justification for exceptions to competitive … · description of good/service: user budget unit -...

JUSTIFICATION FOR EXCEPTIONS TO COMPETITIVE PROCUREMENT

Revision Date – December 2019 of 6

It is the policy of the Board that the County conduct an open, fair and full competitive solicitation process for the procurement of goods and/or services, with exemptions for certain goods, services and classes of procurement, and case-by-case exceptions, subject to a detailed review and approval process. The residents of Santa Clara County are best served when sound business decisions are made through a full and open competitive bidding processes. There may be certain instances when exceptions are warranted and justifiable. When a County agency/department recommends that competitive bidding is not practicable or in the best interest of the tax payers, appropriate justification supporting an exception must be submitted to the Procurement Department. Should you have any questions, please do not hesitate to contact: Theresa Therilus, Interim Director of Procurement at (408) 491-7401.

Date of Submission:

Submit Document via Requisition Refer to the Contact and Commodity Assignment List for buyer code guidance.

SECTION I Proposed Contractor/ Consultant: Total Estimated Value of the Award:

Start Date: End Date:

Description of Good/Service:

User Budget Unit - Agency/Dept: Agency/Dept Abbreviation:

Name of Requestor: Phone #:

SECTION II Mark appropriate box for Contract’s Signature Authority

Board of Supervisors

Delegated to Department Head or designee

Director of Procurement

SECTION III Pursuant to Board Policy 5.6.5.1 (D)(2), the following are EXCEPTIONS to competitive bidding. Select the appropriate exception. Agencies/ Departments requesting an Exception must provide documentation to establish there is only one source or it is otherwise in the County’s best interest to waive the required bidding procedures.

Sole Source: Pursuant to Board Policy 5.6.5.1 (D)(2)(a)(i) a Sole Source Procurement is a sourcing method used to procure a service without competition when it has been determined that there is only one source for the required service that is capable of meeting the requirements of the acquisition as defined in the Scope of Work or specification.

Single Source: Pursuant to Board Policy 5.6.5.1 (D)(2)(a)(ii) a Single Source Procurement is a sourcing method used to procure a service from one source, without soliciting competition, even though there are other vendors that can provide the service as defined in the scope of work or specification.

09/15/2020

Essette

$ 300,000.00 10/18/2020 12/31/2022

Care Management Documentation Software

0725 - Valley Hlth Plan/MgdCare Select

Trish Bojorquez (669) 263-4754

Form ID: Select-Sin-09/15/2020

DocuSign Envelope ID: 1532FFDD-611F-4745-99F0-EBD9F207F39EDocuSign Envelope ID: D366348C-48EF-44AA-8B68-DCD86238B36A

https://sccconnect.sharepoint.com/sites/prc/AboutUs/Pages/ContactUs.aspx

https://sccconnect.sharepoint.com/sites/prc/AboutUs/Pages/ContactUs.aspx



SECTION III (cont.) Patent Rights: Pursuant to Board Policy 5.6.5.1(D)(2)(b), competition is precluded because of the existence of patent rights, copyrights, secret processes, control of the basic raw material(s) or similar circumstances, and there is no equivalent item or service.Absolute Compatibility: Pursuant to Board Policy 5.6.5.1(D)(2)(c), the following are Exceptions to Competitive Procurement for Goods/Professional Services. Select the appropriate exception:

(i) Replacement parts or components for equipment – performs the same function in the equipment.

(ii) Replacement parts or components for equipment – prevent compromise of safety or reliability of productor void or invalidate manufacturer’s warranty or guarantee.

(iii) Upgrades, enhancement or additions to hardware or software - compatibility

SECTION IV PURPOSE OF THE PURCHASE - Please describe the minimum requirements and the benefits of making the acquisition.

Essette Solution is a case management and population health management system with robust report and workflow capabilites including built-in evidence based care plans and assessments that streamline workflow for case management staff. This solution is also in compliance with current accreditation, DHCS, DMHC and other contractual requirements.




SECTION V MARKET RESEARCH - Please describe your market research and the results thereof. This should include a description of similar sources or products available in the market, if any, and why they are not acceptable.

VHP currently uses Valley Express for its utilization management. While Valley Express has a limited ability to document case management elements within the platform, the reporting capability does not meet accreditation standards nor is there standard customer support provided for the system as it is the legacy VHP system being phased out. VHP's reinsurance provider (Summit-re) also recommended Deerwalk was as another potential system. Although the Deerwalk solution provides robust analytics, risk stratification and documentation capability, it would need to be customized to work with VHP QNXT Claims Processing system. This would significantly increase the implementation time and is also estimated to be twice the cost overall. VHP is actively engaging in research related to the feasibility of using an EPIC (Tapestry) product for a longer term solution. This would be a larger more robust complete medical management system implementation that would include case management. VHP is currently researching the EPIC products and anticipates leveraging the current County Agreement with EPIC. Essette is the current tool being utilized (by APH) for case management for approximately 1200 VHP Members Case, is compatible with QNXT , and is half the cost of Deerwalk for a 2 year contract term. The VHP need for this solution is immediate, involves transitioning of existing members records currently in Essette solution, and is for a relatively short period of time. VHP is requesting to purchase Essette in order to continue using the Essette system.




