Title
a. Approve and authorize the Director of the Department of Social Services, or his designee, to sign an agreement with RTZ Associates for $36,585.60 for a license to use the CA-GetCare System for data collection and reporting compliant with the California Aging Reporting System for the period July 1, 2014 through June 30, 2016; and
b. Accept absence of standard contract provisions regarding intellectual property indemnification/protection based on the recommendation of the Director of Social Services; and
c. Authorize the Director of the Department of Social Services, or his designee, to sign up to three (3) amendments to the agreement, where the total amendments do not exceed 10% of the original contract amount, and do not significantly change the scope of work.
Report
RECOMMENDATION:
It is recommended that the Board of Supervisors:
a. Approve and authorize the Director of the Department of Social Services, or his designee, to sign an agreement with RTZ Associates for $36,585.60 for a license to use the CA-GetCare System for data collection and reporting compliant with the California Aging Reporting System for the period July 1, 2014 through June 30, 2016; and
b. Accept absence of standard contract provisions regarding intellectual property indemnification/protection based on the recommendation of the Director of Social Services; and
c. Authorize the Director of the Department of Social Services, or his designee, to sign up to three (3) amendments to the agreement, where the total amendments do not exceed 10% of the original contract amount, and do not significantly change the scope of work.
SUMMARY/DISCUSSION:
The agreement with RTZ provides the mechanism for the Monterey County Area Agency on Aging to meet state and federal reporting requirements. The Older Americans Act requires reporting of statistical data reflecting the number of service units provided, number of registered clients or estimates/clients reached, expenditures, network profiles and developmental accomplishments. To achieve this requirement the California Department of Aging requires the Monterey County Area Agency on Aging (AAA) use the California Aging Reporting system (CARS).
The agreement with RTZ Associates provides software licenses for the AAA and our sub-contractors so that all reporting is done electronically, online in the CA-GetCare System. The Area Agency on Aging (AAA) has used the CA-GetCare System since 2010 and it does not have adequate intellectual property indemnification. The Department is recommending Board approval to renew this agreement for continued compliance with federal and state reporting requirements. The agreement was delayed coming to the Board due to extended negotiations with the contractor
OTHER AGENCY INVOLVEMENT:
The Auditor-Controller and Purchasing have reviewed and approved this agreement. County Counsel has not approved the agreement due to lack of adequate indemnity and warranty protection to the County concerning intellectual property violation protection.
FINANCING:
This agreement is funded by Older Americans Act funds. Sufficient appropriations and estimated revenues in SOC010 are included in the FY 2014-15 Adopted Budget. Approval of this action has no impact on the County General Fund.
Prepared by: Kathleen Murray-Phillips, MA III, x3530
Approved by: Elliott Robinson, Director, x4434
Attachment: RTZ Associates agreement 2014/16
Proposed contract is filed with the Clerk of the Board as an attachment to this Board Report