Agenda Item   

AGENDA STAFF REPORT

 

                                                                                                                        ASR Control  21-000249

 

MEETING DATE:

04/27/21

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):

Annette Mugrditchian (714) 834-5026 

 

 

Jeff Nagel (714) 834-7024

 

 

Subject:  Contract for Technology-Based Innovation Project Management Services

 

      ceo CONCUR

County Counsel Review

Clerk of the Board

          Concur

Approved Agreement to Form

Discussion

 

 

3 Votes Board Majority

 

 

 

    Budgeted: Yes

Current Year Cost:   FY 2020-21 $166,667

Annual Cost: FY 2021-22 $1,000,000
FY 2022-23 $833,333

 

 

 

    Staffing Impact:

No

# of Positions:            

Sole Source:   Yes

    Current Fiscal Year Revenue: N/A

  Funding Source:      State: 100% (Mental Health Services Act/Prop 63)

County Audit in last 3 years: No

 

 

    Prior Board Action:         01/14/2020 #25, 10/08/2019 #9, 04/09/2019 #10, 04/10/2018 #23

 

RECOMMENDED ACTION(S):

 

 

1.

Approve the Contract with Cambria Solutions, Inc. for Technology-Based Innovation Project Management Services, for the term of May 1, 2021, through April 23, 2023, for an amount not to exceed $2,000,000.

 

2.

Pursuant to Contract Policy Manual Section 3.4-114, authorize the County Procurement Officer or authorized Deputy to exercise a contingency contract cost increase, not to exceed a total of 10 percent of the contract amount for the first year of the contract, for the entire term of the contract, including renewals, and within the scope of work set forth in the contract. The use of this contingency contract cost increase is subject to approval requirements established by the County Procurement Officer.

 

3.

Authorize the County Procurement Officer or authorized Deputy to execute the Contract with Cambria Solutions, Inc. as referenced in the Recommended Action above.

 

 

 

 

 

 

SUMMARY:

 

Approval of the selection of and Contract with Cambria Solutions, Inc. for the provision of Technology-Based Innovation Project Management Services will provide oversight and implementation of technology-based Mental Health Services Act Innovation projects.

 

 

 

BACKGROUND INFORMATION:

 

Five percent of Mental Health Services Act (MHSA) funds are allocated to Innovation (INN) for the purpose of evaluating the effectiveness of new and/or changed practices in mental health. INN projects are designed and/or implemented for a defined time period and evaluated to develop new best practices in mental health services and supports.

 

Prior Board of Supervisors (Board) Action

Board Date

Action

Amount

April 10, 2018

Authorized HCA to utilize MHSA INN funds to join a cross-county collaborative Mental Health Technology Solutions (i.e. Help@Hand), a statewide project of 14 California counties and cities that share the same goal; to improve the mental health of California communities and behavioral health care system by using new technology and programs.

$24,000,000

April 9, 2019

Authorized the use of Behavioral Health System Transformation (BHST) INN project funds to plan for, develop and test the feasibility of a new public and private payment model that will create a quality-drive, culturally responsive behavioral health system.

$18,000,000

October 8, 2019

Authorized Contract for BHST INN Development of Performance/Value-based Contracts.

$7,700,000

January 14, 2020

Authorized the use of funds to develop a comprehensive digital resource navigator tool and evaluation components for the BHST project.

$8,360,000

 

The Health Care Agency (HCA) is requesting approval for the use of $2 million for project management and implementation of technology-based MHSA INN projects.

 

Through a Joint Powers of Authority, the HCA executed two separate Participation Agreements with California Mental Health Services Authority (CalMHSA) to provide: (1) administrative oversight and project management of the Help@Hand project; and (2) administrative oversight of the digital resource navigator and overall evaluation of the BHST project. The Cambria Solutions, Inc. (Cambria Solutions) Contract, executed by CalMHSA on behalf of Orange County, will end on April 30, 2021. The HCA has since identified that a direct Contract between the HCA and Cambria Solutions for project management and implementation of technology-based projects is more cost efficient and will keep the County within the state approved budgets for these INN projects.

