Fremont City Council Meeting: 12/17/24 07:00 PM
3300 Capitol Avenue Div/Dept: Human Services Department Fremont, CA 94538 Category: Agreements and Contracts
SCHEDULED
Sponsors:
COUNCIL STAFF REPORT (ID # 5330) DOC ID: 5330 A
Updated: 12/12/2024 11:00 AM by Dina Lewis A Page 1
RATIFY AMENDMENT TO MASTER SERVICES AGREEMENT WITH KHIT CONSULTING, INC. - Ratify Amendment to Master Services Agreement with KHIT Consulting for Electronic Health Record Support Services.
Contact Persons:
Name: Marisha Engineer Arquimides Caldera
Title: Management Analyst I Deputy Director of Human
Services
Div/Dept: Human Services Department Human Services Department Phone: 510-574-2087 510-574-2056
E-Mail: [email protected] [email protected]
Executive Summary: On September 3, 2024, the City Council authorized the City Manager to amend a Master Services Agreement with KHIT Consulting, Inc. to assist the Human Services Department (HSD) in optimizing its Netsmart MyEvolv electronic health record system. The City, however, has several Master Services Agreements with KHIT Consulting, Inc., and the staff report for the item incorrectly referenced Agreement #20-0381 with KHIT Consulting, Inc., rather than Agreement #23-0259 with KHIT Consulting, Inc. Upon identifying the clerical error, Master Services Agreement #23-0259 with KHIT Consulting, Inc. was amended to increase the not-to-exceed amount to $300,000, as authorized by the City Council on September 3, 2024.
The purpose of this report is to seek City Council ratification of the Amendment to Master Services Agreement #23-0259 with KHIT Consulting, Inc., that was executed to increase the not-to-exceed amount consistent with the amount approved by the City Council for an amendment to Master Services Agreement Number #20-0381 on September 3, 2024, Item 2.N.
BACKGROUND: On September 3, 2024, the City Council authorized the City Manager to amend Master Services Agreement #20-0381 with KHIT Consulting, Inc. to assist the Human Services Department (HSD) with optimizing its Netsmart MyEvolv electronic health record system. As shown in Table 1, the City Council authorized an increase of $226,325 to the original not-to-exceed amount of $73,675 under Master Services Agreement #20-0381, for a new total not-to-exceed amount of $300,000.
Table 1: 9/3/24 Council Action
Master Agreement #: #20-0381
Original Not-to-Exceed
Amount: $73,675
Approved Amount: 226,325
New Not-to-Exceed Amount: $300,000
DISCUSSION/ANALYSIS: Staff subsequently determined that the September 3, 2024, Council item should have referenced Master Services Agreement #23-0259 with KHIT Consulting Inc., which covers the required services related to the electronic health record system used by HSD. After consultation with the City Attorney’s Office, the City entered into Council Staff Report (ID # 5330) Meeting of December 17, 2024 Updated: 12/12/2024 11:00 AM by Dina Lewis A Page 2
an amendment with KHIT Consulting, Inc. to Master Services Agreement #23-0259 to increase the original not-to-exceed of $90,000 by $210,000 for a new not-to-exceed amount of $300,000, which is the same total not-to-exceed amount previously authorized by the City Council for an amendment to Master Services Agreement #20-0381 with KHIT Consulting Inc. As shown in Table 2 below, since the original not-to-exceed amount of Master Services Agreement #23-0259 is more than the original not-to-exceed amount of Master Services Agreement #20-0381, ratification of the amendment to Master Services Agreement #23-0259 will require less additional funding than was initially authorized by Council on September 3, 2024.
Table 2:
9/3/24 Recommended
Council Action Ratified Action
Master Agreement # #20-0381 #23-0259
Original Not-to-Exceed
Amount: $ 73,675 $ 90,000
Amendment Amount: 226,325 210,000
New Not-to-Exceed
Amount: $300,000 $300,000
With this item, Staff seeks to revise the recommendation previously made to the City Council and request the City Council ratify the amendment to Master Services Agreement #23-0259 with KHIT Consulting, Inc. to increase the not-to exceed amount to $300,000.
FISCAL IMPACT: This Action has no impact on the General Fund. The not-to-exceed amount of $300,000 for the amended Master Services Agreement #23-0259 was previously authorized by the City Council on September 9, 2024.
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: Ratify the amended Master Services Agreement #23-0259 with KHIT Consulting, Inc. to increase the total not-to-exceed amount from $265,325 to $300,000.