Special Notice / Hearing: None
Vote Required: Majority
To: Honorable Board of Supervisors
From: Colleen Chawla, Chief, San Mateo County Health
Lee Pullen, Director, Aging and Disability Services
Subject: Agreement with Collabrios Health Holdings LLC DBA RTZ, LLC for Software as a Service
RECOMMENDATION:
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Adopt a resolution authorizing an agreement with Collabrios Health Holdings LLC DBA RTZ, LLC for the Community Based Organization SaaS System to be used by Aging and Disability Services, for the term of November 1, 2025 through October 31, 2029, in an amount not to exceed $266,000.
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BACKGROUND:
Aging and Disability Services’ (ADS) Commissions and Provider Services Unit (CPSU) is responsible for managing Older Americans Act-funded contracts with Community Based Organizations (CBO) for services such as home-delivered meals, community center activities, caregiver respite, and transportation. Federal and State agencies periodically modify program reporting requirements, and ADS’ current case management system unfortunately has been too slow to respond with software updates to help ADS efficiently report the required metrics.
DISCUSSION:
In December 2024, ADS issued a Request for Proposals to provide software as a service (SaaS) for CPSU and in September 2025 selected Collabrios Health Holdings LLC (Collabrios). Collabrios was selected, in part, because it created the California Aging Reporting System and it already works with several Area Agencies on Aging through its GetCare software platform.
The new SaaS system will track and report CBO data; improve the management of services provided by CBOs; enhance data collection and reporting capabilities; and ensure compliance with County, State, and federal regulations.
The agreement and resolution have been reviewed and approved by the County Attorney’s Office as to form. ISD has reviewed and approved the information technology component of this agreement.
The SaaS system will maintain data on 24,500 older adults and family caregivers receiving services from Older Americans Act-funded providers.
The resolution contains the County’s standard provisions allowing amendment of the County fiscal obligations by a maximum of $25,000 (in aggregate).
It is anticipated that 100% of ADS CPSU providers will have their data tracked, managed, and reported using the SaaS System.
PERFORMANCE MEASURE:
|
Measure |
(Insert one year prior) Actual |
(Insert current year) Estimated |
|
Percentage of ADS CPSU providers whose data is tracked, managed, and reported using the SaaS System |
100% |
100% |
COMMUNITY IMPACT:
The implementation of the Collabrios SaaS solution will ensure continued access to essential services for older adults and individuals with disabilities in San Mateo County by strengthening how ADS tracks and manages provider data. The solution will improve coordination with providers and allow more accurate monitoring of programs such as congregate meals, home-delivered meals, and transportation. The agreement will help CPSU ensure that funding is used effectively, that community needs are met, and that ADS can continue to receive State and federal funding for these programs.
FISCAL IMPACT:
The term of the agreement is November 1, 2025, through October 31, 2029. The total amount of the agreement is not to exceed $266,000 for the four-year term. Funds in the amount of $266,000 are included in the ADS FY 2025-26 Adopted Budget. Similar arrangements will be made for future budgets. One hundred percent of this expense is covered by Net County Cost.
Attachment:
RFP Matrix