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Agenda Item
ASR
Control 25-000396 |
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MEETING
DATE: |
03/24/26 |
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legal entity taking action: |
Board
of Supervisors |
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board of supervisors district(s): |
All
Districts |
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SUBMITTING Agency/Department: |
Health
Care Agency (Approved) |
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Department contact person(s): |
Veronica
Kelley (714) 834-7024 |
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Jenna
Sarin (714) 834-4099 |
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Subject: Amendment for Environmental Health
Data Management System
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ceo CONCUR |
County Counsel Review |
Clerk of the Board |
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Concur |
Approved
Agreement to Form |
Discussion |
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3
Votes Board Majority |
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Budgeted: N/A |
Current Year
Cost: N/A |
Annual Cost: FY 2026-27 $345,393 |
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Staffing Impact: |
No |
# of Positions: |
Sole Source: No |
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Current Fiscal Year Revenue: N/A
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Prior Board Action: 7/13/2021#15 |
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RECOMMENDED
ACTION(S):
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1. |
Approve
Amendment No. 4 to extend the Contract with HS GovTech USA Inc. for
Environmental Health Data Management System, effective July 1, 2026, through
June 30, 2028, in amount not to exceed $609,393, for a revised cumulative
contract total amount not to exceed $1,898,506 with an option to extend one
additional year. |
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2. |
Authorize County
Procurement Officer or Deputized designee to execute Amendment No. 4 to
extend the Contract with HS GovTech USA Inc., as referenced in the
Recommended Action above. |
SUMMARY:
Approval of Amendment No. 4 to
extend the Contract with HS GovTech USA Inc. for the provision of maintaining
the Environmental Health Data Management System, will provide comprehensive
data management to include functions and applications in the areas of
inspections, violations, facility inventory, invoicing, timekeeping and
customer service, as these services are critical to the Health Care Agency
Environmental Health's regulatory role in protecting public health.
BACKGROUND
INFORMATION:
The Health Care Agency (HCA)
Environmental Health (EH) is comprised of various programs aimed toward
protecting the health and safety of the County of Orange (County) residents and
visitors from harmful conditions in the environment. Programs include food
safety, public pool safety, ocean water quality monitoring, hazardous
materials, medical waste and other environmental health programs. EH
requires a data management system to capture and maintain inspection and
compliance data, manage facility inventory for all EH programs, integrate with
all required regulatory portals and applications, and facilitate accounting and
invoicing requirements.
On February 19, 2021, the HCA
released a Request for Proposals (RFP) for the Environmental Health Data
Management System (EHDMS). There were six respondents to the RFP. An evaluation
panel recommended award of contract for EHDMS to HealthSpace USA Inc. On
July 13, 2021, your Honorable Board of Supervisors (Board) approved a Contract
for EHDMS. The actions below were executed pursuant to appropriate
authorities.
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Board Date |
Contract/Amendment |
Action |
Amount |
Term |
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July 13, 2021 |
Contract |
Board Approved Contract |
$898,894 |
7/1/2021– 6/30/2024 |
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N/A |
Amendment No. 1 |
Deputy Purchasing Agent (DPA), Delegated
Authority, Administrative Revisions, Name Change from “HealthSpace USA Inc.”
to “HS GovTech USA Inc.” |
N/A |
7/1/2021– 6/30/2024 |
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N/A |
Amendment No. 2 |
DPA, Delegated Authority, Administrative
Revisions, and Contract Renewal |
$190,900 |
7/1/2024– 6/30/2025 |
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N/A |
Amendment No. 3 |
DPA, Delegated Authority, Contract
Renewal |
$199,319 |
7/1/2025– 6/30/2026 |
Scope
of Services
Approval of Amendment No. 4 will
extend the existing five-year contract for two years for maintenance and
support of the EHDMS to avoid interruption or a lapse in vital environmental
health services. These services include regulatory inspections, complaint
response, health permit issuance, environmental sampling, billing/invoicing,
and plan check consultation.
This Contract does not currently
include subcontractors or pass through to other providers. See Attachment B for
Contract Summary Form. Contractor’s performance has been confirmed as
satisfactory. HCA has verified there are no concerns that must be addressed
with respect to Contractor’s ownership/name, litigation status, or conflicts
with County interests. The Orange County Preference Policy is not applicable to
this Amendment.
HCA requests that the Board approve
Amendment No. 4 to extend the Contract with HS GovTech USA Inc. for provision
of Environmental Health Data Management System, as referenced in the
Recommended Actions.
FINANCIAL
IMPACT:
Appropriations for this Contract
will be included in Budget Control 042 FY 2026-27 Budget and will be included
in the budgeting process for future years.
This Contract contains language
allowing HCA to terminate the contract, reduce the level of services and/or
renegotiate the levels of services to be provided should funding become
unavailable. Funding is based on currently known sources and may change if
other funding becomes available.
STAFFING
IMPACT:
N/A
ATTACHMENT(S):
Attachment
A – Amendment No. 4 to Contract No. MA-042-22010072 for Environmental Health
Data Management System with HS GovTech USA Inc.
Attachment B – Contract Summary Form