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Agenda Item
ASR
Control 23-000920 |
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MEETING
DATE: |
12/03/24 |
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legal entity taking action: |
Board
of Supervisors |
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board of supervisors district(s): |
2 |
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SUBMITTING Agency/Department: |
Health
Care Agency (Approved) |
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Department contact person(s): |
Jennifer
Sarin (714) 834-4099 |
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Veronica
Kelley (714) 834-7024 |
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Subject: Approval of Contract for Vital
Records Management 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: $237,156 |
Annual Cost: FY 2025-26 $83,380 |
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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: N/A |
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RECOMMENDED
ACTION(S):
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1. |
Approve the
Contract with Tyler Technologies, Inc. for Vital Records Management System,
effective January 3, 2025, through January 2, 2028, in an amount not to
exceed $403,916, renewable for one additional two-year period. |
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2. |
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 increase is subject to approval requirements
established by the County Procurement Officer. |
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3. |
Authorize the
County Procurement Officer or Deputized designee to execute the Contract with
Tyler Technologies, Inc. referenced in the Recommended Action above. |
SUMMARY:
Approval of the contract with Tyler
Technologies, Inc. will provide the Health Care Agency with an electronic vital
records management system for the public to order certified birth and death
records online and to improve operational efficiencies by reducing manual paper
and data entry processing.
BACKGROUND
INFORMATION:
The Health Care Agency's (HCA)
Office of Vital Records (OVR) is required by California Health and Safety Code
Sections 102275 through 102395 to register and preserve all birth and death
certificates. OVR is located in Santa Ana and is the local registrar for all births
and deaths that occur in Orange County, CA. This function falls under the
purview of HCA’s County Health Officer.
On an annual basis, OVR registers approximately 30,000 births and 23,000
deaths in addition to issuing 214,000 certificates and/or burial permits to the
public. The current process includes a manual paper application process for the
public and separate electronic systems that staff use for order processing and
document indexing. The Orange County Preference Policy is not applicable to this
contract award.
Request
for Proposal
On January 16, 2024, HCA released a
Request for Proposal (RFP) on the County’s online bidding system to solicit
proposals from qualified respondents to provide a software platform that
features a public electronic application system and an integrated system for
records indexing that assists with digitally storing and organizing documents,
order processing and fulfillment tracking, and document retrieval to enhance
operational efficiencies. There were five responses received by the due date of
February 22, 2024.
Proposal
Evaluation Process
A standard evaluation panel of five members,
one non-County and four County individuals, were recruited to evaluate the
proposals. Evaluation panel members independently rated the proposals using the
following criteria and possible maximum points:
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Evaluation
Criteria |
Maximum
Points |
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Minimum Submission Requirements Review |
Pass/Fail |
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Experience and Qualification |
20 |
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Ability to Meet Technology Requirements |
10 |
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Ability to Meet Functional Requirements |
30 |
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Proposed System and Support Structure |
20 |
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Cost Proposal |
10 |
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Oral Presentation and Interview |
10 |
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Total
Maximum Points: |
100 points |
The evaluation panel recommended award of
contract to the Tyler Technologies, Inc. No protests were received from the
other RFP respondents. See Attachment C
for RFP scoring.
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Respondent |
City/State |
Average
Score |
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Tyler Technologies, Inc. |
Moraine, OH |
94.8 |
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Granicus |
Saint Paul, MN |
83.2 |
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StackNexus, Inc. |
Sacramento, CA |
61.2 |
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Global Solutions Group |
Oak Park, MI |
58.8 |
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Netsmart Technologies |
Overland Park, KS |
55.6 |
HCA staff have conducted due diligence on
Tyler Technologies, Inc. and reference checks were satisfactory and completed
with El Dorado County, California (CA); Riverside County, CA; and Wake County,
North Carolina.
HCA has verified there are no concerns
that must be addressed regarding Contractor’s ownership/name, litigation
status, or conflicts with County interests.
Scope
of Services
The scope of service includes project
management and implementation of the software system, setup and configurations,
user licenses, training, support, and maintenance for this software solution.
The software system can be configured to meet the needs of OVR if modifications
are identified during the assessment phase. The Contractor will transition
OVR’s data from their current stand-alone indexing system to the Contractor’s
software system and will implement end-user training to go-live. The
Contractor’s information technology service levels are outlined in the Contract
to ensure the availability of the application services from the software
system.
Performance
Outcomes
Once implemented, the new system
will streamline the manual processes, reduce paper applications, and eliminate
duplicate data entry into separate electronic systems for both order processing
and document indexing. Proposed outcome objectives include tracking of the
number of death and birth documents registered, number of the public served,
the service turnaround time, and number of people who used the online or kiosk
application. Contractor performance will be evaluated on an ongoing basis.
This Contract contains non-standard
terms and conditions. CEO/Risk Management has reviewed the indemnification
provisions and determined them to be acceptable for these services. The
completed and approved Risk Assessment Form is attached as Attachment E.
HCA Information Technology has
conducted a cyber security review of Tyler Technologies, Inc. with satisfactory
results. Orange County Information Technology is in concurrence with this
Contract.
The Contract does not include
subcontractors or pass through to other providers. See Attachment B for
Contract Summary Form.
HCA requests that the Board approve the
selection of the top-ranked proposer and contract with Tyler Technologies, Inc.
as referenced in the Recommended Actions.
FINANCIAL
IMPACT:
Appropriations for this Contract
are included in the Budget Control 042 FY 2024-25 Budget and will be included
in the budgeting process for future years.
STAFFING
IMPACT:
N/A
ATTACHMENT(S):
Attachment
A – Contract MA-042-25010023 for Vital Records Management System with Tyler
Technologies, Inc.
Attachment B – Contract Summary Form
Attachment C – RFP Scoring
Attachment D – California Health and Safety Code Sections 102275 through 102395
Attachment E – Risk Assessment Form