 

Cambria Solutions has been involved in the Help@Hand statewide collaborative since 2018, with firsthand knowledge of historical information, shifts and transitions that are critical to tracking lessons learned and maintaining effective and efficient project implementation. In October 2019, CalMHSA executed a contract with Cambria Solutions to provide a dedicated team to support Orange County’s Help@Hand implementation. Cambria Solutions provided implementation planning, documentation, material development and vendor communications essential to Orange County’s pilot launch of Mindstrong Health Services in May 2019. Mindstrong Health Services provides 24-hour virtual telehealth support to eligible behavioral health consumers and is one of the technology vendors from the approved suite of products available for counties to use for pilot implementation as part of the Help@Hand Innovation project managed by CalMHSA. The proposed Contract will ensure continuity in and timeliness of implementing Help@Hand technology products, as well as consistency in data tracking and reporting processes as Orange County enters its final phase of the Help@Hand Innovation project, which is scheduled to end in April 2023. The proposed Contract will also support the BHST digital navigator implementation, documentation and INN project management activities. BHST includes a technology vendor from the Help@Hand suite of products available for counties to use. An accelerated pilot of a digital resource navigator tool was launched in February 2021. The navigator involves various HCA programs and currently includes an inventory of 461 public and private resources, with the ability to edit and add new resources in real time. A contract with Cambria Solutions will organize project management and provide the technology experience and expertise needed to oversee the increasingly complex and expansive product scope.

 

Project Activities:

  • Project management support, such as reviewing project organization and gaps; creating and maintaining implementation schedule; managing project scope, schedule costs and risks; tracking key project developments and metrics; etc.
  • Organizational change management (OCM) planning and support, such as executing an OCM plan; facilitating stakeholder and impact analysis; mitigating acceptance barriers; assessing overall change readiness; developing an education and awareness plan and approach; etc.
  • Implementation planning and support, such as identifying programs and target audiences; developing a detailed project schedule with resources, activities, dependencies and durations; developing an approach to provide data to the technology vendor; assisting in the development of marketing and outreach approach; defining current and future state business processes; coordinating OCM, testing, training and marketing activities; etc.
  • Test planning and oversight support, such as developing a test plan, approach, cases and scripts; coordinating and leading testing efforts; managing testers and test process; managing and tracking test execution progress; tracking and managing defect resolution; etc.
  • Market research, product review and business analysis, such as user demographics, protocols and procedures, analysis of other digital products and applications that support emotional health and wellbeing; etc.

 

The proposed Contract is a sole source contract and a completed Sole Source Request Form is attached (see Attachment B). HCA staff have conducted due diligence on the vendor. Reference checks were satisfactory and completed with California Department of Motor Vehicles, Digital Transformation Services, CalMHSA and Mississippi Department of Human Services regarding similar projects.

 

This Agenda Staff Report is being brought before the Board less than 30 days before the start of the contract term due to the impending Cambria Solutions contract end date with CalMHSA on April 30, 2021, resulting in an urgent need to maintain continuity of Help@Hand project management and Mindstrong Health Services implementation. Thus, if Cambria Solutions is not transitioned to the HCA by this date, the ability to maintain project management and continuity of clinical support to Mindstrong Health Services consumers will be significantly impacted.

 

HCA requests that your Board approve the selection of and Contract with Cambria Solutions for the provision of Technology-Based Innovation Project Management Services, as referenced in the Recommended Actions.

 

 

 

FINANCIAL IMPACT:

 

Appropriations for this Contract are included in Budget Control 042 FY 2020-21 Budget and will be included in the budgeting process for future years.

 

Should services need to be reduced or terminated due to lack of funding, the Contract contains language that allows HCA to give a 30-day notice to either terminate or renegotiate the level of services to be provided. The notice will allow HCA adequate time to transition or terminate services to participants, if necessary.

 

 

 

STAFFING IMPACT:

 

N/A

 

ATTACHMENT(S):

 

Attachment A - Contract MA-042-21011322 with Cambria Solutions
Attachment B - Contract Summary Form
Attachment C - Approved Sole Source Request Form