Special Notice / Hearing: None__
Vote Required: Majority
To: Honorable Board of Supervisors
From: Claire Cunningham, Director, Human Services Agency
Subject: Agreement with Carahsoft Technology Corporation to Provide Licenses for the Vocational Rehabilitation Services Record Management System
RECOMMENDATION:
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Adopt a resolution authorizing the Director of Human Services Agency or designee, to execute purchase orders and, in consultation with the County Attorney, an agreement with Carahsoft Technology Corporation for licensing for the Vocational Rehabilitation Services (VRS) records management system, for a term of May 1, 2026 through June 30, 2027, in an amount not to exceed $304,567.
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BACKGROUND:
Commission on Accreditation of Rehabilitation Facilities (CARF) recommended the Human Services Agency’s (HSA) Vocational Rehabilitation Services (VRS) program to modernize their case management system. Following extensive research, evaluation, and approval by County Procurement, HSA determined that utilizing the NASPO ValuePoint Cooperative Agreement with Carahsoft Technology Corp. to develop a records management system for VRS best met the County’s operational needs.
The system, Birdseye, ensures staff have accurate, up to date, and complete information about clients at point of service. It enables quick access to records for more coordinated, efficient care and securely shares electronic information with the entire VRS team.
The implementation of H.R.1 this year brings updated work requirements for General Assistance and CalFresh recipients. These changes need additional staff, increasing the number of licenses needed for Birdseye. These licenses can only be purchased through Carahsoft Technology Corporation.
DISCUSSION:
The proposed agreement between HSA and Carahsoft Technology Corporation is to provide the yearly licenses required to access the record management system for a term of May 1, 2026 through June 30, 2027 for an amount not to exceed $304,567.
The resolution contains the County’s standard provisions authorizing the Director of the Human Services Agency, or designee, to execute contract amendments which modify the County’s fiscal obligation by a maximum of $25,000 (in aggregate).
County Procurement reviewed and approved the request to utilize a competitively bid cooperative agreement, Agreement No. AR2472, in accordance with County of San Mateo Administrative Memorandum B-1, Section II E-4.
The County Attorney has reviewed and approved the agreement and resolution as to form.
The Technology Services Department has reviewed and approved the IT component of this agreement.
COMMUNITY IMPACT:
Vocational Rehabilitation Services is dedicated to providing critical access to services for vulnerable individuals. The subscription cloud service will positively impact clients by allowing staff to efficiently and effectively monitor their progress toward job employment.
FISCAL IMPACT:
The terms of this agreement are from May 1, 2026 through June 30, 2027. The total obligation for this agreement is not to exceed $304,567. This agreement is funded by VRS operational revenue and the CalFresh Employment and Training allocation. Budgetary appropriations for this agreement will be included in the FY2026-27 Recommended Budget. There is no new Net County Cost associated with this item.