To: Board of Supervisors
From: DHHS: Public Health
Agenda Section: Consent
SUBJECT:
title
First Amendment to the Application Service Provider Agreement with Persimmony International, Inc. for Electronic Case Management and Time Management Solution
end
RECOMMENDATION(S):
Recommendation
That the Board of Supervisors:
1. Approve, and authorize the Chair of the Board to execute, the attached first amendment to the Service Provider Agreement between Persimmony International, Inc. and Department of Health and Human Services (DHHS) - Public Health for Electronic Case Management (ECM) and Time Management Solution; and
2. Direct the Clerk of the Board to return the signed documents to DHHS - Contract Unit for further processing.
Body
SOURCE OF FUNDING:
Public Health Funds
DISCUSSION:
On March 8, 2016 (Item C-7) your Board approved an Application Service Provider Agreement between Persimmony International, Inc. and Public Health for use of software for electronic case management and the required perpetual time survey. Persimmony is specifically designed for case management of Targeted Case Management (TCM), Medical Administrative Activities (MAA), and Nurse Family Partnership (NFP). The software was designed around county reporting requirements for TCM, MAA, and NFP.
The original term of the agreement was 3 years from the date of execution, March 8, 2016, with the option to renew for additional 1 year terms for a maximum of 2 years. The agreement was renewed on March 8, 2019.
This first amendment will add addendums to both Exhibit A- Scope of Services and Exhibit B- Schedule of Rates for the remainder of the term of the agreement to reflect the completion of forms development and customization of the ECM software to properly support the home visiting nursing programs and the TCM software. This includes increasing the number of licenses, incorporating additional fees for the direct data connection between the ECM software and the Nurse Family Partnership National Service Office database to eliminate a need for double data entry by Public Health Nurses and to reflect an increase in user license fees for the MAA module and a decrease in Persimmony technical support fees.
The Exhibit B addendum allows for an increase in the cost per user license in the MAA module from $75/user to $84/user. The cost of user license fees in the ECM will remain at $2,704/user. In addition, the first amendment will increase the number of allowed licensed users from a maximum of 40 users in the ECM and 40 users in the MAA modules to 55 users for each module.
The cost of Persimmony technical support for the ECM module will decrease from $7,000.00 per fiscal year to $1000.00 for ongoing maintenance and support to maintain the current system.
The first amendment also incorporates a new project to link the software to the Executime timecard software being used by the County of Humboldt to create an automatic check between Persimmony generated time studies and time cards submitted through Executime. The additional cost for this special project is $6,825.00 for fiscal year (FY) 2019-20.
Approval of the first amendment before your Board will amend the original Application Service Provider Agreement to reflect these changes.
FINANCIAL IMPACT:
This first amendment to the Application Service Provider Agreement with Persimmony International Inc. will increase the total amount of the agreement by $376,946.00 for Fiscal Year 2019-20 through FY 2020-21. The amount for the remainder of FY 2018-19 is $41,006.00. This amount was anticipated and included in the FY 2018-19 county budget in Fund 1175, budget unit 416- Public Health Field Nursing. The agreement amounts of $170,850.00 for FY 2019-20 and $165,090.00 for FY 2020-21 will be included in the annual county budget process. There is no impact to the General Fund.
STRATEGIC FRAMEWORK:
This action supports your Board’s Strategic Framework by protecting vulnerable populations creating opportunities for improved safety and health
OTHER AGENCY INVOLVEMENT:
N/A
ALTERNATIVES TO STAFF RECOMMENDATIONS:
The Board may choose to not approve and sign the first amendment. However, this is not recommended as it would not allow DHHS -Public Health to continue to utilize the software to meet requirements of the program.
ATTACHMENTS:
1. First Amendment to the Application Service Provider Agreement with Persimmony International, Inc.
2. Application Service Provider Agreement with Persimmony International, Inc.
PREVIOUS ACTION/REFERRAL:
Board Order No.: C-7
Meeting of: 03/08/16
File No.: 19-466