COUNTY OF SAN MATEO

Inter-Departmental Correspondence

Human Services Agency

DATE:

October 21, 2008

BOARD MEETING DATE:

November 18, 2008

SPECIAL NOTICE/HEARING:

None

VOTE REQUIRED:

Majority

TO:

Honorable Board of Supervisors

FROM:

Beverly B. Johnson, J.D., Director, Human Services Agency

Clarisa Simon-Soriano, Director of Automation

SUBJECT:

Agreement with Northwoods Consulting Partners, Inc.

RECOMMENDATION:

Adopt a Resolution:

A.

Authorizing the execution of an Agreement with Northwoods Consulting Partners, Inc. to redesign and implement a content management solution for the Medi-Cal Program with potential for future capability to support other economic self-sufficiency programs, for the term of upon execution to June 30, 2009, in the amount of $366,187, $18,309 Net County Cost.

B.

Authorizing the Director of the Human Services Agency (HSA) 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.

VISION ALIGNMENT:

Commitment: Ensure basic health and safety for all.

Goal 5: Residents have access to healthcare and preventive care.

The Agreement with Northwoods Consulting Partners, Inc. contributes to this commitment and goal by enabling the County to deliver a higher level of customer service by implementing a scalable and robust system to create, store and maintain imaged case files and make them accessible in real time. The new infrastructure will result in better management of case files, therefore allowing for improved and more expedient services to clients seeking needed health care benefits.

Measure

FY 2007-08
Actual

FY 2008-09

Target

Number/Count of Document Imaging Infrastructure System Incidents*

26

<10

Online Case File System Availability**

92%

98%

* An incident is any unplanned interruption to an IT service or reduction in the quality of an IT service. Incidents will be handled according to Onbase and Northwood’s standard product support-escalation procedures.

** System Availability is based on hours of operations, 7:00 am to 6:00 pm, 7 days a week.

BACKGROUND:

In 2005, HSA completed the Health Insurance Telecenter (HIT) Imaging Project, which converted paper Medi-Cal case files into digital images. Based on a continuous evaluation process, three challenges have been identified for the Eligibility Program Units: Case file management; handling of paper forms and applications; and tracking tasks and assignments.

In August, 2008, HSA released a Request for Proposal (RFP) for services to redesign and implement a content management solution for the Medi-Cal Program with potential for future capability to support other economic self-sufficiency programs.

One (1) proposal was received from Northwoods Consulting Partners, Inc. The RFP Review Committee reviewed and selected Northwoods Consulting Partners, Inc. to perform services.

DISCUSSION:

The Contractor will provide services to implement a reliable and scalable document management system infrastructure, integrating with the County’s Medi-Cal client management system for the retrieval of imaged case files. Due to a budget deficit, HSA has prioritized this project above other related projects that HSA hopes to complete in the future.

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. Risk Management has approved Contractor’s insurance, and County Counsel has reviewed the Agreement and approved it as to form.