Agenda Item AGENDA STAFF REPORT ASR Control 23-000887
MEETING DATE:	11/28/23
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):	Adil Siddiqui (714) 834-6619
	Mindy Winterswyk (714) 834-5350

Subject: Contract for Employee Health Software Solution System

ceo CONCUR

County Counsel Review

Clerk of the Board

Concur

Approved Agreement to Form

Discussion

3 Votes Board Majority

Budgeted: Yes

Current Year Cost: $126,248

Annual Cost: FY 2024-2025 $126,248
FY 2025-2026 $126,247

Staffing Impact:

# of Positions:

Sole Source: Yes

Current Fiscal Year Revenue: N/A

Funding Source: See Financial Impact Section	County Audit in last 3 years: No
Levine Act Review Completed: Yes

Prior Board Action: 8/23/2022 #19, 12/18/2018 #4

RECOMMENDED ACTION(S):

Approve Contract with Cority Software, Inc. for provision of Employee Health Software Solution System for the term of January 1, 2024, through December 31, 2026, for an amount not to exceed $378,743, renewable for two additional one-year term.

Pursuant to Contract Policy Manual Section 3.3-113, authorize the County Procurement Officer or Deputized designee 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.

Authorize the County Procurement Officer or Deputized designee to execute the Contract with Cority Software, Inc., as referenced in the Recommended Actions above.

SUMMARY:

Approval of the Contract with Cority Software, Inc. for enhancement of the County employee health software system, will continue to provide Employee Health Services and Human Resources Recruitment from all County agencies, with a systems management tool to accurately and efficiently process the medical clearance of new hires.

BACKGROUND INFORMATION:

The Health Care Agency (HCA) Employee Health Services (EHS) provides occupational health services for all County of Orange agencies. The services provided by EHS include pre-employment physical examinations, various types of vision and hearing tests, grip strength and bodyfat testing, pulmonary function testing, respiratory fit testing, occupational health consultation for County departments, regulatory/surveillance examinations, fitness for duty evaluations, immunizations, tuberculosis screening, airborne transmissible disease exposures, including employee COVID-19 case management and blood-borne pathogen exposures. Occupational Health Services are provided to employees, volunteers, interns, candidates and Professional Services Contractors at EHS offices and at locations throughout the County through mobile EHS services and vendor clinics. Administrative responsibilities include services validation, quality assurance and billing reconciliation for services rendered by contracted vendors and EHS staff. Detailed financial reports are developed and revised pursuant to individual requests from Agency programs, finance, and County Auditor Controller.

On December 18, 2018, your Honorable Board of Supervisors (Board) approved the selection of and contract with Cority Software, Inc. (Cority) for a three-year term, in an amount not to exceed $380,000 renewable for two additional one-year terms. The below action was executed pursuant to appropriate authorities.

Board Date

Contract/Amendment

Action

Term

n/a

Amendment No. 1

Deputy Purchasing Agent Authority – Contract renewal

1/1/2021 – 12/31/2022

August 23, 2022 #19

Amendment No. 2

Board approved contract increase and renewal

1/1/2023 – 12/31/2023

The Cority software system allows each agency’s human resources recruitment team to track progress on new hire pre-placement, as well as request Tuberculosis testing, Flu vaccine when mandated, COVID-19 requirements when required or other applicable tests. It provides a platform for real-time collaboration with EHS.

The Cority software allows access to applicants seeking employment with the County to complete medical questionnaires and receive EHS communications about their clearance process from Cority and allows access to county employees to complete required medical surveillance questionnaires and to schedule vaccine event appointments. This software system provides the means to streamline and track mitigation efforts that protect employees and the public from disease outbreaks and ensures the response to workplace communicable diseases and occupational health exposures is completed in its entirety, meeting the County’s regulatory health and safety obligations to its employees.

This proposed contract being presented for approval includes licenses for continued use of the software application, routine technical support and software maintenance services, and professional services for ongoing software customization to match evolving functional and regulatory compliance needs, project management and training to staff.

The proposed Contract is a sole source Contract as Cority is the only vendor that can provide the licenses to this proprietary system, as well as the required support and maintenance and related services. HCA leveraged pricing from a non-competitively awarded Federal General Services Administration Multiple Award Schedule negotiated by the federal government to generate cost savings to the County for the use of the licenses and services in the contract. Orange County Information Technology is in concurrence with this Contract.

The Contractor's performance has been confirmed as at least 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. This contract does not currently include subcontractors or pass through to other providers. See Attachment B for Contract Summary Form.

HCA requests that the Board authorize, pursuant to Contract Policy Manual Section 3.3-113, the County Procurement Officer or Deputized designee to exercise a contingency contract cost increase in an amount not to exceed 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 contingency provision would be exercised in the event there is an increase in the projected services needed for the clients being served. The use of this contingency contract cost increase is subject to approval requirements established by the County Procurement Officer.

HCA requests that the Board authorize the County Procurement Officer or Deputized designee to execute Contract with Cority Software, Inc. as referenced in the Recommended Actions.

FINANCIAL IMPACT:

Appropriations for this Contract are included in Budget Control 042 FY 2023-24 Budget and will be included in the budgeting process for future years.

Funding Source:

General Fund: 1%

State: 11%

Federal: 2%

Fees/Other: 86%

The funding percentages above include an aggregate of funding sources within multiple HCA programs and the cost application to county departments and agencies anticipated to utilize Employee Health services.

The Contract includes provisions allowing HCA to terminate the Contract, reduce the level of services, and/or renegotiate the levels of services provided, as necessary. This includes a notice that allows HCA adequate time to transition or terminate services to clients, if necessary.

STAFFING IMPACT:

N/A

ATTACHMENT(S):

Attachment A – Contract No. MA-042-24010451 with Cority Software, Inc.
Attachment B – Contract Summary Form