REPORT/RECOMMENDATION TO THE BOARD OF SUPERVISORS
OF THE COUNTY OF SAN BERNARDINO
AND RECORD OF ACTION
June 2, 2020
FROM
PHALOS HAIRE, Director, Preschool Services Department
SUBJECT
Title
Amendment to Contract with Management Information Technology USA, Inc., dba ChildPlus Software
End
RECOMMENDATION(S)
Recommendation
Approve Amendment No. 3, effective June 3, 2020, to Contract No. 15-276 with Management Information Technology USA, Inc. dba ChildPlus Software, increasing the total amount by $9,600, from $269,047 to $278,647, for continued use of the Direct Administrator Access mobile application for Head Start and State Preschool Programs record keeping and reporting system, with no change to the contract period of June 3, 2015 through June 30, 2021.
(Presenter: Phalos Haire, Director, 383-2005)
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 increase of $9,600 for continued use of the Direct Administrator Access mobile application to the record keeping and reporting system is approximately 84% ($8,064) federally funded through the Administration for Children and Families and approximately 16% ($1,536) state funded through the California Department of Education. Adequate appropriation and revenue have been included in the Preschool Services Department’s (PSD) 2020-21 recommended budget.
BACKGROUND INFORMATION
The recommended amendment to Contract No. 15-276 with Management Information Technology USA, Inc. dba ChildPlus Software (ChildPlus) increases the contract amount for the continued use of the Direct Administrator Access mobile application to the existing record keeping and reporting system for Head Start and State Preschool Programs. PSD wishes to continue utilizing technology to simplify the preschool enrollment process for parents and guardians. PSD’s current data system interfaces with ChildPlus’ software, creating a mobile application that facilitates this process. The recommended increase to the contract will support continued collaboration between PSD and Human Services’ Information Technology and Support Division to enable the use a mobile application for recruitment of 2020-21 enrollment.
Head Start Performance Standards and the California Department of Education require that a record keeping database and reporting system be used to consistently collect and record data, generate reports, make information accessible to appropriate parties, and maintain confidentiality. A record keeping database and reporting system is also necessary to ensure PSD maintains compliance with required federal and state reporting information regarding child assessments, child attendance, medical information, health conditions, immunization records, and compliance monitoring.
PSD operates Head Start and State Preschool programs that provide comprehensive child development and family services that include education, health, nutrition, parent involvement, and psychological services for children ages 0 to 5 and their families. The overall goal of these programs is to increase the health and school readiness of disadvantaged children and increase the self-sufficiency of low-income families.
PROCUREMENT
On June 2, 2015 (Item No. 55), the Board of Supervisors (Board) approved Contract No. 15-276 with ChildPlus to provide a record keeping and reporting system for the Head Start and State Preschool Programs, in the amount of $117,839, for the period of June 3, 2015 through June 30, 2018, with the option to extend for three additional one-year periods.
On May 22, 2018 (Item No. 73), the Board approved Amendment No. 1 to Contract No. 15-276 with ChildPlus, increasing the total amount by $147,090, from $117,839 to $264,929, and exercising the option to extend the contract for three additional years, for a total contract period of June 3, 2015 through June 30, 2021.
On February 11, 2020 (Item No. 48), the Board approved Amendment No. 2 to Contract No. 15-276 with ChildPlus, increasing the total amount by $4,118, from $264,929 to $269,047, for the addition of a mobile application to the record keeping and reporting system for Head Start and State Preschool Programs, with no change to the contract period of June 3, 2015 through June 30, 2021.
REVIEW BY OTHERS
This item has been reviewed by Human Services Contracts (Jennifer Mulhall-Daudel, Contracts Manager, 388-0241) on May 15, 2020; County Counsel (Adam Ebright, Deputy County Counsel, 387-5455) on May 14, 2020; Finance (Paul Garcia, Administrative Analyst, 386-8392) on May 8, 2020; and County Finance and Administration (Tanya Bratton, Deputy Executive Officer, 388-0332) on May 13, 2020.