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Approve a second contract amendment with TractManager, Inc. for $170,839 to continue providing contract management software/services for the period of January 1, 2025 through June 30, 2026; and Delegate authority to the County Administrator to execute the amendment and any subsequent amendments, with County Counsel concurrence, up to an aggregate of $74,999
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Published Notice Required? Yes ____ No _X _
Public Hearing Required? Yes ____ No _X _
DEPARTMENTAL RECOMMENDATION:
The Department of Health and Social Services (H&SS) recommends that the Board of Supervisors approve a second contract amendment with TractManager, Inc. for $170,839 to continue providing contract management software/services for the period of January 1, 2025 through June 30, 2026; and delegate authority to the County Administrator to execute the amendment and any subsequent amendments, with County Counsel, concurrence, up to an aggregate of $74,999.
SUMMARY:
The Department of Health and Social Services has been using TractManager, Inc. for contract management services since 2016. The TractManager software enables H&SS to efficiently manage affiliation agreements, inter-governmental agency agreements, commercial insurance payor agreements, Medi-Cal payor agreements, vendor agreements, and revenue generating agreements. The software provides a contract management solution that stores and tracks all contracts uploaded into the system, including historical documents, drafts, previously redlined documents, effective dates, and department contacts.
This second amendment adjusts the monthly subscription fees, effective January 1, 2025, and extends the contract through June 30, 2026.
FINANCIAL IMPACT:
TractManager contract management services are used by all Health and Social Services’ divisions and costs are distributed through the department’s cost distribution plan and funded with various federal, State and Realignment revenues. The FY2024/25 Working Budget includes sufficient appropriations and there is no additional impact to the County General Fund.
Effective January 1, 2025, the monthly subscription fee increases to $9,126 (from $8,450); and on July 1, 2025, the monthly subscription fee increases to $9,673.56. Appropriations for FY2025/26 will be included in the department’s Requested Budget.
The costs associated with preparing the agenda item are nominal and included in the department’s FY2024/25 Working Budget.
DISCUSSION:
TractManager, Inc. is a Symplr Company. Symplr has experience working with government-based healthcare organizations. The cloud accessed software platforms conveniently allow licensed users to log into the program through a web-based solution without the need to download individual software programs for each user’s workstation. Symplr allows licensed users to access the contract management data with the control to delegate administrative duties to individuals that need the flexibility to adjust to the department’s demands. This subscription allows for the timely execution of documents by providing expiration notifications while a central repository ensures contracts are readily accessible.
On June 28, 2016, the Board approved the original contract with TractManager, Inc. for $228,600 for the period of July 1, 2016 through June 30, 2019, with provisions for automatic renewal. On June 22, 2021, the Board approved the first amendment to adjust the monthly fee subscription to $8,450 and extend the term to June 30, 2023 with provisions for automatic renewal.
This second amendment extends the contract through June 30, 2026 and adjusts the monthly subscription fee to $9,126 for the period January 1, 2025 to June 30, 2025 and to $9,673.56 for the period July 1, 2025 through June 30, 2026.
ALTERNATIVES:
The Board could choose not to approve this second contract amendment with TractManager, Inc. This is not recommended as it would impact the County’s ability to provide contract management services to the Department of Health and Social Services.
OTHER AGENCY INVOLVEMENT:
None.
CAO RECOMMENDATION:
APPROVE DEPARTMENTAL RECOMMENDATION