COUNTY OF SAN MATEO
Inter-Departmental Correspondence
Information Services Department
DATE:
January 7, 2008
BOARD MEETING DATE:
February 26, 2008
SPECIAL NOTICE/HEARING:
None
VOTE REQUIRED:
Majority
TO:
Honorable Board of Supervisors
FROM:
Charlene A. Silva, Director of Health
Chris Flatmoe, CIO/Director of Information Services
Louise Rogers, Director, Behavioral Health and Recovery Services
SUBJECT:
Agreement with Netsmart Technologies, Inc.
RECOMMENDATION:
Adopt a Resolution:
1)
Authorizing the President of the Board to execute an Agreement with Netsmart Technologies, Inc. for the purchase and implementation of a Management Information System and support services on behalf of Behavioral Health and Recovery Services (BHRS) for a term of seven (7) years, commencing upon the date of the Board of Supervisors’ approval, in an amount not to exceed
$ 3,759,409 over the term of the Agreement; and
2)
Authorizing the Chief Information Officer or his 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.
VISION ALIGNMENT:
Commitment: Ensure basic health and safety for all.
Goal 8: Help vulnerable people—the aged, disabled, mentally ill, at risk youth and others—achieve a better quality of life.
The Agreement contributes to this goal by providing an Electronic Health Record (EHR) to improve coordination of care and the delivery of mental health services. Netsmart’s EHR certification by the Certification Commission for Healthcare Information Technology demonstrates their expertise and commitment to standards.
Performance Measures:
Measure
FY 2007-08
Estimated
FY 2008-09
Projected
Percentage of customization completed
10%
50%
Implementation of test site
0
1
BACKGROUND:
Commencing in FY 2003-04, BHRS, formerly known as Mental Health Services, and the Information Services Department (ISD) engaged in the search for a vendor to provide a new integrated clinical and business information system for Mental Health Services. At that time, the County Manager approved an Agreement with the California Institute of Mental Health that allowed Mental Health and ISD to identify potential vendors by participating in a collective Request for Proposals (RFP) process with 23 other California Counties. San Mateo County identified four qualified vendors, and in December 2005, Mental Health Services released a supplemental RFP which contained San Mateo County’s specific requirements. Netsmart Technologies was selected as the preferred vendor to meet the County’s requirements. BHRS and ISD have negotiated the proposed Agreement. At least 16 other California Counties have, or are, negotiating agreements with Netsmart Technologies.
DISCUSSION:
The proposed Agreement for these services includes an integrated Behavioral Health Information System, as well as ongoing technical support. The proposed solution will replace the obsolete system currently used to support BHRS. In addition, there will be electronic health records, prescribing, and reporting to support improved coordination and delivery of mental health care. The underlying technology has been reviewed by ISD for compliance with County Technology Standards. Following a two-and-one-half year implementation period, the system should have a ten-year useful life. The County Manager approved a waiver allowing the negotiation of a seven-year Agreement with Netsmart.
County Counsel and Risk Management have reviewed and approved this Agreement.
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 seven (7) years, and to commence upon the Board of Supervisors’ execution of the Agreement. The total obligation under this Agreement is not to exceed $3,759,409. Funds have been included in ISD FY 2007-08 Adopted Budget. BHRS reserves identified for this purpose will cover one-time implementation costs of $503,387 in FY 2007-08, $853,658 in FY 2008-09 and $982,655 in FY 2009-10. Mental Health Services Act funding for technology obtained in FY 2008-09 will partially off-set this expense. Subsequent annual costs of $354,927.25 commencing in FY 2010-11 will be included in the ISD Recommended Budget.