Title
a. Approve and authorize the Direct of Health or designee to sign the Agreement for the provision of software license subscription, software maintenance/support in a vendor hosted data environment, and other related services between the County of Monterey and Decade Software Company, LLC effective May 1, 2015 through June 30, 2018 for an amount not to exceed $278,892.25; and
b. Authorize the Director of Health or designee to sign up to three (3) amendments to this agreement where the total amendments do not exceed 10% of the original contract amount, and do not significantly change the scope of work. (ADDED VIA ADDENDUM)
Report
RECOMMENDATION:
It is recommended that the Board of Supervisors:
a. Approve and authorize the Direct of Health or designee to sign the Agreement for the provision of software license subscription, software maintenance/support in a vendor hosted data environment, and other related services between the County of Monterey and Decade Software Company, LLC effective May 1, 2015 through June 30, 2018 for an amount not to exceed $278,892.25; and
b. Authorize the Director of Health or designee to sign up to three (3) amendments to this agreement where the total amendments do not exceed 10% of the original contract amount, and do not significantly change the scope of work.
SUMMARY:
The proposed recommendations renews the existing software licensing subscription, software maintenance/technical support, include professional services for support not covered under the software maintenance/technical support fees, and includes the cost for migrating from a County hosted environment to a vendor hosted environment. The approval of this recommended action will enable the Health Department, Environmental Health Bureau to continue to monitor, track, and bill for Environmental Health Bureau (EHB) services. In addition, the continued use of this software application will maintain community online access to restaurant inspection and violation data while ensuring recurring automated electronic data transfer of Environmental Health data occurs to meet the Stat of California requirements for the updated data required by the California Environmental Report System (CERS).
DISCUSSION:
The Health Department's Environmental Health Bureau has maintained a software licensing subscription; software maintenance/technical support Agreement approved by the Board, between the County of Monterey and Decade Software Company, LLC, since September 12, 2006. Through this Agreement, Decade Software Company, LLC has continuously provided EHB with a unified application for health permit and services billing, regulated facility data storage and reporting capabilities for County.
Given that EHB has identified EnvisionConnect, Press Agent, and CERS continue to be the products that best suit its needs for issuing permits and billing the businesses and public entities that Environmental Health regulates, for reporting required data regarding Environmental Health activities to various State agencies, and for managing its activity records database, it is EHB's recommendation for the Board to approve the execution of a new Agreement with Decade Software Company, LLC.
Furthermore, in addition to the ongoing licensing and maintenance/support services, the proposed Agreement includes hosting services for three services essential to the Environmental Health Bureau: the EnvisionConnect Database Management System to manage all of Environmental Health Bureau's regulatory programs; the Press Agent Website for publishing restaurant inspections and violations from EnvisionConnect Management System; and the CERS for electronic data transfer.
The continuance of the software licensing subscription, software maintenance/technical support will enable EHB to maintain effectiveness, efficiency, and accuracy in service and data management. The migration from a County hosted data environment to a vendor hosted data environment will enable vendor to support the application and implement upgrades as needed on a timely basis while enabling EHB staff to access the data real time while performing inspections and other services throughout Monterey County.
It is vital that the Environmental Health Bureau continues to receive these critical data management services. Failure to execute this Agreement could result in deterioration of services to the public and unacceptable risks to the public's health.
This work supports the Monterey County Health Department 2011-2015 strategic plan initiatives: 1) Empower the community to improve health through programs, policies, and activities; and 2) Enhance community health and safety by emphasizing prevention. It also supports one of the ten essential public health services, specifically: 2) Diagnose and investigate health problems and health hazards in the community and 6) Enforce laws and regulations that protect health and ensure safety.
OTHER AGENCY INVOLVEMENT:
County Counsel and Risk have reviewed and approve as to legal form and to the liability and indemnification provisions. Information Technology has reviewed and concurs with the recommendation.
FINANCING:
Funding for this Agreement is included in the Health Department Environmental Health FY 2014-15 Adopted Budget and FY 2015-16 Requested Budget (4000-HEA005-8117) and will have no financial impact on the General Fund.
Prepared by: Robin Kimball, Management Analyst I, x1297
Approved by: Ray Bullick, Director of Health, x4526
Attachment:
Agreement is on file with the Clerk of the Board