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COUNTY OF SAN MATEO
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Inter-Departmental Correspondence
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Health System
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DATE:
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June 2, 2009
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BOARD MEETING DATE:
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July 7, 2009
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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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Jean S. Fraser, Chief, Health System
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Louise Rogers, Director, Behavioral Health & Recovery Services
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SUBJECT:
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Amendment to the Agreement with CMC Training and Consulting
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RECOMMENDATION:
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Adopt a Resolution authorizing the President of the Board to execute an Amendment to the Agreement with CMC Training and Consulting for software application training services, increasing the maximum obligation by $300,000 for a new maximum of $588,000, with no change to the term of October 21, 2008 through June 30, 2010.
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VISION ALIGNMENT:
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Commitment: Ensure basic health and safety for all.
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Goal 8: Help vulnerable people—the aged, disabled, mentally ill, at-risk youth and others—achieve a better quality of life.
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The Amendment to the Agreement contributes to this commitment and goal by providing software training services to assist in the implementation of the electronic healthcare record for Behavioral Health & Recovery Services (BHRS).
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Performance Measure:
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Measure
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FY 2008-09
Estimate
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FY 2009-10
Target
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Percentage of users trained to use new electronic healthcare record at time of scheduled implementation.
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90%
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90%
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BACKGROUND:
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On February 26, 2008, your Board approved an Agreement with Netsmart Technologies, Inc., for the purchase and implementation of a management information system for BHRS that would provide an electronic health record. In June of 2008 BHRS released a Request for Qualifications (RFQ) for the provision of software training services to support the implementation of the electronic health record. CMC Training and Consulting (CMC) submitted the only response to the RFQ and it was reviewed and selected for the provision of these services.
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On October 21, 2008, your Board approved an Agreement with CMC for software training services for the term October 21, 2008, through June 30, 2010 for a maximum obligation of $288,000.
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DISCUSSION:
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For the implementation of the new information system to succeed, it is critical that clinical users receive training to enable them to transfer from a paper medical record to an electronic medical system. CMC is providing written training materials, as well as classroom and one-to-one training of BHRS Staff in preparation for the implementation of the electronic health record. Training supports the implementation of the Netsmart electronic health record system. It was originally anticipated that 10 to 15 BHRS staff members would require focused one-to-one training, which would require one full-time trainer. That number has been revised to be between 45 and 60, requiring two full-time trainers.
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The Amendment to the Agreement has been reviewed and approved by County Counsel and Risk Management. 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.
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FISCAL IMPACT:
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The term of the amended Agreement remains October 21, 2008, through June 30, 2010. The maximum obligation is increased by $300,000, from $288,000 to a new maximum of $588,000. For FY 2008-09 the maximum is $252,000, which was included in the BHRS FY 2008-09 Adopted Budget. For the second year, $336,000 is included in the BHRS Tentatively Adopted FY 2009-10 Budget. Funding for these services is provided through Mental Health Services Act funds. There is no Net County Cost.
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