Title
a. Ratify and authorize the Contracts/Purchasing Officer to sign the AVSS/NET Software Agreement with the Regents of the University of California in the amount of $1,575 for the period of January 1, 2014 to June 30, 2015, for use of the Automated Vital Statistics System;
b. Ratify and authorize the Contracts/Purchasing Officer to sign the AVSS Technical Assistance Agreement with the Regents of the University of California in the amount of $3,500 for the period of January 1, 2014 to June 30, 2015, for the provision of technical consultation;
c. Accept and approve the non-standard language and risk provisions for both the AVSS/NET Software Agreement and the AVSS Technical Assistance Agreement; and
d. Authorize the Contracts/Purchasing Officer to sign up to three future AVSS/NET Software Agreements and up to three future AVSS Technical Assistance Agreements with the Regents of the University of California that are both in substantially the same form as that which has been presented to the Board, and do not increase the annual amount by more than 10%.
Report
RECOMMENDATION:
It is recommended that the Board of Supervisors:
a. Ratify and authorize the Contracts/Purchasing Officer to sign the AVSS/NET Software Agreement with the Regents of the University of California in the amount of $1,575 for the period of January 1, 2014 to June 30, 2015, for use of the Automated Vital Statistics System;
b. Ratify and authorize the Contracts/Purchasing Officer to sign the AVSS Technical Assistance Agreement with the Regents of the University of California in the amount of $3,500 for the period of January 1, 2014 to June 30, 2015, for the provision of technical consultation;
c. Accept and approve the non-standard language and risk provisions for both the AVSS/NET Software Agreement and the AVSS Technical Assistance Agreement; and
d. Authorize the Contracts/Purchasing Officer to sign up to three future AVSS/NET Software Agreements and up to three future AVSS Technical Assistance Agreements with the Regents of the University of California that are both in substantially the same form as that which has been presented to the Board, and do not increase the annual amount by more than 10%.
SUMMARY/DISCUSSION:
The Automated Vital Statistics System ("AVSS") was created by the University of California, Santa Barbara, to automate birth certificates and other public health records. California hospitals, local registration districts and the California Department of Public Health use this computer-based system to produce birth certificates and register the paper documents. AVSS enables hospitals and public health agencies to establish and maintain electronic databases containing all birth certificates that have been registered in California, and has been used in Monterey County since 1986. These databases provide an important tool for monitoring public health trends and are an important source for reporting California vital records to the National Center for Health Statistics. AVSS has considerably improved the timeliness and accuracy of the information collected on the birth certificate by automating production at the hospital of birth.
The Monterey County Health Department was one of the first counties to use AVSS in California, and was instrumental in helping to implement and sustain the program within the county's four hospitals: Natividad Medical Center, Salinas Valley Memorial Healthcare System, Community Hospital of the Monterey Peninsula and George L. Mee Memorial.
OTHER AGENCY INVOLVEMENT:
County Counsel, Risk Management and the Auditor-Controller have reviewed the Agreements as to legal form, liability provisions, and fiscal provisions respectively. Risk Management recommended seeking Board of Supervisors approval due to non-standard language. AVSS Software Agreements is on file with the Clerk of the Board. AVSS Technical Assistance Agreement is on file with the Clerk of the Board.
FINANCING:
The AVSS Software and Technical Assistance Agreements are fully paid for by fees collected for birth certificates.
Prepared by: Kathy Robinson, MAII, 1286
Approved by: Ray Bullick, Director of Health, 4526
Attachments:
AVSS Software Agreements is on file with the Clerk of the Board
AVSS Technical Assistance Agreement is on file with the Clerk of the Board