DATE: December 13, 2016
TO: Board of Supervisors
SUBMITTED BY: Dawan Utecht, Department of Behavioral Health
Robert W. Bash, Internal Services Department/Chief Information Officer
SUBJECT: Retroactive Agreement with Bitwise Industries, Inc. dba Shift3 Technologies
RECOMMENDED ACTION(S):
TITLE
1. Make a finding that it is in the best interest of the County to waive the competitive bidding process consistent with Administrative Policy No. 34 for unusual or extraordinary circumstances for development and implementation of the Multi-Agency Access Program Dashboard and Client Relationship Management Application.
2. Approve and authorize the Chairman to execute a retroactive Agreement with Bitwise Industries, Inc. dba Shift3 Technologies, effective December 1, 2016 through June 30, 2017, with an option for four additional one-year extensions ($515,500).
3. Adopt Budget Resolution increasing the FY 2016-17 appropriations in the Capital Facilities Org 1055 in the amount of $359,500 (4/5 vote).
4. Adopt Budget Resolution increasing the FY 2016-17 appropriations and estimated revenues for Department of Behavioral Health Org 5630 in the amount of $359,500 (4/5 vote).
REPORT
Approval of the recommended actions will allow the Department of Behavioral Health (DBH) with assistance from the Internal Services Department (ISD) - Information Technology Services Division (IT Services Division) to develop and implement an electronic integrated information system to manage clients, services and providers at Multi-Agency Access Program (MAP) Points in the County. The recommended agreement will allow DBH to secure ongoing support and maintenance services while having the flexibility to seek alternative sources for these services as information technology advances. The recommended budget resolutions will allow Mental Health Services Act (MHSA) funding to be used to develop and implement the system, with no increase in Net County Cost.
ALTERNATIVE ACTION(S):
There are no viable options. Non-approval would leave the County without a complete electronic information system to support the services at contracted MAP Points, which are intended to increase timely access to mental health care and other supportive services for underserved County residents.
SUSPENSION OF COMPETITION/SOLE SOURCE CONTRACT:
DBH recommends your Board waive the competitive bidding process consistent with Administrative Policy No. 34 as Shift3 Technologies (Shift3) has agreed to provide enhanced functionalities to the existing web-based MAP Survey Application developed under Procurement Agreement No. 16-475-I. The agreement will include a service provider dashboard, client relationship management (CRM) and ongoing support and maintenance. It is important that DBH contract with Shift3 to provide appropriate support and maintenance to the MAP Survey Application and continue its investment in the full buildout of an electronic information system to be used at MAP Points. Under consultation with ISD and ISD-Purchasing, DBH took advantage of the solicitation process completed in October 2014 by the Fresno County Superior Court in awarding their contract to Shift3 for the development of a similar product. County Purchasing concurs with DBH’s request to waive the competitive bidding process.
RETROACTIVE AGREEMENT:
The recommended Agreement is retroactive to December 1, 2016, due to lengthy contract term negotiations, which were finalized on November 18, 2016.
FISCAL IMPACT:
There is no increase in Net County Cost associated with the recommended actions. The cost of the recommended Agreement is fully funded by MHSA Capital Facilities and Technology Needs funds with a maximum cost of $515,500; $323,500 for development, implementation, and maintenance services in FY 2016-17 and $48,000 for support and maintenance services for each remaining fiscal year of the agreement term. ISD will require internal hosting costs of $82,000 in FY 2016-17, which includes server, database maintenance and storage fees, and will be funded with MHSA ($36,000) and Mental Health Realignment ($46,000) funds. Sufficient appropriations and estimated revenues are available in the Behavioral Health Org 5630 FY 2016-17 adopted budget to cover the latter portion of ISD internal hosting costs. Approval of the third recommended action will increase the FY 2016-17 appropriations in the Capital Facilities Org 1055 in the amount of $359,500, using MHSA funds, to fund an Operating Transfer Out to the Behavioral Health Org 5630. Approval of the fourth recommended action will increase the FY 2016-17 appropriations and estimated revenues as an Operating Transfer In from the Capital Facilities Org 1055, in the Behavioral Health Org 5630 in the amount of $359,500 to fund costs associated with the Map Points. Ongoing costs will be included as part of future fiscal years requested budgets for the duration of the term.
DISCUSSION:
In October 2014, the Fresno County Superior Court entered into an agreement with Shift3 Technologies to develop a customized electronic dashboard to bridge information systems and facilitate interagency coordination and communication. When DBH began to consider the expansion of the existing MAP Point located at the Poverello House (MAP Point at POV) services to reach more eligible clients, the ISD- IT Services Division and ISD - Purchasing Division were consulted. ISD - IT Services and Purchasing Divisions reviewed and confirmed that the information system and technology, given some customization, would meet the County’s specifications and needs.
The electronic information system at MAP Points will allow the County, and its contracted MAP Point operators, to move toward data sharing and data-driven decision making in directing clients to appropriate service providers within the County. Therefore, DBH, on behalf of the County, entered into Procurement Agreement No. 16-475-I with Shift3 to design and build the Survey component of the MAP Application. The build enabled DBH to develop the universal community screening tool, or intake survey, on an accessible electronic platform to be used out in the field by individual MAP Point navigators.
A separate agenda item will be presented to your Board for recommended approval of a Master Agreement for operation of MAP Point services, where providers are expected to utilize the full MapPoint Application in the delivery of integrated screening, linkage and case management services to unserved and underserved populations. Additional features include continuing support and maintenance for the Survey Application, “Break the Glass” features to share information with local law enforcement, reporting and evaluation functions.
The total cost of software development and implementation for the proposed products is $275,500 and is estimated to be completed within six months. Shift3 will work with the County to refine the scope of work after contract approval in order to meet the evolving needs of the MAP Point project and operators. The total cost of ongoing support and maintenance will not exceed $48,000 for each additional one-year term extension. Support and maintenance in the first year will be prorated upon completion of the 90-day warranty period after delivery of the products.
The recommended Agreement will be effective retroactive to December 1, 2016 through June 30, 2017, with four (4) additional one-year extensions. This deviates from the County’s standard contract term as it will allow DBH to secure ongoing support and maintenance services while having the flexibility to seek alternative sources for these services as information technology advances. It also includes a 90-day time limit for County to claim damages as requested by Shift3, which aligns with the 90-day warranty period. The recommended Agreement may be terminated by either party with a 30-day advance written notice. Termination may also occur should sufficient funds not be allocated.
REFERENCE MATERIAL:
Procurement Agreement No. 16-475-I, July 1, 2016 through November 30, 2016
OTHER REVIEWING AGENCIES:
The Behavioral Health Board was made aware of the recommended agreement during the September 20, 2016 meeting.
ATTACHMENTS INCLUDED AND/OR ON FILE:
Suspension of Competition Acquisition Request
On file with Clerk - Agreement with Bitwise Industries, Inc. dba Shift3 Technologies
On file with Clerk - Budget Resolution (Org 1055)
On file with Clerk - Budget Resolution (Org 5630)
CAO ANALYST:
Sonia De La Rosa