REPORT/RECOMMENDATION TO THE BOARD OF SUPERVISORS
OF SAN BERNARDINO COUNTY
AND RECORD OF ACTION
October 8, 2024
FROM
SHARON NEVINS, Director, Department of Aging and Adult Services
SUBJECT
Title
Contract with URM Technologies, Inc. for Digitizing In-Home Supportive Services Case Files
End
RECOMMENDATION(S)
Recommendation
Approve Contract with URM Technologies, Inc., including non-standard terms, to digitize In-Home Supportive Services Case Files for a total contract amount, not to exceed $1,100,000, for the contract period of October 8, 2024, through October 7, 2025.
(Presenter: Sharon Nevins, Director, 891-3917)
Body
COUNTY AND CHIEF EXECUTIVE OFFICER GOALS & OBJECTIVES
Improve County Government Operations.
Ensure Development of a Well-Planned, Balanced, and Sustainable County.
FINANCIAL IMPACT
Approval of this item will not result in the use of Discretionary General Funding (Net County Cost). The funding sources are 50 % Federal ($550,000) and 50 % State ($550,000). Adequate appropriation and revenue have been included in the Human Services Administrative Claim 2024-25 budget and will be included in future recommended budgets.
BACKGROUND INFORMATION
The Department of Aging and Adult Services (DAAS) has been working toward becoming paperless since 2021. To work towards achieving the goal of paperless files, DAAS must ensure compliance with the protection of personal information and data of all In-Home Supportive Services (IHSS) recipients, including securing the confidentiality of any data related to the IHSS program, in accordance with State and Federal guidelines. Pursuant to All County Letter 20-02, DAAS was required to inform the California Department of Social Services (CDSS) of the implementation of new systems, applications, and/or ancillary tools that would interface directly with data from the Case Management, Information and Payrolling System II (CMIPS II). CDSS review process consisted of an examination of how the CMIPS II data is going to be used, in any new systems or ancillary tools, and ensure that there are no potential risks of data breaches of privacy or security. Following an informal procurement for digitizing services, DAAS decided to contract with URM Technologies, Inc. (URM) to digitize all IHSS case files (Contract). DAAS requested and received approval from CDSS, on October 19, 2021, to implement a scanning system to digitally image IHSS case files.
URM’s standard commercial Contract includes terms that differ from the standard County contract, and omits certain County standard contract terms. DAAS was able to negotiate and add most of the standard contract language. However, the following non-standard term remains:
The Contract does not require URM to meet the County’s insurance standards as required pursuant to County Policies, 11-05, 11-07 and 11-07SP.
• County Policy requires contractors to carry appropriate insurance at limits and under conditions determined by the County’s Risk Management Department, and as set forth in County Policy and in the County standard contract, including having appropriate cyber and sexual molestation insurance.
• Potential Impact: The County has no assurance that Instructure will be financially responsible for claims that may arise under the contract.
DAAS recommends approval of the Contract, including non-standard terms, in order to work toward the goal of paperless files in the most expedient manner as they have expertise and understanding of DAAS’s internal SharePoint Environment and system. The Risk Management Department agrees that these two insurance provisions could be waived for this contract with URM Technologies, Inc.
PROCUREMENT
As a result of prior informal competitive process in March 2022, four vendors submitted responsive bids for the digitization of all of DAAS - Adult Protective Services (APS) files:
|
Vendor Name |
City |
Total Proposed Amount |
|
ARC |
Las Vegas, NV |
$68,195 |
|
Docufree Scan Cloud |
Manchester, NH |
$51,635 |
|
Morgan Records Management |
Valencia, CA |
$61,767 |
|
URM Technologies, Inc. |
Monterey Park, CA |
$43,000 |
URM was the lowest responsive bidder and received the contract award. Subsequently, the Purchasing Department (Purchasing) approved purchase orders, on a non-competitive basis, to URM to image case files for two IHSS offices, Rancho Cucamonga in April 2023, and Barstow in April 2024. Upon completion of the work, DAAS made the decision to move forward and digitize all IHSS offices’ case files. Since URM imaged the case files for both DAAS - APS and two IHSS offices, they have a good understanding of DAAS’s needs, expectations and the working knowledge of the required process.
Purchasing supports the non-competitive procurement with URM, based on the completed digitization of case files for both departments. URM has trained their staff and established a standardized workflow procedure for quality assurance and meeting timelines, and have expertise and understanding of DAAS’s internal SharePoint Environment and system.
REVIEW BY OTHERS
This item has been reviewed by Human Services Contracts (Patty Steven, Contracts Manager, 388-0241) on September 16, 2024; County Counsel (Jacqueline Carey-Wilson, Deputy County Counsel, 387-5455) on September 20, 2024; Risk Management (Greg Ustaszewski, Staff Analyst II, 386-8621) on September 16, 2024; Information, Technology, and Support Division (Marcella Ramirez, Departmental Information Systems Administrator, 386-1997) on September 23, 2024; Purchasing (Jessica Barajas, Supervising Buyer, 387-2065) on September 20, 2024; Finance (John Hallen, Administrative Analyst, 386-8392) on September 23, 2024; and County Finance and Administration (Cheryl Adams, Deputy Executive Officer, 388-0238) on September 23, 2024.