Fremont City Council Meeting: 09/03/24 07:00 PM
3300 Capitol Avenue Div/Dept: Human Services Department Fremont, CA 94538 Category: Agreements and Contracts
SCHEDULED
Sponsors:
COUNCIL STAFF REPORT (ID # 5235) DOC ID: 5235 A
Updated: 8/27/2024 8:59 AM by Dina Lewis A Page 1
AMENDMENT WITH KHIT CONSULTING FOR ELECTRONIC HEALTH RECORD SUPPORT - Amend Master Services Agreement with KHIT Consulting to further Assist in Optimizing New Electronic Health Record Database; and Making Findings of CEQA Exemption
Contact Persons:
Name: Marisha Engineer Christina Briggs
Title: Management Analyst I Assistant City Manager
Div/Dept: Human Services Department City Manager's Office Phone: 510-574-2087 510-284-4022
E-Mail: [email protected] [email protected]
Executive Summary: In December 2020, the Human Services Department (HSD) implemented a new electronic health record (EHR), MyEvolv, by Netsmart Technologies, Inc.
HSD also entered into a Master Services Agreement, in the amount of $73,675, with KHIT Consulting, a firm that specializes in optimizing Netsmart systems, to support the ongoing development of MyEvolv.
The purpose of this report is to recommend the City Council approve and authorize the City Manager to amend the Master Services Agreement, to increase the total not-to-exceed amount by $226,325 for a new amount not-to-exceed of $300,000, to continue the development of MyEvolv.
BACKGROUND: Beginning in 2001, HSD utilized the Askesis PsychConsult EHR system to manage clients, outcomes and services of various programs. After several upgrades, customizations, and workarounds, the software ‘sunset’ in March 2020.
The City issued a Request for Proposals that resulted in an award to Netsmart Technologies to provide design, implementation and start-up training services for a new EHR system. As part of the Netsmart software maintenance agreement, Netsmart provides future platform upgrades to the system software ensuring that the City always utilizes the most current technology. MyEvolv went live in December 2020.
In 2020, the City also entered into a Master Services Agreement with KHIT Consulting to assist staff in the preparation for MyEvolv to ‘go live,’ as well as the initial years of customization and support. Under the Master Services Agreement structure, the City enters into Task Orders with specific workplans. Cumulatively, the Task Orders may not exceed the total Master Services Agreement not-to-exceed amount but may be executed under the City Manager’s authority under the Purchasing Ordinance.
To date, the City has issued two Task Orders, under which KHIT Consulting has assisted in the optimization of the MyEvolv product and provided customized forms and reports, along with staff training and support. KHIT Consulting’s services were essential in the preparation for MyEvolv to ‘go live’ and supporting the initial years of operation.
Council Staff Report (ID # 5235) Meeting of September 3, 2024 Updated: 8/27/2024 8:59 AM by Dina Lewis A Page 2
DISCUSSION/ANALYSIS: A user group made up of Information Technology Services (ITS) and HSD clinical, administrative, billing, and technical staff have identified several areas for improvement in MyEvolv.
Staff requests to continue the relationship with KHIT Consulting to assist in the build out of new program areas and reports, support the integration of the billing module, optimize the overall MyEvolv system and support staff to fully utilize the system. Lead staff from ITS and HSD will meet regularly with KHIT Consulting to identify appropriate deliverables in future Task Orders, to support the continued development of the system.
FISCAL IMPACT: The current Master Services Agreement with KHIT Consulting (agreement #20-0381) is for $73,675. The recommended amendment to the Master Services Agreement would increase the not-to-exceed sum under the Master Services Agreement by an additional $226,325 for a new total not-to-exceed amount of $300,000.
There is no impact to the General Fund. As part of the FY 2024/25 Adopted Operating Budget, the City Council appropriated $45,000 in the Medi-Cal Administrative Activities Fund (Fund 255) which is sufficient to cover the anticipated FY 2024/25 Task Order #3. Funding for subsequent Task Orders will be included in future proposed operating budgets.
ENVIRONMENTAL REVIEW: The proposed action is exempt from and not subject to review under the California Environmental Quality Act (CEQA) because, without limitation, it is not a “project” as defined in CEQA Guidelines Section 15378(b)(2) and/or 15378(b)(5) and it has no possibility of a significant effect on the environment, as specified in CEQA Guidelines Section 15061(b)(3), each as a separate and independent basis for CEQA compliance.
ATTACHMENTS: None.
RECOMMENDATION: Authorize the City Manager or her designee to amend the Master Services Agreement with KHIT Consulting, Inc. to increase the not-to-exceed amount by $226,325, for a new total not-to-exceed amount of $300,000 for the optimization of the HSD Netsmart MyEvolv electronic health record system.