Title
a. Approve and authorize the Director of Health Services or designee to execute an Agreement between the County of Monterey and The Data Center, LLC for the provision of printing and distribution services for a total Agreement amount not to exceed $15,000 for the term September 1, 2024 through June 30, 2027; and
b. Approve and authorize the Director of Health Services or designee to execute up to one (1) future amendment that does not exceed 10% of the initial amount specified in the Agreement, and does not significantly change the scope of services, for a total in the aggregate not to exceed $16,500; and
c. Approve the non-standard insurance and indemnification provisions in the Agreement as recommended by the Director of Health Services.
Report
RECOMMENDATION:
It is recommended that the Board of Supervisors of the County of Monterey:
a. Approve and authorize the Director of Health Services or designee to execute an Agreement between the County of Monterey and The Data Center, LLC for the provision of printing and distribution services for a total Agreement amount not to exceed $15,000 for the term September 1, 2024 through June 30, 2027; and
b. Approve and authorize the Director of Health Services or designee to execute up to one (1) future amendment that does not exceed 10% of the initial amount specified in the Agreement, and does not significantly change the scope of services, for a total in the aggregate not to exceed $16,500; and
c. Approve the non-standard insurance and indemnification provisions in the Agreement as recommended by the Director of Health Services.
SUMMARY/DISCUSSION:
The Data Center, LLC was established in 1993 and has been providing printing and mailing services for over 30 years. The Health Department’s Environmental Bureau has a similar contract with The Data Center, LLC since April of 2013, providing Health Insurance Portability and Accountability Act (HIPAA) compliant mailing and distribution services. Approval of the Agreement with The Data Center, LLC will enable the Health Department, Behavioral Health Bureau to adhere to the Department of Health Care Services’ requirement of distributing printed beneficiary booklets to beneficiaries. The Data Center, LLC will print and mail HIPAA compliant behavioral health notices, letters, documents, etc. to County of Monterey Behavioral Health Bureau clients within 7-10 business days of receiving client contact information from the Behavioral Health Bureau.
The Director of Health Services recommends approval of non-standard insurance liability coverage of $1,000,000 (unique patients of less than 12,001) for claims arising from a breach of obligations by The Data Center, LLC as the County’s Business Associate.
This work supports one of the County of Monterey Health Department’s 2018-2024 Stategic Plan Goals: 3) Ensure access to culturally and linguistically aproprite, customer-friendly, quality health services. It also supports one of the ten essential public health services, specifically develop policy and plans that support individual and community health efforts.
OTHER AGENCY INVOLVEMENT:
The Office of the County Counsel and Auditor-Controller reviewed and approved as to legal form and financial provisions, respectively.
FINANCING:
This Agreement is funded with Realignment funds. The funds for this Agreement are included in the Health Department Behavioral Health Bureau (HEA012, Unit 8410) Fiscal Year (FY) 2024-25 Adopted Budget. The funds for FY 2025-26 and FY 2025-26 will be included in the Health Department Behavioral Health Bureau (HEA012, Unit 8410) Requested Budgets.
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: Jennifer O. Uribe, Management Analyst II, 755-4311
Approved by:
______________________Date_________________________
Elsa Mendoza Jimenez, Director of Health Services, 755-4526
Attachments:
Board Report
Agreement
Exhibit A