Inter-Departmental Correspondence
Health System



April 28, 2010


May 25, 2010







Honorable Board of Supervisors



Jean S. Fraser, Chief, Health System


Louise Rogers, Director, Behavioral Health & Recovery Services



Amendment to the Agreement with CMC Training and Consulting



Adopt a Resolution authorizing the President of the Board to execute a Second Amendment to the Agreement with CMC Training and Consulting for software application training services, extending the term through June 30, 2011, and increasing the maximum by $242,000 to a new maximum of $830,000.



On February 26, 2008, your Board approved an Agreement with Netsmart Technologies, Inc., for the purchase and implementation of a management information system for Behavioral Health and Recovery Services (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.


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. On July 7, 2009, your Board approved a first Amendment to the Agreement increasing the maximum obligation to $588,000.



This Amendment will allow for additional time and training needed to complete the training process, through June 30, 2011. 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.


The Amendment and Resolution have been reviewed and approved by County Counsel. The Amendment has been reviewed and approved by 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.


The Amendment contributes to the Shared Vision 2025 outcome of a Healthy Community by providing software training services to support the implementation of the electronic health record. These services will enable clinicians to coordinate care and manage treatment services for San Mateo County clients at a more comprehensive and seamless level. It is anticipated that ninety percent (90%) of clinicians and support staff will be trained to use the new electronic health record system at time of implementation. The balance of staff will be trained by co-workers, which have been designated as Super Users.


Performance Measure:


FY 2008-09

    FY 2009-10

Percentage of users trained to use new electronic healthcare record at time of scheduled implementation.





The term of the amended Agreement is extended to be October 21, 2008 through June 30, 2011. The maximum obligation for this Amendment is increased from $588,000 by $242,000 to a new maximum of $830,000. The increase will be covered 100% from Mental Health Services Act funds. Funds are included in the BHRS FY 2009-10 Adopted Budget. There is no Net County Cost. $142,000 is included in the BHRS FY 2010-11 Recommended budget.