Title
a. Approve and authorize the Director of Health Services or designee to sign Renewal and Amendment No. 2 to an Agreement with the Hospital Association of Southern California (“HASC”) for $178,413 for an emergency services resource management software services subscription that enhances emergency preparedness for the period from September 21, 2020 to September 30, 2027; and
b. Accept the risk provisions (indemnification, insurance, and limitations of liability) as recommended by the Director of Health Services; and
c. Authorize the Director of Health Services or designee to sign up to three (3) future amendments to the Agreement where the amendments do not exceed 10% ($17,841) of the Agreement amount and do not significantly alter the scope of services, for a not to exceed amount of $196,254.
Report
RECOMMENDATION:
It is recommended that the County of Monterey Board of Supervisors:
a. Approve and authorize the Director of Health Services or designee to sign Renewal and Amendment No. 2 to an Agreement with the Hospital Association of Southern California (“HASC”) for $178,413 for an emergency services resource management software services subscription that enhances emergency preparedness for the period from September 21, 2020 to September 30, 2027; and
b. Accept the risk provisions (indemnification, insurance, and limitations of liability) as recommended by the Director of Health Services; and
c. Authorize the Director of Health Services or designee to sign up to three (3) future amendments to the Agreement where the amendments do not exceed 10% ($17,841) of the Agreement amount and do not significantly alter the scope of services, for a not to exceed amount of $196,254.
SUMMARY DISCUSSION:
The County of Monterey executed a non-standard agreement with the Hospital Association of Southern California (“HASC”) (Contractor) on September 21, 2020, for the term of September 21, 2020, through September 30, 2022, for an amount not to exceed $43,330 to provide ongoing access to the web-based application used for data collection and communication between the emergency medical system and healthcare stakeholders. The primary purpose of this system is to allow health care entities to provide notification of their ability to receive and care for patients as well as their need to transfer patients during emergencies and disasters. Amendment No. 1 to the Agreement was executed on January 13, 2023, to amend the deliverables, extend the Agreement term for two (2) additional years through September 30, 2024, and to increase the Agreement’s amount by $54,009 for a not to exceed amount of $93,739.
The Health Department has a continued need for services under the Agreement beyond the expiration date of September 30, 2024. Although the Health Department drafted an amendment prior to the Agreement’s expiration date, negotiations with the Contractor on additional terms needed to reach agreement prolonged the process and resulted in expiration of the Agreement.
The Health Department is recommending approval of Renewal and Amendment No. 2 to allow for the continuation of services, extending the Agreement term for three (3) additional years through September 30, 2027, and increasing the Agreement by $84,674 for a total amount not to exceed $196,254.
This work supports the County of Monterey Health Department 2018-2024 Strategic Plan Goals: 1. Empower the community to improve health; and 2. Enhance community health and safety through prevention. It also supports two of the ten essential public health services, specifically: 3. Communicate effectively to inform and educate people about health, factors that influence it, and how to improve it; and 4. Strengthen, support, and mobilize communities and partnerships to improve health.
OTHER AGENCY INVOLVEMENT:
County Counsel has reviewed and approved this Agreement as to legal form. Auditor-Controller has reviewed and approved this Agreement as to fiscal provisions.
FINANCING:
The requested contract is funded 100% by Public Health Emergency Preparedness (PHEP) program grant funds. There are sufficient appropriations in Health Department’s Public Health (001-4000-8124 HEA003) FY 2024-2025 Adopted 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: Patricia Velarde, Management Analyst II, 796-1377
Approved by: Elsa Mendoza Jimenez, Director of Health Services, 755-4526
Attachments:
Board Report
Renewal and Amendment No. 2
Amendment No. 1
Agreement