To: Board of Supervisors
From: Dr. Grant Colfax, Health Services Director
Report Title: Contract #74-731 with California Mental Health Services Authority (CalMHSA)
☒Recommendation of the County Administrator ☐ Recommendation of Board Committee
RECOMMENDATIONS:
APPROVE and AUTHORIZE the Health Services Director, or designee, to execute Participation Agreement (Contract #74-731) with California Mental Health Services Authority (CalMHSA), a California joint exercise powers authority, in an amount not to exceed $32,506, for archiving legacy electronic medical records in a Microsoft database, for the period April 28, 2026 through December 31, 2026.
FISCAL IMPACT:
Approval of this Contract will result in annual budgeted expenditures of up to $32,506 and will be funded 100% by Alcohol and Other Drug Services (AODS).
BACKGROUND:
This Contract meets the needs of the County by providing software and support services. CalMHSA will provide the County with a Microsoft Azure Cloud database solution, along with professional implementation and support services, to assist County with archiving legacy Electronic Medical Record (“EMR”) databases from the existing application into a secure Cloud environment. Through its Data Archive Solution Program, CalMHSA will provide interoperability and data exchange for all of the Behavioral Health (BH) Division’s data, including provider and patient information, billing, payer to payer, and prior authorization data sent and received from BH’s archived data and AODS EMR system to help retain copies of and access to legacy EMR data, while also assisting in taking steps toward meeting future interoperability requirements.
This Contract was approved by Health Services Personnel to ensure there is no conflict with labor relations. The Behavioral Health’s Quality Management, Utilization Management and Contract Monitor Staff meet on a regular basis to ensure monitoring and performance measures in the Contract are upheld. A summary of service contract deliverables, including measurable outcomes required of the Contractor to be monitored by the department in compliance with Section III (B)(7) of the Purchasing Policy include planning and coordination, project management, technical support for County’s use under the license grant, and access to maintenance and support. This Contractor was approved by the Public Works Department’s Purchasing Division on June 9, 2025, in compliance with Administrative Bulletin 600.3 requirements.
Under this Contract #74-731 the parties will execute a Participation Agreement to allow the Contractor to provide software and services through December 31, 2026.
The contract limits each party’s liability under the contract to the amount paid by the County during the 12 months before the cause of action arose (estimated to be $33,000). The limitation of liability does not apply to claims arising from a breach of confidentiality or protected health information.
CONSEQUENCE OF NEGATIVE ACTION:
If this Contract is not approved, County will be non-compliant with federal and state requirements including meeting contractual obligations.