To: Board of Supervisors
From: Dr. Grant Colfax, Health Services Director
Report Title: Contract #23-597-6 with Bitfocus, 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 #23-597-6 with Bitfocus, Inc., a Nevada corporation, in an amount not to exceed $473,250 to provide software licensing, hosting, and support of the contractor’s Homeless Management Information System (HMIS) application for the Health Services Department’s Information Systems Unit for the period from October 18, 2025 through October 17, 2028.
FISCAL IMPACT:
This Contract will result in contractual service expenditures of up to $473,250 over a 3-year period and will be funded 100% by Hospital Enterprise Fund I revenues.
BACKGROUND:
This Contact meets the social needs of the County by providing a streamlined case management, outreach, and coordination entry system accessible by Contra Costa Health Services’ Health, Housing, and Homeless Services unit. Ad-hoc reporting and data analysis features help the County provide a solid foundation for whole-person care services and evidence-based decision-making for its unhoused population.
On January 10, 2023, the Board of Supervisors approved Contract #23-597-4 with Bitfocus, Inc., in an amount not to exceed $285,942 for the provision of software licensing, hosting, and support of the contractor’s Health Management Information System (HMIS) application for the Health Services Department’s Information Unit for the period October 18, 2022 through October 17, 2025.
On November 28, 2023, the Board of Supervisors approved Contract Amendment #23-597-5 with Bitfocus, Inc., effective November 28, 2023, to increase the payment limit by $90,000 to a new payment limit of $375,942 for additional licensing, hosting, and support of contractor’s HMIS application with no change in the term ending October 17, 2025.
Approval of this Contract #23-597-6 allows the Contractor to provide additional services related to software licensing, hosting, and support for its HMIS application through October 17, 2028. Under this Contract, Bitfocus’ liability is limited to the amount paid by County under the Contract, provided that the limitation of liability does not apply to: (1) indemnification obligations under the Contract; (B) damages caused by negligence or willful misconduct; or (C) a breach of its confidentiality under the Agreement. The Department is requesting a retroactive renewal term caused by periods of non-responsiveness from the vendor during the negotiation stages of finalizing the agreement.
CONSEQUENCE OF NEGATIVE ACTION:
If this Contract is not approved, Health Services Information Systems Unit will not receive the software support and maintenance services needed for the HMIS application. This system directly impacts the County's most vulnerable population. Discontinuance of services will detrimentally affect the quality of life for the entire County.