To: Sonoma County Board of Supervisors
Department or Agency Name(s): Human Services
Staff Name and Phone Number: Paul Dunaway 565-3673, Allegra Wilson 565-4563
Vote Requirement: 4/5th
Supervisorial District(s): Countywide
Title:
Title
Mediware/WellSky Contract Amendment #4
End
Recommended Action:
Recommended action
A) Authorize the Director of the Human Services Department to execute an amendment to the Mediware/WellSky Contract, increasing the total amount by $7,510 for a new total amount of $239,565. Mediware/WellSky provides case management software for Adult & Aging programs, and helps staff conduct tailored assessments to better determine client needs and resources. The increase will fund an additional software module and license, and managed professional services for implementation support.
B) Adopt a resolution authorizing budgetary adjustments to the Human Services Department’s FY 2019-2020 budget in the amount of $3,850 to reflect the increased appropriation for expenses paid to contractor Mediware/WellSky effective 01/14/2020. (4/5th Vote Required)
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Executive Summary:
The Human Services Department is requesting that the Board authorize the Director of Human Services Department to execute a contract amendment with Mediware/WellSky to increase the contract amount by $7,510 for a new contract total of $239,565. The increase will fund an additional software module, configuration and deployment of the new module, an additional license, and managed professional services for additional support in implementation.
Discussion:
The Adult and Aging Services Division of the Human Services Department (HSD) currently holds a contract with Mediware/WellSky to provide case management software for the Area Agency on Aging, Linkages, and Linkages Information & Assistance programs. Purchasing the Assessment Designer will allow the Adult & Aging Division to tailor assessments to better determine client needs and resources. The pro-rated total for the purchase comes to $7,510.00. The purchase consists of the module itself ($1,500 per year, plus an annual 5% increase), 1 Single-User License ($200 per year, plus an annual 5% increase), deployment services including implementation, configuration, and user training ($1,125 one-time), and up to ten hours of managed professional services for additional training and deployment needs (up to $1,875 one-time). These assessments will then be available within the current system and can be used by providers for all three of these programs. Without the new software module, assessments cannot be tailored for local needs and cannot be shared in the system with staff across the three programs within HSD. The annual fees have been pro-rated to begin on January 1, 2020 and end in alignment with the current contract on June 30, 2022 and include an annual increase of up to 5% per year. As SAMS and Harmony for APS are only available through Mediware, the current contract was procured as a sole-source contract dated July 1, 2017 through June 30, 2022.
Prior Board Actions:
June 11, 2018: The Board of Supervisors approved Mediware Contract Amendment #3 through 6/30/2022.
Fiscal Summary
Expenditures |
FY 19-20 Adopted |
FY20-21 Projected |
FY 21-22 Projected |
Budgeted Expenses |
31,991 |
$33,776 |
$33,866 |
Additional Appropriation Requested |
$3,850 |
|
|
Total Expenditures |
$35,841 |
$33,776 |
$33,866 |
Funding Sources |
FY 19-20 Adopted |
FY20-21 Projected |
FY 21-22 Projected |
General Fund/WA GF |
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|
State/Federal |
$35,841 |
$33,776 |
$33,866 |
Fees/Other |
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Use of Fund Balance |
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Contingencies |
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Total Sources |
$35,841 |
$33,776 |
$33,866 |
Narrative Explanation of Fiscal Impacts:
The requested contract amendment amounts to an additional $7,510, with $3,850 in additional appropriation requested for FY 19-20, and $1,785 and $1,875 requested in FY 20-21 and FY 21-22, respectively. The additional appropriation is from realignment fund balance. The expense appropriation will be posted to subsection 24030150 (Adult and Aging Administration) and account code 52143 (computer software licensing).
Staffing Impacts: |
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Position Title (Payroll Classification) |
Monthly Salary Range (A-I Step) |
Additions (Number) |
Deletions (Number) |
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Narrative Explanation of Staffing Impacts (If Required):
N/A
Attachments:
- Budget Resolution
- Mediware/WellSky Contract Amendment #4
Related Items “On File” with the Clerk of the Board:
None