Agenda Item   

AGENDA STAFF REPORT

 

                                                                                                                        ASR Control  24-000059

 

MEETING DATE:

03/26/24

legal entity taking action:

Board of Supervisors

board of supervisors district(s):

All Districts

SUBMITTING Agency/Department:

Health Care Agency   (Approved)

Department contact person(s):

Regina Chinsio-Kwong (714) 834-2729 

 

 

Debra Baetz (714) 834-2830

 

 

Subject:  Agreement for Cal-IVRS Birth and Death Data Sharing Management System

 

      ceo CONCUR

County Counsel Review

Clerk of the Board

          Concur

Approved Agreement to Form

Consent Calendar

 

 

3 Votes Board Majority

 

 

 

    Budgeted: N/A

Current Year Cost:   N/A

Annual Cost: N/A

 

 

 

    Staffing Impact:

No

# of Positions:            

Sole Source:   No

    Current Fiscal Year Revenue: N/A

   Funding Source:     N/A

County Audit in last 3 years: No

   Levine Act Review Completed: N/A

 

    Prior Board Action:         1/29/2019 #9

 

RECOMMENDED ACTION(S):

 

 

1.

Approve the California Integrated Vital Records System (Cal-IVRS) Local Health Department Participating Agreement for Cal-IVRS Birth and Death Record Data Sharing System with the State of California Department of Public Health, for a five-year period, effective upon Board approval through March 26, 2029.

 

 

2.

Authorize the Health Care Agency Director or designee to extend and execute the term of the Agreement as referenced in the Recommended Action above for an additional five years.

 

 

 

 

SUMMARY:

 

Approval of the Agreement for California Integrated Vital Records System Birth and Death Data Sharing Management System with the State of California Department of Public Health will allow for the County of Orange to continue to comply with the State standards. 

 

 

 

 

BACKGROUND INFORMATION:

 

On January 29, 2019, your Honorable Board of Supervisors (Board) approved the Agreement for California Integrated Vital Records System  (Cal-IVRS) Birth and Death Record Data Sharing System with the State of California Department of Public Health, for a five-year period effective on January 29, 2019, through January 28, 2024.

The California Department of Public Health (CDPH) and its Director, designated in statute as the State Registrar, pursuant to Division 102 of the California Health and Safety Code, is charged with the duties of registering, maintaining, indexing and issuing certified copies of all California Birth, Death, and Fetal Death records. As part of these activities, the State Registrar operates the Vital Records Business Intelligence System (VRBIS), the Electronic Birth Registration System (EBRS), Electronic Death Registration System (EDRS), and the Fetal Death Registration System (FDRS). 

 

VRBIS is a secure, web based electronic solution for the State Registrar to store California’s vital records data and to permit Local Health Departments and others to access such data for purposes allowed under California statute, such as epidemiologic analysis, surveillance, and program evaluation, following all applicable laws and regulations concerning vital record data.

 

EBRS, EDRS, and FDRS are secure, web based electronic birth, death and fetal death registration databases maintained by the State Registrar. Access to EBRS, EDRS, and FDRS is limited to statutorily defined record preparers, such as hospitals, funeral homes and coroners, as well as local registrars and the State Registrar.

 

As a local registrar, Health Care Agency's (HCA) Public Health Services Office of Vital Records is required by statute to register and preserve all birth, death and fetal death certificates. On an annual basis, this unit registers approximately 60,000 birth and deaths, issues nearly 170,000 certified copies of birth and death records and approximately 26,000 burial permits. The unit is charged with ensuring all registrations, issuance of burial permits and release of records are in compliance with California State laws and regulations.

 

Cal-IVRS and the associated agreement brings all four of the data systems listed above under one agreement and grants the local registration district (County of Orange) continued access to these systems to complete all activities related to the registration of all births and deaths that occur within Orange County. This agreement continues to streamline the management and exchange of our birth and death record data with CDPH.

 

The proposed Agreement does not have subcontractors.

 

Orange County Information Technology is in concurrence with this Agreement.

 

HCA requests that the Board approve the CDPH Cal-IVRS Agreement, as referenced in the Recommended Action.

 

Approval requested as insurance and indemnification language is non-standard.  Attachment B is the approved waiver form reviewed by Risk Management for the non-standard language.

 

HCA requests your Honorable Board to approve the Agreement, and any subsequent contract term extension, as referenced in the Recommended Actions.

 

FINANCIAL IMPACT:

 

N/A

 

 

 

STAFFING IMPACT:

 

N/A

 

 

 

ATTACHMENT(S):

 

Attachment A - Agreement with State of California Department of Public Health for Cal-IVRS Birth and Death Data Sharing Management System
Attachment B - Risk Assessment Form