To: Board of Supervisors
From: DHHS: Public Health
SUBJECT:
title
Technical Assistance and Software License Agreements with the Regents of the University of California for the Automated Vital Statistics System (AVSS) for Birth Certificates
end
RECOMMENDATION(S):
Recommendation
That the Board of Supervisors approve and authorize the Chair to sign three (3) originals of the technical assistance agreement between the Regents of the University of California (UC Regents) and Department of Health and Human Services (DHHS) - Public Health for AVSS for the period of July 1, 2018 through June 30, 2019; approve and authorize the Chair to sign three (3) originals of the software license agreement between the UC Regents and DHHS-Public Health for AVSS for the period of July 1, 2018 through June 30, 2019; grant a waiver of the Nuclear Free Ordinance for both agreements; and direct the Clerk of the Board to return three (3) signed originals of each agreement, and one (1) copy of the Board Motion to the DHHS-Contract Unit for forwarding to DHHS-Public Health for execution by the UC Regents.
Body
SOURCE OF FUNDING:
Public Health Fund
DISCUSSION:
The California Department of Public Health, designated in statute as the State Registrar, pursuant to Division 102 of the Health and Safety Code, is charged with the duties of registering, maintaining, indexing and issuing certified copies of all California birth, death, fetal death and marriage records. DHHS-Public Health's Vital Statistics program acts as the administrator for registering local home births and producing certified birth certificates for children ages 0-2 born in local hospitals. CDPH has utilized AVSS as their birth record registration database since 1981. Local hospitals enter birth information into AVSS when a child is born, and DHHS-Public Health enters home birth information into AVSS. Parents are directed to come to Public Health to obtain a certified copy of the birth certificate. The system is maintained by the UC Regents.
Prior to these agreements, both technical assistance and software licensing were provided through an invoice. The UC Regents began requiring agreements for these services in 2014. The contract system of the UC Regents does not allow these agreements to be combined into one, despite the low dollar value.
As part of the UC system that has administrative responsibility for a facility involved in nuclear research, the UC Regents are unable to include the Nuclear Free Humboldt Ordinance in any contract. Therefore, Public Health is requesting that the Board approve a waiver to exclude the language from both agreements.
The agreements also do not contain the county's standard jurisdiction and venue language as the UC Regents were not agreeable to any modifications to their agreements. The language within the agreements does not specify a county of venue, but does not preclude the venue from being Humboldt County.
FINANCIAL IMPACT:
Approval of the AVSS technical assistance agreement and software license agreement will allow Public Health to continue to provide the service of issuing birth certificates. These agreements will be in effect for one fiscal year (FY) beginning July 1, 2018. The total cost of both agreements before your Board today is $1,525, $625 for the technical services agreement, and $900 for the software license agreement.
The cost for both agreements was anticipated and included in the proposed FY 2018-19 county budget in Fund 1175, budget unit 400 - Public Health Administration. Approval of these agreements will not impact the General Fund.
The agreements with the UC Regents support your Board's Strategic Framework by protecting vulnerable populations and creating opportunities for improved safety and health.
OTHER AGENCY INVOLVEMENT:
None
ALTERNATIVES TO STAFF RECOMMENDATIONS:
Your Board could choose not to approve and execute the technical assistance agreement and software license agreement with the UC Regents. However this is not recommended as Public Health would no longer be able to provide the service of issuing birth certificates.
ATTACHMENTS:
1. Technical Assistance Agreements with the UC Regents
2. Software License Agreements with the UC Regents
PREVIOUS ACTION/REFERRAL:
Board Order No.: C-21, D-11, C-28, C-24
Meeting of: 6/27/17, 6/21/16, 6/23/15, 6/21/14