To: Board of Supervisors
From: Anna Roth, Health Services Director
Report Title: Amendment #23-274-17 with Echo Consulting Services of California, Inc.
☒Recommendation of the County Administrator ☐ Recommendation of Board Committee
RECOMMENDATIONS:
APPROVE and AUTHORIZE the Health Services Director, or designee, to execute on behalf of the County Contract Amendment No.5 to Agreement #23-274-12 with Echo Consulting Services of California, Inc., a corporation, effective December 31, 2024, to increase the payment limit by $526,000 from $4,800,000 to a new payment limit of $5,326,000, and to extend the contract term for succussive one (1) year periods until terminated, for maintenance and support of ShareCare software.
FISCAL IMPACT:
Approval of this Contract Amendment will result in additional annual expenditures of up to $526,000 and will be funded as budgeted by the department in FYs 2024-26 by 100% by Hospital Enterprise Fund I. (Rate increase)
BACKGROUND:
This Contract Amendment meets the needs of the County’s Behavioral Health department by providing a billing system. Since 1999, the Department has used the Echo Insyst System to process the Department’s Behavioral Health Divisions’ client registrations, service charges, billing, accounts receivable, and scheduling functions. On December 6, 2016, the Board of Supervisors approved Contract #23-274-12 in the amount of $1,900,000 with Echo Consulting Services of California, Inc., to replace the Insyst system with the Echo Sharecare System and to provide hardware, software, support, maintenance, and implementation services for Echo Sharecare System for the Behavioral Health Division’s billing system for the period from December 15, 2016, through June 30, 2019. Contract #23-274-12 is governed by the Master Information System Agreement (MISA) by and between Echo Consulting Services of California, Inc., d/b/a The Echo Group, and Contra Costa County. The MISA is effective beginning December 6, 2016, and will remain in effect until terminated. The MISA includes the terms under which Echo Consulting Services of California, Inc. provides services to the County.
On January 3, 2018, the Board of Supervisors approved Amendment No. 1 to the MISA (#23-274-13) to amend the software support and maintenance addendum to include telephone support for the InSyst system through July 1, 2018, with no change in the payment limit of $1,900,000, and no change in the original term of December 15, 2016, through June 30, 2019.
On May 8, 2018, the Board of Supervisors approved Amendment No. 2 to the MISA (#23-274-14) to include additional Insyst support and maintenance services and increase the payment limit by $247,500, from $1,900,000 to a new payment limit of $2,147,500, with no change in the original term of December 15, 2016, through June 30, 2019.
On July 9, 2019, the Board of Supervisors approved Amendment No. 3 to the MISA (#23-274-15) to increase the payment limit by $1,450,000 from $2,147,500 to a new payment limit of $3,597,500 and to extend the termination date from June 30, 2019, through June 30, 2022, for continued Insyst support and maintenance services.
On August 2, 2022, the Board of Supervisors approved Amendment No. 4 to the MISA (#23-274-16) to increase the payment limit by $1,202,500 from $3,597,500 to a new payment limit of $4,800,000, and to extend the termination date from June 30, 2022, through December 31, 2022, for continued Insyst support and maintenance services.
Approval of this Contract Amendment #23-274-17 (Amendment No.5), to the MISA will increase the payment limit to allow the Contractor to provide software support and maintenance services for the ShareCare System through June 30, 2026. The Agreement shall continue for successive one (1) year period(s) until terminated.
CONSEQUENCE OF NEGATIVE ACTION:
If this Amendment is not approved, the County will not receive ShareCare support and maintenance services from the Contractor, which could negatively affect billing and services provided by the Behavioral Health Division, including non-compliance with Department of Health Care Services mandated reporting, resulting in a Corrective Action Plan and potential sanctions.