACT:

The term of the agreement is October 1, 2006 through September 30, 2008 with the option to renew for an additional one-year term. The maximum the County shall be obligated to pay for the term of this agreement is $471,072. Funding for this agreement is a combination of state, federal and county funds. Funds for FY 2006-07 are included in AAS’s tentatively Adopted FY 2006-07 Budget. Funding for subsequent years will be included in future budgets.