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Agenda Item
ASR
Control 12-001622 |
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MEETING DATE: |
01/15/13 |
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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): |
Richard Sanchez (714) 433-6471 |
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Subject:
Master Agreement for
Environmental Health Database System
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ceo Concur |
County
Counsel Review |
Clerk of the Board |
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Concur |
Approved Agreement to Form |
Consent Calendar |
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3 Votes Board Majority |
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Budgeted: Yes |
Current Year Cost:
$173,334 |
Annual Cost:
FY 2013-14: $275,601 |
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Staffing Impact: No |
# of Positions:
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Sole Source:
Yes |
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Current Fiscal Year Revenue: N/A |
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Funding Source: Fees/Other:
100% |
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Prior Board Action: 6/26/12
# 10 |
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RECOMMENDED ACTION(S):
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1. |
Authorize the County Purchasing Agent or authorized Deputy to execute Master Agreement MA-042-13010653 with Decade Software Company, LLC for software licensing, maintenance and support services in support of the Health Care Agency's Environmental Health Division, commencing on February 1, 2013 through January 31, 2014 in an amount not to exceed $334,101 and renewable for two years, per Board policy. |
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2. |
Authorize the County Purchasing Agent or authorized Deputy to renew the Master Agreement MA-042-13010653 for a second year February 1, 2014 through January 31, 2015 with Decade Software Company, LLC for software licensing, maintenance and support services under the same terms, conditions, pricing and scope of work in an amount not to exceed $275,601. |
SUMMARY:
The Health Care Agency requests approval of the Master Agreement MA-042-13010653 with Decade Software Company, LLC, for the provision of the Environmental Health electronic database system, including software licensing, maintenance and support services.
BACKGROUND INFORMATION:
On June 13, 2000, your Honorable Board authorized the Health Care Agency (HCA) to issue a Sole Source Price Agreement to Decade Software Company, LLC (Decade) after a feasibility study revealed that Decade produced the only practicable commercial system on the market that could provide the type of integrated system required for both the program and invoicing components of Environmental Health. In 2009, HCA entered into an additional contract with Decade, adding a proprietary enhancement feature to the system which allowed the public to view inspection information on the internet.
HCA Environmental Health's electronic data system operates by means of a proprietary software system owned and licensed exclusively through Decade. In accordance with County procurement policy, the sole source justification was reviewed and approved by the County Procurement Office. Other systems and implementation costs have been examined and are outlined in the attached Sole Source Justification document.
Since implementation, the development of this proprietary software has been modified to meet the unique legally mandated technological requirements and growing consumer/client needs for an interactive information exchange system. Examples of State legal requirements include the Certified Unified Program Agency consolidated billing component that was custom built into the extensive accounting module within the system. Also mandated, an internet based portal links our system to fire agencies, cities and businesses, providing a mechanism to exchange vital information related to hazardous materials and allows for chemical data to be available for emergency responders. An example of customized development to enhance client/public usage includes the recent contract addition to allow fee payments to be made online, a project that is underway and is being conducted in coordination with IT, Auditor/Controller and an outside financial vendor. A popular enhancement to the system was the addition of a public notification module, which allows the public to view inspection information online, without having to make a public records request. Decade remains the only vendor that can continue to provide Environmental Health with satisfactory software data management system without adversely affecting operations and substantially increasing regulated business's fees.
This Master Agreement contains indemnification provisions that vary from the County standard of sole indemnification. CEO/Risk Management has approved the indemnification provisions and determined the risk to be acceptable for these services.
The Master Agreement contains language which permits reduction or termination without penalty if approved funding or appropriations are not forth coming.
The Health Care Agency requests that your Board authorize the County Purchasing Agent or authorized Deputy to execute Master Agreement MA-042-13010653 with Decade as referenced in the Recommended Actions.
FINANCIAL IMPACT:
This Master Agreement is included in the Health Care Agency's FY 2012-13 Current Budget and will be included in the budgeting process for FY 2013-14 and FY 2014-15.
STAFFING IMPACT:
N/A
EXHIBIT(S):
1. Sole Source Justification Form
ATTACHMENT(S):
A. Master Agreement MA-042-13010653 with Decade Software
Company, LLC