REPORT/RECOMMENDATION TO THE BOARD OF SUPERVISORS
OF THE COUNTY OF SAN BERNARDINO
AND RECORD OF ACTION
May 18, 2021
FROM
VERONICA KELLEY, Director, Department of Behavioral Health
SUBJECT
Title
Amendment to the Contract with InfoMC, Inc. for Management Information System Services
End
RECOMMENDATION(S)
Recommendation
Approve Amendment No. 1, effective July 1, 2021, to Contract No. 21-78 with InfoMC, Inc. for software licensing, maintenance, and support fees for the Incedo management information system workstation, exercising the first and second option to extend the contract two years, and increasing the total contract amount by $235,872, from $183,488 to $419,360, for the total contract period of July 1, 2020 through June 30, 2023.
(Presenter: Veronica Kelley, Director, 388-0801)
Body
COUNTY AND CHIEF EXECUTIVE OFFICER GOALS & OBJECTIVES
Operate in a Fiscally-Responsible and Business-Like Manner.
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 increase of $235,872 for management information system services is funded by a combination of Medi-Cal, Mental Health Services Act, and 1991 Realignment. Adequate appropriation and revenue will be included in the Department of Behavioral Health’s (DBH) 2021-22 recommended budget and future recommended budgets.
BACKGROUND INFORMATION
InfoMC, Inc. (InfoMC) provides management information services and has supported DBH’s Fee-for-Service/Managed Care Information System (Incedo) for over 20 years. The system is utilized for the billing and tracking of mental health services provided through the State’s fee-for-service provider network. The extension of this contract is necessary to ensure DBH’s continued compliance with state and federal requirements to receive the optimal level of cost reimbursement for services provided to eligible San Bernardino County residents. DBH is implementing a new Integrated Electronic Health Record and Billing System, which will replace this contract. Until the new integrated system is fully operational, the components of this system are essential to the delivery and tracking of services. DBH is recommending extending the contract with InfoMC for continued software licensing, maintenance, and support through June 30, 2023.
DBH is responsible for providing mental health and substance use disorder services to San Bernardino County residents who are experiencing major mental illness or substance use disorders. An integral part of the service delivery system and to remain in compliance with reporting requirements for participation in Medi-Cal services consists of being able to track client services. DBH uses InfoMC’s Incedo system to authorize, monitor and reimburse managed care mental health services delivered to County beneficiaries throughout the State’s fee-for-service provider network.
PROCUREMENT
The County participates in a Statewide User Group with other member counties. The Statewide User Group was responsible for identifying and implementing state mandated reporting guidelines for Management Information Services (MIS). DBH solicited for a MIS that would accommodate managed care reporting and billing requirements. InfoMC’s Incedo software was and continues to be the only managed care software that can interface, with minimal enhancement and maintenance, with DBH’s State compliant Medicaid Billing System.
On May 23, 2000 (Item No. 24), due to the required functionality provided by this proprietary software, the Board of Supervisors (Board) approved Contract No. 00-310 with InfoMC, in the amount of $300,000, for the period of September 1, 1999 through August 31, 2002, to provide management information system services. Since that time, the Board has approved 19 amendments increasing InfoMC’s total contract amount by $1,941,518 to $2,241,518, and extending the contract through June 30, 2020. On January 26, 2021 (Item No. 20), the Board approved Contract No. 21-78 in the amount of $183,488, for the period of July 1, 2020 through June 30, 2021, with four one-year extension options contingent upon funding and contractor performance. Purchasing concurred with the non-competitive justification of this contract.
DBH will continue to monitor contractor performance on a regular basis to ensure performance and compliance standards and requirements are met.
REVIEW BY OTHERS
This item has been reviewed by Behavioral Health Contracts (Ellayna Hoatson, Contracts Supervisor, 388-0858) on April 14, 2021; County Counsel (Bonnie Uphold, Deputy County Counsel, 387-5455) on April 20, 2021; Information Services Department (Larry Ainsworth, Chief Information Officer, 388-0567) on April 20, 2021; Purchasing (Bruce Cole, Supervising Buyer, 387-2148) on April 21, 2021; Finance (Christopher Lange, Administrative Analyst, 386-8393) on April 28, 2021; and County Finance and Administration (Tanya Bratton, Deputy Executive Officer, 388-0332) on April 28, 2021.