HomeMy WebLinkAboutMINUTES - 11052013 - C.45RECOMMENDATION(S):
APPROVE and AUTHORIZE the Employment and Human Services Director, or designee, to execute support
contract amendments with Northwoods Consulting Partners, Inc., to increase the payment limit by $499,086 to a new
payment limit of $4,563,660, to provide additional training and services for the electronic capture, storage, and
retrieval of case files, and additional software support for the period December 4, 2012 through June 30, 2014.
FISCAL IMPACT:
$4,563,660: 100% Administrative Overhead (10% County; 45% State; 45% Federal)
BACKGROUND:
EHSD entered into a software and a services 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
APPROVE OTHER
RECOMMENDATION OF CNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE
Action of Board On: 11/05/2013 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: 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: November 5, 2013
David Twa, County Administrator and Clerk of the Board of Supervisors
By: Chris Heck, Deputy
cc:
C. 45
To:Board of Supervisors
From:Kathy Gallagher, Employment & Human Services Director
Date:November 5, 2013
Contra
Costa
County
Subject:Amendment to Contract with Northwoods Consulting, Inc.
BACKGROUND: (CONT'D)
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. EHSD also entered into a software license agreement
and a software support agreement with Northwoods.
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
Support Agreement will be amended to increase the payment amount for an increased number of supported seat
licenses for certain software programs on an as needed basis throughout the contract period. This amendment will
increase the payment limit by $499,086. The minimum amount EHSD is obligated to expend is $188,850 for the
additional licenses. The remainder of the funds, $310,236, will be utilized only if there are available funds, confirmed
business needs, and executive-level approval to pay for additional software seat licenses under the Software License
Agreement, and additional support under the Software Support Agreement. The intent is to have the current language
support invoicing and payment on an as-needed basis for licenses and support, as compared to paying for the entire
amendment amount upfront.
CONSEQUENCE OF NEGATIVE ACTION:
Without the purchase and provision of the licenses and support 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