COUNTY OF SAN MATEO

Inter-Departmental Correspondence

Human Services Agency

 

DATE:

May 24, 2011

BOARD MEETING DATE:

June 21, 2011

SPECIAL NOTICE/HEARING:

None

VOTE REQUIRED:

Majority

 

TO:

Honorable Board of Supervisors

FROM:

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

SUBJECT:

Second Amendment to the Agreement with Northwoods Consulting Partners, Inc.

 

RECOMMENDATION:

Adopt a Resolution authorizing the President of the Board to execute a Second Amendment to the Agreement with Northwoods Consulting Partners, Inc., to provide additional software licenses, maintenance and program reporting for the document management system, extending the term by 12 months to, April 1, 2010 through June 30, 2012, increasing the amount by $72,560 for a total obligation of $1,641,240.

 

BACKGROUND:

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.

On September 28, 2010, the Board of Supervisors approved Resolution Number 071072 Amending the Agreement with Northwoods Consulting Partners, Inc., to provide additional licenses needed for the project implementation.

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.

 

DISCUSSION:

The original Agreement underestimated the number of licenses and users needed for project implementation. The Amendment to the Agreement included additional add-ons needed to implement the project. This Second Amendment to the Agreement is to provide additional software licenses and maintenance costs needed for the project implementation, additionally, the contractor will provide 80 hours for customized programming reports, on an as-needed basis. Customized programming reports will allow for efficiencies in monitoring compliance and measure outcomes. The Information Services Department (ISD) has reviewed and approved these services.

 

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.

 

Approval of this Second Amendment to the Agreement contributes to the Shared Vision 2025 outcome of an Environmentally Conscious Community by continuing to 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 90% for FY 2010 -11 and 91% for FY 2011-12, 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.


Performance Measure:

Measure

FY 2010-11
Target

FY 2011-12

Target

Reduce the number of case related documents copied at the Regional Offices

90%*

91%

Reduce the number of case related documents transferred to our Centralized Imaging Center

75%*

76%

*The targeted numbers are low because there was not a full year of tracking performance available by the end of 2010; due to a delay of the project implementation.

 

FISCAL IMPACT:

The term of the Agreement is extended by 12 months to April 1, 2010 through June 30, 2012. This Second Amendment increases the amount by $72,560, for a total obligation of $1,641,240. The amended amount of $72,560 is funded through the eligibility administration allocations. Appropriation is included in the FY 2011-12 Recommended Budget. There is no Net County Cost.