Agenda

Return

C. 56

To:	Board of Supervisors
From:	Anna Roth, Health Services Director
Date:	January 10, 2023

Contra

Costa

County

Subject:

Contract #23-597-4 with Bitfocus, Inc.

APPROVE	OTHER
RECOMMENDATION OF CNTY ADMINISTRATOR	RECOMMENDATION OF BOARD COMMITTEE

Action of Board On: 01/10/2023

APPROVED AS RECOMMENDED

OTHER

Clerks Notes:

VOTE OF SUPERVISORS

AYE:

John Gioia, District I Supervisor
Candace Andersen, District II Supervisor
Diane Burgis, District III Supervisor
Ken Carlson, District IV Supervisor
Federal D. Glover, District V Supervisor

Contact:	Patrick Wilson, 925-335-8777
cc:	F Carroll M Wilhelm

I hereby certify that this is a true and correct copy of an action taken and entered on the minutes of the Board of Supervisors on the date shown.
ATTESTED: January 10, 2023
Monica Nino, County Administrator

BY:	, Deputy

RECOMMENDATION(S):

APPROVE and AUTHORIZE the Health Services Director, or designee, to execute on behalf of the County Contract #23-597-4 with Bitfocus, Inc., a Nevada corporation, in an amount not to exceed $285,942, to provide software licensing, hosting, and support of the contractor’s Homeless Management Information System (HMIS) application for the Health Services Department’s Information Systems Unit for the period from October 18, 2022 through October 17, 2025.

RECOMMENDATION(S): (CONT'D)

margin-left:9.35pt;margin-bottom:.0001pt">

FISCAL IMPACT:

This contract will result in contractual service expenditures of up to $285,942 over a 3-year period and will be funded 100% by Hospital Enterprise Fund I revenues. (No increase)

BACKGROUND:

This agreement meets the social needs of the County’s population by providing a streamlined case management, outreach, and coordination entry system accessible by Contra Costa Health Services Behavioral Health, Housing, and Homeless Services unit. Ad-hoc reporting and data analysis features help the County provide a solid foundation for whole-person care services and evidence-based decision-making for its homeless population. In October 2016, the County and contractor entered into a Software and Services Agreement for the implementation of the contractor’s hosted Clarity Human HMIS application for the provision of software licensing, hosting, and support.

On March 31, 2020, the Board of Supervisors approved Contract #23-597-2, with Bitfocus, Inc., in an amount not to exceed $276,036 for the provision of software licensing, hosting, and support, to the Health Services Department’s Information Systems Unit, for the period from October 18, 2019, through October 17, 2022.

On April 12, 2022, the Board of Supervisors approved Contract Amendment #23-597-3 with BitFocus, Inc., effective April 12, 2022, to increase the payment limit by $30,000 to a new payment limit of $306,036 for additional licensing, hosting, and support of Contractor’s HMIS application, with no change in the original term of October 18, 2019, through October 17, 2022.

The Department is requesting a retroactive renewal term caused by vendor delays during the negotiation stages of finalizing the agreement. Approval of Software and Services Agreement #23-597-4 will allow the contractor to continue to provide services related to software licensing, hosting and support of its HMIS application through October 17, 2025.

CONSEQUENCE OF NEGATIVE ACTION:

If this agreement is not approved, the Health Services Information Systems Unit will not receive the software support and maintenance services needed for the HMIS application. This system directly impacts the County's most vulnerable population.