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COUNTY OF SAN MATEO
Inter-Departmental Correspondence
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Health Department
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DATE:
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May 3, 2007
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BOARD MEETING DATE:
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May 15, 2007
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SPECIAL NOTICE/HEARING:
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None
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VOTE REQUIRED:
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Majority
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TO:
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Honorable Board of Supervisors
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FROM:
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Charlene A. Silva, Director, Health Department
Brian J. Zamora, Director, Public Health & Environmental Protection
Division
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SUBJECT:
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Agreement with Decade Software Company, LLC
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RECOMMENDATION:
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Adopt a Resolution:
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1)
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Authorizing the President of the Board to execute an Agreement with Decade Software Company, LLC (DSC) to provide an information management system for the term of June 1, 2007 to May 31, 2012, in an amount not to exceed $625,699; and
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2)
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Authorizing the Health Department Director or the Director's designee to execute contract amendments which modify the County's maximum fiscal obligation by no more than $25,000 (in aggregate), and/or modify the contract term and/or services so long as the modified term or services is/are within the current or revised fiscal provisions.
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VISION ALIGNMENT:
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Commitment: Responsive, effective and collaborative government.
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Goal 21: County employees understand, support and integrate the County vision and goals into their delivery of services.
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The Agreement with DSC contributes to this commitment and goal by increasing the efficiency and delivery of service by providing a tool for Environmental Health Division (EH) to monitor and assess the programs it manages.
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Performance Measure(s):
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Measure
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FY 2005-06
Actual
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FY 2006-07
Projected
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Percent of Household Hazardous Waste appointments made online by public
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59%
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62%
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BACKGROUND:
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In 1994 EH began using Envision, an integrated, PC-based data management system owned and operated by DSC. Contracts with DSC have advanced EH’s technological capabilities, resulting in the development of two web interfaces: the online Food Inspection Query and the online Household Hazardous Waste Appointment Scheduler. In 2007 the Field Inspection System was implemented. Field inspectors enter inspection data directly into a PC tablet rather than handwriting onto a form. This ensures timely and accurate data collection and public access. Historical data is also available to inspectors electronically at the time of the inspection, thus improving the inspectors’ efficiency and effectiveness in the field.
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DISCUSSION:
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In December 2006 a Request for Proposals (RFP) for an EH Information System was conducted. The RFP was sent to 10 vendors and advertised by the County Purchasing Department. An RFP Review Committee determined that Envision remains the best information system to meet the needs of EH.
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The Agreement with DSC allows EH continuing use of Envision. Envision is used for billing, inventory management, violation tracking and storage of detailed program information. System data is used for establishing fee amendments and to submit electronic uploads as required by various State agencies. EH and County ISD staff will be working with DSC to create project plans to develop a web interface to allow the public to conduct file reviews and to migrate an existing database for the Cross Connection Program into Envision. Upon completion of the project plans and associated cost estimates, EH will present an Amendment to this Agreement for approval by your Board.
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The County Manager has approved a waiver allowing EH to enter into a five-year contract with DSC. 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. County Counsel and Risk Management have reviewed and approved this Agreement. County ISD supports EH’s evaluation process and the decision to enter into this Agreement with DSC.
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FISCAL IMPACT:
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The term of this agreement is June 1, 2007 through May 31, 2012; the total amount shall not exceed $625,699. The FY 2006-07 Adopted Budget includes $8,977, and $111,319 has been included in the FY 2007-08 Recommended Budget. Appropriations for subsequent years will be included in future budget requests. Fees collected by EH from regulated facilities offset these costs, and there is no Net County Cost.
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