Department
Department for HIV Elimination
Requested Action (Identify appropriate Action or Motion, purpose, cost, timeframe, etc.)
title
Request approval to award a contract without competition - HIV Elimination, Upgrade of existing system, e2Fulton which is the Department for HIV Elimination’s client-level database, financial management, federal reporting, quality management, and client satisfaction survey system with RDE Systems Group, LLC (Wayne, New Jersey) in the amount not to exceed $434,150.00 to provide licensing and professional services required to upgrade e2Fulton to the latest version and to include new systems modules. 100% grant funded with no required County match. Effective upon BOC approval. (APPROVED UPON ADOPTION OF THE CONSENT AGENDA)
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Requirement for Board Action (Cite specific Board policy, statute or code requirement)
In accordance with Purchasing Code Section 102-384, after conducting a good faith review, and the Purchasing Department has determined that there is only one source available for the required supply, service, or construction item, the request shall be forwarded to the Board of Commissioners for approval.
Strategic Priority Area related to this item (If yes, note strategic priority area below)
Health and Human Services
Commission Districts Affected
All Districts ☒
District 1 ☐
District 2 ☐
District 3 ☐
District 4 ☐
District 5 ☐
District 6 ☐
Is this a purchasing item?
Yes
Summary & Background
Scope of Work: RDE’s eCompas is the system used to create e2Fulton a Ryan White information management system which is the Department for HIV Elimination’s client-level database, financial management, federal reporting, quality management, and client satisfaction survey system. e2Fulton is provided pursuant to a Software as a Service (SaaS) licensing model.
Pursuant to Purchasing Code Section 102-384, this request meets the following category permitted as basis for conditions allowing the award of a contract without competition:
(4) When necessary to maintain compatibility with existing equipment or systems, only specified makes and models of technical equipment, software, and any parts will satisfy the County's needs for additional units or replacement items, and only one source is available.
The two modules being added are:
1. Customization and Implementation of the e2MyCare App, a user-friendly telemedicine system.
2. Customization and Implementation of the e2Linkage to Care Module and Report, a set of electronic tools for HIV client outreach, engagement, and linkage to care.
These two modules are being added pursuant to a $145,776 grant from the Health Resources and Services Administration for a Ryan White HIV/AIDS Program Part C Capacity Development Grant. The upgraded e2Fulton will provide operating efficiencies to the Department for HIV Elimination and the community partners funded under Part A of the Ryan White HIV/AIDS Program and/or Ending the HIV Epidemic.
The Board of Commissioners originally approved a COVID Emergency Procurement with RDE for a software solution to insure and support the provision of core medical and support services for Persons Living with HIV on 10/7/2020 pursuant to #20-0698. The procurement in the amount of $620,000 was approved on 9/18/2020 and under this agreement, RDE developed e2Fulton a Ryan White information management system which is the Department for HIV Elimination’s client-level database, financial management, contract management, federal reporting, quality management, and client satisfaction survey system.
The Upgrades will include the following:
Fiscal module improvements - notification when invoice has been submitted, addition of Ending the HIV Epidemic contracts into expenditure reports, ability to copy over service contracts into new fiscal year, modifications to the invoicing workflow, ability to select multiple contracts in subcategory expenditure reports, addition of year-to-date cost of specific personnel, allocations report for any funding source, ability for DHE to edit submitted invoices, HRSA Allocations Report, CLC Report, Aggregate Administrative Cost Report, additional funding lines.
Quality Management module improvements - addition of an extract functions with crosstabs, addition of allergies to medication grid, extract of clients not reaching performance measures, ability for DHE staff to create and edit services, change date range algorithm in visual analytics, referral status dates extractable in CSV and Access, modify visual analytics measures into a heat map, extended HAB performance measures.
Client Level Data module - post import summary, ability to merge by field, allow data entry staff to enter service provider, ability to un-merge clients, ability for administrators to add/edit/view agency locations, improved data quality report function, report to show clients with missing consents and missing documents, adding HIV diagnosis date filters in visual analytics, client-fee tracking, addition of checkbox to make client notes available to other service providers, residency geo-mapping, updates to client contact information logic. Update to data dictionary, automated eligibility calculations of Parts B, C, and D.
Client Satisfaction Survey - distribution at point of service, data entry via e-mail and text message, attestation of client consent for receiving SMS, generate Spanish text translations mechanically.
Client Needs Assessment - implementation of e-mail verification to receive incentive, addition of data quality issue tracking in incentive management, fraud investigation/resolution.
Part C Capacity Development Grant Project - implementation of e2MyCare module and e2Linkage to Care module to improve client access, adherence, and retention in care.
For 2024 AML will be increased by $434,150 for RDE Systems Group, LLC to provide Software as a Service for the Department for HIV Elimination
Community Impact: e2Fulton will include client modules to better serve residents, and improved functionality for community partners.
Department Recommendation: The Department for HIV Elimination recommends approval for an award without competition to RDE Systems Group, LLC to provide licensing and professional services to upgrade e2Fulton. 100% grant-funded with no County match
Project Implications: 100% grant-funded with no County match.
Community Issues/Concerns: The Department for HIV Elimination is not aware of any community issues/concerns regarding the agenda item. This request is in response to requests by AIDS Service Organizations and consumer to augment and expand e2Fulton.
Department Issues/Concerns: There are no Department issues/concerns regarding the agenda item.
Contract Modification: This is a new request.
Contract & Compliance Information (Provide Contractor and Subcontractor details.)
Not Applicable
Exhibits Attached (Provide copies of originals, number exhibits consecutively, and label all exhibits in the upper right corner.)
Contact Information (Type Name, Title, Agency and Phone)
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Jeff Cheek, Director, HIV Elimination, (404) 612-0789
Contract Attached
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No
Previous Contracts
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Yes
Total Contract Value
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Grant Information Summary
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Amount Requested: |
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Cash |
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Match Required: |
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In-Kind |
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Approval to Award |
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Apply & Accept |
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Fiscal Impact / Funding Source
Funding Line 1:
461-270-231-1160: Grants, HIV Elimination, Professional Services
Funding Line 2:
461-270-EE36-1160: Grants, HIV Elimination, Professional Services
Funding Line 3:
Part C Award - funding line pending approval of Apply/Accept
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Key Contract Terms |
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Start Date: Upon BOC approval |
End Date: |
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Cost Adjustment: |
Renewal/Extension Terms: Not Applicable |
Overall Contractor Performance Rating:
Would you select/recommend this vendor again?
Choose an item.
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Report Period Start: |
Report Period End: |
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9/20/2023 |
2/29/2024 |