Subject:
Title
Ranking of firms and agreement with athenahealth, Inc. for Electronic Health Record for Low Income and Homeless Healthcare Programs - Human Services American Rescue Plan Act.
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Recommended Action:
Recommended Action
Approval of the ranking of firms and agreement with the number one ranked firm, athenahealth, Inc., for Electronic Health Record (EHR) for Low Income and Homeless Healthcare Programs - Human Services American Rescue Plan Act (ARPA), as needed by the Business Technology Services Department (BTS) and Human Services (HS).
• This contract will provide for a modern EHR to allow for proactive health service delivery, community care coordination, service planning, oversight, decision support, and effective communication and patient engagement.
• Eleven submittals were received, with BTS and HS recommending award to the top ranked firm athenahealth, Inc. for EHR for Low Income and Homeless Healthcare Programs.
• The contract has a term of ten years with a not-to-exceed value of $3,507,208.75. This includes $55,983.75 in contract capacity for unforeseen owner-directed project needs.
• Funding in the amount of $5,700,000.00 for the first year of this contract is included in the Fiscal Year (FY) 2024 Adopted Budget and in the FY25 Proposed Budget in the ARPA Fund. This $5.7M is a combination of three contracts, including this contract with athenahealth, Inc. Funding for future years will likely be requested in future budgets.
Contract No. 24-0330-RFP(AJM): not-to-exceed contract value of $3,507,208.75 for the duration of the ten-year contract; Authorize the Chairman to sign and the Clerk of the Circuit Court to attest.
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Strategic Plan:
Ensure Public Health, Safety and Welfare
2.1Provide planning, coordination, prevention, and protective services to create and enhance a safe, secure, and healthy community
2.2 Be a facilitator, convener, and purchaser of services for those in need.
Deliver First-Class Services to the Public and Our Customers
5.1 Maximize partner relationships and public outreach.
5.2 Be responsible stewards of the public’s resources.
5.3 Ensure effective and efficient delivery of county services and support
Summary:
Summary
This contract will provide for a modern EHR to allow for proactive health service delivery, community care coordination, service planning, oversight, decision support, and effective communication and patient engagement.
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Background Information:
These services were previously advertised in early 2023. A Rejection of proposals for contract 23-0840-P for requirements of Integrated Electronic Health Record and Social Service Case Management System - Human Services was approved by the County Administrator on November 14, 2023.
A Request for Proposal was re-released by Purchasing on January 26, 2024, with revised scope and requirements, separating some of the work into other contracts. Written evaluation commenced on March 22, 2024, followed by a demonstration of the top two shortlisted firms on April 5, 2024, of which only athenahealth accepted the invitation. The final evaluation and ranking was achieved on April 5, 2024, with final negotiation of the agreement concluding on August 20, 2024.
Fiscal Impact:
Estimated 10-year expenditure not-to-exceed: $3,507,208.75 for Athenahealth.
Funding in the amount of $5,700,000.00 for the first year of this contract is included in the FY24 Adopted Budget and in the FY25 Proposed Budget in the ARPA Fund. This $5.7M is a combination of three contracts including this contract with athenahealth, Inc. Funding for future years will likely be requested in future budgets.
Staff Member Responsible:
Karen Yatchum, Director, Human Services
Jeff Rohrs, Director, Business Technology Services
Merry Celeste, Purchasing Director, Administrative Services
Joe Lauro, Director, Administrative Service.
Partners:
N/A
Attachments:
Agreement
Final Ranking