Title
a. Approve and authorize the Director of Health or Assistant Director of Health to execute a two-year Standard Agreement with Fivebase, LLC for the provision of Avatar database technical and application consulting, and professional training services, for a maximum County obligation of $199,500 for the retroactive term of July 1, 2023, through June 30, 2025; and
b. Approve and authorize the Director of Health or Assistant Director of Health to execute up to three (3) future amendments that do not exceed ten percent (10%) ($19,950) of the original Agreement, do not significantly change the scope of services, and do not increase the total not to exceed maximum amount over $219,450.
Report
RECOMMENDATION:
It is recommended that the Board of Supervisors:
a. Approve and authorize the Director of Health or Assistant Director of Health to execute a two-year Standard Agreement with Fivebase, LLC for the provision of Avatar database technical and application consulting, and professional training services, for a maximum County obligation of $199,500 for the retroactive term of July 1, 2023, through June 30, 2025; and
b. Approve and authorize the Director of Health or Assistant Director of Health to execute up to three (3) future amendments that do not exceed ten percent (10%) ($19,950) of the original Agreement, do not significantly change the scope of services, and do not increase the total not to exceed maximum amount over $219,450.
SUMMARY/DISCUSSION
Founded in 2009, Fivebase, LLC (formerly Virtulink, LLC) provides IT Consulting, Design, Integration, Configuration, and Support for small, medium, and large for-profit and non-profit organizations and Governmental entities.
Monterey County Behavioral Health utilizes Avatar as the electronic health record system for the provision of behavioral healthcare services. Avatar is a Netsmart hosted solution and is not a standalone system but requires customization relative to the ancillary services and interfaces that exist in the vendor hosted solution.
Fivebase, LLC provides technical consulting and support services relative to the proprietary Health Department application/s as needed, without retaining any intellectual property rights, and otherwise can do all things necessary for or incidental to the performance of work. Fivebase, LLC will also provide documentation and technical specifications for County reference and use, as well as strategic and tactical consulting regarding County Behavioral Health use of Avatar and other Netsmart products. Fivebase will also conduct Business and Workflow Analysis, Application Configuration Auditing, and Training.
The County recently concluded Agreement A-15382 with Fivebase, LLC which expired on June 30, 2023. This new Agreement with Fivebase, LLC continues the main provisions of that Agreement through June 30, 2025, providing both technical consulting and other professional services.
This new Agreement is retroactive to July 1, 2023 and is late in being presented to your board because the under Board limit contract was intended to have been executed by Contracts & Purchasing no later than 6-30-23, however the vendor did not sign the approved draft until 6-29-23. The Agreement was subsequently routed and approved by multiple County departments up until July 7 when County Counsel flagged the discrepancy and noted the need for Board approval of the now retroactive term agreement.
This Agreement contains the County’s standard 30-day “no cause” provision (Section IV, B) and an additional defunding provision (Section IV, D), which provides the County the ability to amend or terminate the Agreement in the event of a reduction and/or termination of funding.
This work supports the following Monterey County Health Department 2018-2022 strategic plan goal: 3) Ensure access to culturally and linguistically appropriate, customer-friendly, quality health services. It also supports one of the ten essential public health services, specifically: 7) Link people to needed personal health services and assure the provisions of health care when otherwise unavailable.
OTHER AGENCY INVOLVEMENT:
The Office of the County Counsel and Auditor-Controller have reviewed and approved this Agreement as to form and fiscal provisions, respectively.
FINANCING:
This Agreement is funded by Realignment revenues. The funds for this Agreement ($199,500) are included in the Health Department’s Behavioral Health (HEA012, Unit 8410) Fiscal Year 2023-24 Adopted Budget and Fiscal Year 2024-25 Requested Budget.
BOARD OF SUPERVISORS STRATEGIC INITIATIVES:
Check the related Board of Supervisors Strategic Initiatives:
☐Economic Development:
• Through collaboration, strengthen economic development to ensure a diversified and healthy economy.
☐Administration:
• Promote an organization that practices efficient and effective resource management and is recognized for responsiveness, strong customer orientation, accountability, and transparency.
☒Health & Human Services:
• Improve health and quality of life through County supported policies, programs, and services; promoting access to equitable opportunities for healthy choices and healthy environments in collaboration with communities.
☐Infrastructure:
• Plan and develop a sustainable, physical infrastructure that improves the quality of life for County residents and supports economic development results.
☐Public Safety:
• Create a safe environment for people to achieve their potential, leading businesses, and communities to thrive and grow by reducing violent crimes as well as crimes in general.
Prepared By: Norm Morris, Management Analyst II, 796-1277
Approved by:
______________________________Date:_________
Elsa Mendoza Jimenez, Director of Health, 755-4526
Attachment:
Agreement