DATE: March 28, 2023
TO: Board of Supervisors
SUBMITTED BY: David Luchini, RN, PHN, Director, Department of Public Health
SUBJECT: Amendment to Agreement with Care Coordination Systems, LLC
RECOMMENDED ACTION(S):
TITLE
Approve and authorize the Chairman to execute First Amendment to Agreement with Care Coordination Systems, LLC to accommodate additional users within the integrated data sharing platform for the Department’s community health worker programs, effective upon execution with no change to the term of May 17, 2022 through May 16, 2027 and increasing the maximum compensation by $323,500 for a total of $1,169,250.
REPORT
There is no additional Net County Cost associated with the recommended action. The recommended action will allow for Care Coordination Systems, LLC (CCS) to provide 60 additional user licenses and trainings to County staff and subcontractors for use of the CCS integrated data sharing system, as well as provide additional coordination services to create custom data mapping and collection forms as recommended by the Department’s Epidemiology, Surveillance, and Data Management (ESDM) Division. The recommended action will also increase CCS’s total compensation for the term by $323,500 to pay for the additional user licenses, trainings, and services. CCS is currently utilized by the Department’s Advancing Health Literacy and Health Disparities programs. As these programs expand, additional user licenses and trainings are required to track, monitor, and evaluate services provided through community health worker (CHW) programs across the County. The recommended action is fully funded with existing grant funds. This item is countywide.
ALTERNATIVE ACTION(S):
Should your Board not approve the recommended action, the County will be unable to access additional user licenses and trainings from CCS. Without additional licenses, the number of County staff and subcontracted partners utilizing the integrated data sharing system for CHW activities throughout the County will be significantly reduced, resulting in less tracked interventions provided to community members. Not approving the recommended action would also prohibit CCS from providing custom data collection forms, which will result in exclusion of important metrics when screening community members for factors affecting their health, ultimately limiting the County’s ability to track gaps in services and reducing program intervention and impact.
FISCAL IMPACT:
There is no increase in Net County Cost associated with the recommended action. The maximum compensation of the agreement with CCS will increase by $323,500 to $1,169,250 for the contract term. The recommended action is fully funded by federal grant revenues including The Centers for Disease Control and Prevention’s Initiative to Address COVID-19 Related Health Disparities (Health Disparities) and Epidemiology and Laboratory Capacity COVID-19 (ELC) funds. Sufficient appropriations and estimated revenues are included in the Department of Public Health’s Org 5620 FY 2022-23 Adopted Budget and will be included in subsequent budget requests.
DISCUSSION:
On May 17, 2022, your Board approved agreement No. 22-214 which allowed the County to contract with CCS to provide an integrated data sharing platform, user licenses, and trainings to County staff as well as subcontracted partners. Since the agreement’s execution, CCS has acted as a referral source and data sharing platform for multiple County programs currently implementing CHW network activities. CCS has been foundational in the success of current Department CHW programs through streamlining data entry and referrals across partnerships.
The Department plans to build upon program success and expand to areas of the County currently not served by CHW interventions. With expansion comes the need for additional licenses as the network grows at a rate faster than previously anticipated. Seven additional vendors, each serving unique and previously untargeted areas of the County, have been identified through a competitive bid procurement process to supplement ongoing CHW activities. The related agreements will be brought to your Board for approval at a later date.
CCS is an integral component as the Department transitions to an outcomes-based payment model, where invoices can be generated based on deliverables achieved, in future CHW work. Approval of the recommended action will allow the County to provide new user training and increase the total number of users in the CCS platform to account for the growing CHW network. Approval will also allow CCS to collaborate with the Department’s ESDM team to customize data collection and design custom reports to track the unique needs of County residents, a module not included in the current agreement. The recommended action will also increase the total compensation of agreement No. 22-214 to pay for additional users, trainings, and services.
REFERENCE MATERIAL:
BAI #53, May 17, 2022
ATTACHMENTS INCLUDED AND/OR ON FILE:
On file with Clerk - First Amendment to Agreement with Care Coordination Systems
CAO ANALYST:
Ron Alexander