HomeMy WebLinkAboutMINUTES - 03192013 - C.59RECOMMENDATION(S):
APPROVE and AUTHORIZE the Employment and Human Services Director, or designee, to execute a contract
amendment with Northwoods Consulting Partners, Inc., to increase the payment limit by $1,483,884. to a new
payment limit of $3,279,240, to provide additional training and services for the electronic capture, storage, and
retrieval of case files, for the period December 4, 2012 through June 30, 2014.
FISCAL IMPACT:
$3,279,239.88: 100% Administrative Overhead (10% County; 45% State; 45% Federal)
BACKGROUND:
EHSD entered into a contract with the Northwoods Consulting to implement a system where all paper files are
captured, stored and organized electronically. The intent is that, after document imaging is complete, the system
allows electronic management of case files and provides the capability to add, review, retrieve, and share the
information in an efficient manner. The system provides a means for organizing case files in a manner that makes
business sense and provides controls and limitations for access to the files throughout the organization.
APPROVE OTHER
RECOMMENDATION OF CNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE
Action of Board On: 03/19/2013 APPROVED AS RECOMMENDED OTHER
Clerks Notes:
VOTE OF SUPERVISORS
AYE:John Gioia, District I
Supervisor
Karen Mitchoff, District IV
Supervisor
Federal D. Glover, District V
Supervisor
ABSENT:Candace Andersen, District II
Supervisor
Mary N. Piepho, District III
Supervisor
Contact: Earl Maciel 3-1648
I hereby certify that this is a true and correct copy of an action taken and entered on the minutes of the
Board of Supervisors on the date shown.
ATTESTED: March 19, 2013
David Twa, County Administrator and Clerk of the Board of Supervisors
By: June McHuen, Deputy
cc:
C.59
To:Board of Supervisors
From:Kathy Gallagher, Employment & Human Services
Date:March 19, 2013
Contra
Costa
County
Subject:Amendment to Contract with Northwoods Consulting, Inc.
BACKGROUND: (CONT'D)
During the implementation of the system, it was discovered that the existing records management systems provider
underestimated the amount of data to be converted to the new system. Additionally, the training methodology to be
used was modified by expanding training for all end users and increasing the implementation support hours. This
amendment serves to increase the payment limit to provide for additional training of EHSD staff and pay for the
conversion of an additional 2.5 terabytes of data.
CONSEQUENCE OF NEGATIVE ACTION:
The Contractor will be unable to meet our storage needs.
CHILDREN'S IMPACT STATEMENT:
None