Title
a. Approve and authorize the Director or Assistant Director of the Department of Social Services to sign a Renewal and Amendment No. 1 to Agreement A-15739 with Evident Change adding $56,729 for a new contract total of $157,418 for access to the SafeMeasures reporting service for the Child Welfare Case Management System, retroactive to April 30, 2024 and extending the term by twelve (12) months, for a term of May 1, 2022 through April 30, 2025 including nonstandard indemnification and warranty provisions and other modifications to the County’s Standard Agreement terms; and
b. Authorize the Director or Assistant Director of the Department of Social Services to sign up to three (3) future amendments to this non-standard agreement where the total amendments do not exceed 10% ($15,741) of the amended contract amount, do not significantly change the scope of work, and do not exceed the maximum aggregate amount of $173,159.
Report
RECOMMENDATION:
It is recommended that the Board of Supervisors:
a. Approve and authorize the Director or Assistant Director of the Department of Social Services to sign a Renewal and Amendment No. 1 to Agreement A-15739 with Evident Change adding $56,729 for a new contract total of $157,418 for access to the SafeMeasures reporting service for the Child Welfare Case Management System, retroactive to April 30, 2024 and extending the term by twelve (12) months, for a term of May 1, 2022 through April 30, 2025 including nonstandard indemnification and warranty provisions and other modifications to the County’s Standard Agreement terms; and
b. Authorize the Director or Assistant Director of the Department of Social Services to sign up to three (3) future amendments to this non-standard agreement where the total amendments do not exceed 10% ($15,741) of the amended contract amount, do not significantly change the scope of work, and do not exceed the maximum aggregate amount of $173,159.
SUMMARY/DISCUSSION:
This Agreement allows the Department of Social Services (DSS) to continue use of SafeMeasures, an internet-based subscription reporting service which uses analytics to help Social Service agencies achieve better outcomes, improve service, and operate efficiently.
SafeMeasures has been effective at allowing DSS to monitor service delivery activity by navigating a set of reports which allow staff to estimate current workload demand, plan more effective service interventions, and monitor certain performance indicators established by State and Federal regulatory requirements. In addition, it includes case-level quality control displays that DSS employs to improve compliance with state and federal performance audits.
The Department recommends approval and renewal of the existing non-standard agreement, including existing mutual indemnification provisions and nonstandard warranty.
OTHER AGENCY INVOLVEMENT:
The Office of County Counsel has reviewed and approved the Agreements as to form, as has the Auditor-Controller’s Office as to financial provisions.
FINANCING:
Funding for this Agreement is provided by Federal and State revenue and realignment funds. Sufficient appropriations and estimate revenues for Social Services Fund 001-5010-SOC005 are included in the FY 2023-24 Adopted Budget and has been incorporated into FY 2024-25 Recommended Budget. Future year funding will be incorporated into the corresponding budget process.
BOARD OF SUPERVISORS STRATEGIC INITIATIVES:
This agreement correlates to the Administration and Health and Human Services Strategic Initiatives adopted by the Board of Supervisors by allowing the Department to plan more effective service interventions and improve services to customers while maintaining appropriate staffing levels and compliance with State and Federal regulatory requirements.
Make a check to the related Board of Supervisors Strategic Initiatives
__Economic Development
X Administration
X Health and Human Services
__Infrastructure
__Public Safety
Prepared by: Juan Plascencia, Department Information Systems Manager, x7036
Approved by: Lori A. Medina, Director, x4430
Attachments: Original Agreement
Renewal and Amendment No. 1
Proposed Contract Addendum is on file with the Clerk of the Board as an attachment to this Board Report.