Consent-Health & Human Services # 21.
Board of Supervisors
- Meeting Date:
- 11/08/2022
- Brief Title
- Agreement with Northwoods Consulting Partners
From:
Nolan Sullivan, Director, Health and Human Services Agency
Staff Contact:
Tanya Provencher, Service Center Interim Branch Director, Health and Human Services Agency, x2707
Supervisorial District Impact:
Countywide
Subject
Approve agreement with Northwoods Consulting Partners, Inc. in the amount of $1,472,000 for the period of the Effective Date through June 30, 2028 for the provision of Lobby Management and Appointment Scheduling System. (No general fund impact) (Sullivan)
Recommended Action
Approve agreement with Northwoods Consulting Partners, Inc. in the amount of $1,472,000 for the period of the Effective Date through June 30, 2028, for the provision of Lobby Management and Appointment Scheduling System.
Strategic Plan Goal(s)
 |
Thriving Residents |
 |
Safe Communities |
Reason for Recommended Action/Background
On or about June 26, 2018 the County entered into an Agreement with Northwoods Consulting Partners to provide two systems which are foundational systems for the operation of our eligibility and employment programs. They facilitate the case file management for over 50,000 Yolo County Residents annually with the document imaging system. The lobby management and appointment management system facilitate all of our daily appointments. The Service Center roughly sees 70 clients an hour across 4 different buildings and this system manages that flow. The significant financial investments in this system and changing systems is really not a financially prudent option. The Federal government has directed the State of California to merge its three existing Statewide Automated Welfare Systems (SAWS); CalWIN, C-IV and Leader into one Statewide system by 2023. This system; CalACES will most likely contain some form of lobby management and document imaging functionality.
On or about June 25, 2019 the County amended the Agreement to add additional funding and services for the following:
On or about June 25, 2019 the County amended the Agreement to add additional funding and services for the following:
- Migrate Compass Servers, SQL Servers and test/development servers from Windows 2008 to Windows 2016; and
- Add up to 10 additional capture stations for document imaging and content management system.
At the core of the Service Center operations, lobby management and customer appointment scheduling services provide critical services to all eligibility and employment programs. This includes 290 COMPASS Appointment system user licenses, COMPASS appointments, Kiosks, lobby, and lobby queue system support.
The Affordable Care Act (ACA) has necessitated an increase in staff size, requiring additional licenses and accompanying maintenance costs. This contract will provide the Service Center with 315 COMPASS Pilot user licenses, scanning stations, Task and Task Queues, and system support for staff to perform various duties in support of ACA implementation and case maintenance.
The vendor has implemented a new operating system platform called Traverse. This Agreement will allow the continued services through the new platform through June 30, 2028.
Performance Measures are not associated with this Agreement.
The Affordable Care Act (ACA) has necessitated an increase in staff size, requiring additional licenses and accompanying maintenance costs. This contract will provide the Service Center with 315 COMPASS Pilot user licenses, scanning stations, Task and Task Queues, and system support for staff to perform various duties in support of ACA implementation and case maintenance.
The vendor has implemented a new operating system platform called Traverse. This Agreement will allow the continued services through the new platform through June 30, 2028.
Performance Measures are not associated with this Agreement.
Collaborations (including Board advisory groups and external partner agencies)
County Counsel has approved this Agreement as to form.
Competitive Bid Process/Vendor Performance
This Agreement is being sought through a Sole Source which has been approved by the Procurement Manager.
Fiscal Impact
Fiscal impact (see budgetary detail below)
Fiscal Impact (Expenditure)
- Total cost of recommended action:
- $ 437,000
- Amount budgeted for expenditure:
- $ 437,000
- Additional expenditure authority needed:
- $
- On-going commitment (annual cost):
- $ 207,000
Source of Funds for this Expenditure
- Federal Funding
- $437,000
Further explanation as needed:
No general funds are required by this action. These services will be funded by Federal Funding. The total amount of this action is $1,472,000 for the period of the Effective Date through June 30, 2028. The amount of $437,000 is included in the HHSA proposed budget for fiscal year 2022-23. The related funding will be included in the requested budget process for future fiscal years.
The following is the breakdown of funding for this agreement.
The following is the breakdown of funding for this agreement.
| HHSA Program | IHSS | PG | CWS | Total |
| FY 2022-23 Effective Date through June 30, 2023 |
$237,550 | $27,450 | $172,000 | $437,000 |
| FY 2023-24 July 1, 2023 through June 30, 2024 |
$47,000 | $15,000 | $145,000 | $207,000 |
| FY 2024-25 July 1, 2024 through June 30, 2025 |
$47,000 | $15,000 | $145,000 | $207,000 |
| FY 2025-26 July 1, 2025 through June 30, 2026 |
$47,000 | $15,000 | $145,000 | $207,000 |
| FY 2026-27 July 1, 2026 through June 30, 2027 |
$47,000 | $15,000 | $145,000 | $207,000 |
| FY 2027-28 July 1, 2027 through June 30, 2028 |
$47,000 | $15,000 | $145,000 | $207,000 |
| Total | $472,550 | $102,450 | $897,000 | $1,472,000 |
Attachments
Form Review
| Inbox | Reviewed By | Date |
|---|---|---|
| Financial Services | Tom Haynes | 10/26/2022 10:17 AM |
| County Counsel | Hope Welton | 10/26/2022 01:00 PM |
- Form Started By:
- Kimberly Mayfield
- Started On:
- 07/08/2022 03:18 PM
- Final Approval Date:
- 10/26/2022