REPORT/RECOMMENDATION TO THE BOARD OF SUPERVISORS
OF SAN BERNARDINO COUNTY
AND RECORD OF ACTION
August 6, 2024
FROM
GEORGINA YOSHIOKA, Director, Department of Behavioral Health
SUBJECT
Title
Amendment to Contract with SAS Institute, Inc. for Data Warehouse, Mining Software, Maintenance and Support Services
End
RECOMMENDATION(S)
Recommendation
Approve Amendment No. 1 to Contract No. 20-1173, with SAS Institute, Inc., for the provision of data warehouse, mining software, and maintenance and support services, updating contract language, with no change to the total contract amount of $2,242,930, or the contract period of November 3, 2019, through November 2, 2024.
(Presenter: Georgina Yoshioka, Director, 252-5142)
Body
COUNTY AND CHIEF EXECUTIVE OFFICER GOALS & OBJECTIVES
Provide for the Safety, Health and Social Service Needs of County Residents.
FINANCIAL IMPACT
This item does not impact Discretionary General Funding (Net County Cost). The recommended amendment with SAS Institute, Inc. (SAS) for data warehouse (DW), mining software, and maintenance and support services included in the total contract amount of $2,242,930, will be funded by Mental Health Services Act (MHSA) funds. Adequate appropriation and revenue have been included in the Department of Behavioral Health’s (DBH) 2024-25 budget.
BACKGROUND INFORMATION
DBH is responsible for providing mental health and substance use disorder (SUD) services to county residents experiencing severe mental illness and/or SUD. SAS DW services provide the necessary infrastructure, technology training, and reporting tools needed for DBH to analyze and improve client access, ensure quality of care, enhance treatment options, and develop revenue maximizing measures in the delivery of mental health services. DBH requires specific and sustained maintenance, support and consultation from SAS to ensure the continued and efficient functioning of the Department’s Data Warehouse Outcomes Solution that is based on proprietary software from SAS.
A DW receives, stores, and organizes large quantities of data from different sources, ensures data integrity, and compiles and generates an index or metadata to enable faster retrieval of data, so Business Intelligence (BI) may be efficiently deployed. BI is a method of applying tools to data stored in the DW to achieve a desired outcome in support of strategic business decisions. Functions of BI include, but are not limited to, reporting, analytics, dashboards, and data mining. SAS has provided DW services since 2010. The SAS DW provides accurate and reliable reporting which complies with federal, state, and local agency requirements.
Data from the SAS DW supports a growing variety of dashboard reports (i.e., tracking of hospitalization data and staff activity reports), as well as data needed for analyses, tracking and reporting on services provided to foster children, forensics, integrated care, and other priority program clients. The SAS DW contributes information to MHSA outcomes - combining Full-Service Partnership data, transactional data, data from client-based instruments - and provides meaningful client and clinic-level reports that can be used in DBH client treatment planning.
The robust reporting and statistical tools provided by DW are relied on to provide mandated state reporting and contributes to the coordination of client care by facilitating the processing of data from managed care partners, Children's and Family Services, Probation Department, and Arrowhead Regional Medical Center, particularly for Enhanced Care Management under California Advancing and Innovating Medi-Cal. The outcomes analytics developed through the DW are used for programs like Recovery Based Engagement Support and Treatment, Treatment Engagement Support Teams, and Innovative Remote Onsite Assistance Delivery which have brought the County recognition as a leader in behavioral health analytics.
Due to changes in SAS’ underlying license agreements with its third-party vendors, SAS is no longer able to continue to offer the original DataPack software, which has been discontinued. SAS offers Data Management DataPack United States Address Verification software (Data Management DataPack), which meets the needs of DBH. With the new software, SAS has changed the billing metric from the number of Authorized Units to the number of DataPack Installs. The discontinued SAS DataPack software, and the new SAS Data Management DataPack software both verify United States addresses in the information being submitted into the DW.
Approval of this amendment will update contract language, revising the Iran Contracting Act, adding Executive Order N-6-22 - Russia Sanctions and Campaign Contribution Disclosure, authorizing the use of SAS Data Management DataPack software, updating SAS standard terms, and changing the pricing metric as noted above.
On December 8, 2020 (Item No. 18), as the result of a non-competitive justification citing use of proprietary software, the Board of Supervisors approved Contract No. 20-1173 with SAS for the provision of DW, in the total amount of $2,242,930, for the period of November 3, 2019, through November 2, 2024. The Purchasing Department continues to concur with the non-competitive justification of the DW with SAS as they provide specialized equipment and proprietary software.
PROCUREMENT
Not applicable.
REVIEW BY OTHERS
This item has been reviewed by Behavioral Health (Ellayna Hoatson, Contract Supervisor, 388-0858) on July 9, 2024; County Counsel (Bonnie Uphold, Supervising Deputy County Counsel, 387-5455) on July 16, 2024; Innovation and Technology Department (Lynn Fyhrlund, Chief Information Officer, 388-5501) on July 19, 2024; Purchasing (Jessica Barajas, Supervising Buyer, 387-2065) on July 16, 2024; Finance (Paul Garcia, Administrative Analyst, 386-8392) on July 22, 2024; and County Finance and Administration (Cheryl Adams, Deputy Executive Officer, 388-0238) on July 22, 2024.