SECTION VI BEST INTEREST OF THE COUNTY – Please provide a detailed description as to why a waiver of formal bidding is in the County’s best interest (e.g. product standardization, compatibility, proprietary access or distributorship and the consequences of not doing so. NOTE: A lack of advance planning, loss of funding, or insufficient time are not an acceptable justification for exceptions.)

SECTION VII FUTURE PLANS - Please describe the actions the department/agency will take to overcome the present barriers to competition prior to any future purchases of this product or service if this exception is approved.

During the recent disentanglement of VHP Agreement with Axis Point Health (APH) for Complex Case Management, it was discovered that APH was using the Essette case management solution to manage 1200 VHP members within the complex case management program. The VHP Agreement with APH will terminate on October 5, 2020 at which point, 1200 active VHP members in complex and condition case management services will be transferred to the in-house VHP case management team. It was recently determined that VHP's legacy documentation system, Valley Express, is unable to fully meet workflow needs for the case management team to handle a condition management program as well as a complex case management program (Valley Express is primarily designed for Utilization Management). Acquiring the Essette platform immediately will enable the in-house VHP case management team to be able to absorb and support transition of the 1200 members already in the system, while continuing to manage their current census, and report outcomes required by DHCS, DMHC, and other regulators and health plan accreditation agencies. VHP must comply with all regulatory and accreditation requirements. The timing is critical on this acquisition. VHP needs to very quickly (immediately) obtain the same case management system (Essette) that was used by APH in order to ensure continuity of current cases being managed using the Essette solution. VHP confirmed that Essette easily integrates with VHP Claims Processing System, QNXT (SCFHP uses Essette and QNXT) and can therefore be implemented extremely quickly (without customization). Although this is an immediate need, it is also a temporary solution. VHP is beginning to actively exploring the acquisition of these services with a current County vendor (Epic) for a robust medical management (includes case management ) system. Moving to a new medical management system (includes case management) will involve a large strategic planning and implementation effort and is planned for implementation in 2-3 years. Meanwhile, VHP is requesting a relatively short term (hopefully 2 years, but potentially up to 3) agreement with Essette to continue case management (previously provided by APH) until the new solution can be implemented.

Future electronic medical record needs in the next 2-3 years include a migration to the Epic/Tapestry platform. This includes a comprehensive case management module that can meet documentation and accreditation needs for the in-house VHP team. As a result, Essette should be seen as a temporary solution to get through initial NCQA accreditation until Epic can be implemented.




SECTION VIII SCOPE OF WORK/SPECIFICATIONS - Please provide all scopes of work or stated specifications. Information will be posted as an Advance Notice of Intent to Waive Competition to the public. Use an attachment for additional pages. SOW must include these elements: Objective (well-defined, quantifiable expected results include any significant deliverables & milestones) and Scope (what the work should or should not include; brief description of services desired; location of work). Do not include contract language, vendor information or pricing.

Health Plan Care Management platform that seamlessly integrates with QNXT and provides unique and proven solutions that, combined with evidence-based content and cutting-edge technology, helps to increase efficiency, meet specific business requirements and react quickly to changing market and regulatory challenges.




SECTION IX Requesting Agency/Department Contracts Manager:

Print Name:

Signature:

Phone:

Email:

Requesting Agency/Department Director: Print Name:

Signature:

SECTION X Decision and Required Steps Following Decision (to be completed by OCCM or Procurement)

Approved Attach to Legislative File

Attach to Delegation of Authority Coversheet

Attach to Service Agreement Checklist

Attach to PO/Contract File

Approved with Conditions Comments:

Additional Information Required

Comments:

Denied with Recommended Action

Comments:

SECTION XI Office of Countywide Contracting Management/Procurement Department Signature

Date:

Stacy Burnell

408 885-3422

[email protected]

Laura Rosas

DocuSign Envelope ID: 1532FFDD-611F-4745-99F0-EBD9F207F39E

9/15/2020

9/15/2020

DocuSign Envelope ID: D366348C-48EF-44AA-8B68-DCD86238B36A

Approved for one year with option to renew for an additional year, pending EPIC going live.

Sabrina Teixeira

9/23/2020

Buyer II

9/23/2020

Scott Zimmer

Senior StrategicSourcing Officer

9/24/2020

Cheryl Liu

X

Director of Procurement

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