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COUNTY OF SAN MATEO
Inter-Departmental Correspondence
Human Services Agency
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DATE:
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August 20, 2010
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BOARD MEETING DATE:
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September 28, 2010
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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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Beverly Beasley Johnson, J.D., Director, Human Services Agency
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SUBJECT:
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Amendment to the Agreement with Northwoods Consulting Partners, Inc.
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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 Northwoods Consulting Partners, Inc., to provide additional software licenses for the document management system, the term remains the same, April 1, 2010 through June 30, 2011, increasing the amount by $315,362 for a total obligation of $1,568,680; $45,881 is Net County Cost.
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BACKGROUND:
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On April 13, 2010, the Board of Supervisors approved Resolution Number 070700 with Northwoods Consulting Partners, Inc., to provide a document management system, an automation foundation for improving business process efficiencies and resolving document imaging challenges. The document management system eliminates the need for storage space by converting paper files into digital files and making case file information easy to access by Medi-Cal program staff. Additionally, these improvements will eliminate the potential for lost or misplaced documents and allow for documents to be immediately available; also it included maintenance and updates to the document management system.
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DISCUSSION:
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The original Agreement under-estimated the number of licenses and users needed for project implementation. This Amendment to the Agreement is to include the additional add-ons needed to implement the project.
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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 has reviewed and approved the Resolution and the Amendment to the Agreement as to form and Risk Management has approved the Contractor’s insurance.
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Approval of this Amendment to the Agreement contributes to the Shared Vision 2025 outcome of a Prosperous Community by enabling staff to reduce the number of case related documents copied at the Regional Offices. It is anticipated that the number of copies will be reduced by 50% for FY 2009-10, and 90% for FY 2010-11, which will increase staff availability to clients and minimize the number of case related documents transferred between offices, as well as ensuring the security and privacy of Medi-Cal Personal Identifiable Information as required by County Welfare Department.
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