Department
Senior Services
Requested Action (Identify appropriate Action or Motion, purpose, cost, timeframe, etc.)
title
Request approval to award a contract without competition - Department of Senior Services, Software License and Master Services Agreement with Qualifacts Systems, LLC f/k/a Qualifacts Systems, Inc. (Nashville, TN) to upgrade existing software hosted by CareLogic Electronic Record System to include the Department of Senior Services in an amount not to exceed $20,652.62 to provide electronic records management of client health records in the Adult Day Health Program. 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 County Manager and Purchasing Department have 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: CareLogic Electronic is a web-based software application that facilitates the management of computerized data related to client records. This upgrade will allow the Department of Senior Services to utilize the CareLogic system to maintain an electronic recordkeeping system for the Adult Day Health programs. The Department of Behavioral Health & Developmental Disabilities is currently utilizing this system.
Pursuant to and in accordance with 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 parts will satisfy the County’s needs for additional units or replacement items, and only one source is available.
Community Impact: This project has no direct community impact.
Department Recommendation: The Department of Senior Services recommends the approval of this request.
Project Implications: Without this upgrade, all related tasks will have to be performed manually. This could impact the safety of client records and secure communications. Other implications include decreased efficiency in managing client records and storage issues.
Community Issues/Concerns: This system has been successfully used in the Fulton County Behavioral Health and provides a great benefit to their clients. The Department of Senior Services is anticipating a similar outcome.
Department Issues/Concerns: The Department is interested in implementing new technology that safeguards client records, removes requirement of manually transferring records between facilities and enhancing recordkeeping.
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.)
Exhibit 1: Statement of Work
Exhibit 2: Master Services Agreement
Exhibit 3: Memorandum - Requested Action
Contact Information (Type Name, Title, Agency and Phone)
Ladisa Onyiliogwu, Director, Department of Senior Services, 404-281-4042
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Contract Attached
Yes
Previous Contracts
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Yes
Total Contract Value
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Original Approved Amount: |
$0.00 |
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Previous Adjustments: |
$0.00 |
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This Request: |
$20,652.62 |
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TOTAL: |
$20,652.62 |
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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Start Date: |
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Approval to Award |
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End Date: |
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☐ |
Apply & Accept |
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Match Account $: |
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Fiscal Impact / Funding Source
100-183-18DH-1500: General Fund, Senior Services, Software License
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Key Contract Terms |
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Start Date: 9/7/2022 |
End Date: 12/31/2022 |
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Cost Adjustment: |
Renewal/Extension Terms: |
Overall Contractor Performance Rating:
Would you select/recommend this vendor again?
Yes
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Report Period Start: |
Report Period End: |
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