HomeMy WebLinkAboutMINUTES - 05212013 - C.53RECOMMENDATION(S):
APPROVE and AUTHORIZE the Employment and Human Services Director, or designee, to execute contract
amendments with Northwoods Consulting Partners, Inc., to increase the payment limit by $785,334 to a new payment
limit of $4,064,573.88, to provide additional software seat licenses, professional services, and software support for
the electronic capture, storage, and retrieval of case files, for the period December 4, 2012 through June 30, 2014.
FISCAL IMPACT:
The cost to the County is $78,533 from a total cost of $785,334 based on a funding ratio of 45% Federal, 45% State,
and 10% County for the contract amendment.
BACKGROUND:
The Employment and Human Services Department entered into a contract with Northwoods Consulting, Inc. 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
APPROVE OTHER
RECOMMENDATION OF CNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE
Action of Board On: 05/21/2013 APPROVED AS RECOMMENDED OTHER
Clerks Notes:
VOTE OF SUPERVISORS
AYE:John Gioia, District I Supervisor
Candace Andersen, District II
Supervisor
Mary N. Piepho, District III
Supervisor
Karen Mitchoff, District IV
Supervisor
Federal D. Glover, District V
Supervisor
Contact: Michael Roetzer,
313-1582
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: May 21, 2013
David Twa, County Administrator and Clerk of the Board of Supervisors
By: June McHuen, Deputy
cc:
C. 53
To:Board of Supervisors
From:Kathy Gallagher, Employment & Human Services Director
Date:May 21, 2013
Contra
Costa
County
Subject:Northwoods Consulting Partners, Inc., Additional Licenses to Access and Use Newly Implemented Scanning System
BACKGROUND: (CONT'D)
manner that makes business sense and provides controls and limitations for access to the files throughout the
organization. During the implementation of the system, it was discovered that additional seat licenses are needed
immediately for business continuity, project completion, mitigation of effort and costs incurred as a result of having
to support two systems (legacy Ricoh system and new Northwoods system), and sets of business processes
concurrently. The additional seat licenses will allow additional department staff to access and use the new system to
manage documents stored on-line, and data from the legacy system can be converted to the new system.
The Department’s current project to implement a new business model to enhance customer service and achieve
efficiencies is dependent upon the progress and implementation of the Northwoods document management system.
The Software and Services Agreement will be amended to increase the payment amount and the related Software
License Agreement will be amended to increase the number of seats licensed for certain software programs.
CONSEQUENCE OF NEGATIVE ACTION:
Without the purchase and provision of the licenses for staff to access the scanning system, implementation of the
on-line scanning system to support the collection and on-line document review to determine eligibility for benefits
issuance would be delayed.
CHILDREN'S IMPACT STATEMENT:
Not applicable.