SUBJECT
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Approve cooperative agreement with Carahsoft Technology Corp. for case management and contract management software modules and implementation services. ($3,228,188.60 total 5-year expense)
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DESCRIPTION
Request Board approval for the acquisition of the Salesforce software platform for case management and contract management modules, along with a data warehouse. This initiative is crucial for modernizing Community Health Care operations and administrative functionality to enhance efficiency, data management, and service delivery.
• Case Management Module:
Currently, the existing case management module is outdated and lacks essential functionalities. It struggles to effectively centralize client data, track case data, and generate real-time reports, which ultimately hampers productivity and overall program effectiveness. This module will address these challenges in a comprehensive manner and will streamline and automate the client application process through an interactive real-time self-service portal, facilitating the intake, eligibility, scheduling, and enrollment processes.
• Contract Management Module:
Additionally, the contract management module will automate and streamline workflows, version controls, contract monitoring process, deadline and renewal alerts, reporting/real-time dashboards, provider data management, and significantly reducing throughput time. Additionally, it provides communication tools and a centralized repository.
Furthermore, the integration of a data warehouse will unify data for both modules from multiple sources and leverage advanced analytics and real-time dashboard reporting. This integration will optimize data-driven decisions and program outcomes.
The implementation of these modules will provide qualitative and quantitative data analytics for decision making and strategic goals.
The State of Florida belongs to the National Association of State Procurement Officials (NASPO) ValuePoint Cooperative Purchasing Organization, which has enabled us to utilize the agreements that were solicited on behalf of the cooperative. NASPO solicited Request for Proposal (#CH16012), resulting in an agreement with Carahsoft Technology Corp. for technology products and services with related solutions, including hardware and software, network configuration, maintenance and support for Salesforce products. There are no local vendors that provide these services.
The attached agreement with Carahsoft is for the purchase of a case management module and a contract management module, implementation services, and software maintenance and is broken down as follows:
• Implementation Services $1,029,527.00 (one-time cost)
• Annual Maintenance $116,129.03 per year
• Cloud Software Subscription
o $289,219.32 (Year 1)
o $303,680.29 (Year 2)
o $318,864.30 (Year 3)
o $341,184.80 (Year 4)
o $365,067.74 (Year 5)
The implementation services will commence on July 1, 2025, and is anticipated to be completed by April 2026, yet the agreement will stay in place through September 30, 2030.
RECOMMENDATION
Request Board approve cooperative agreement with Carahsoft Technology Corp. for case management and contract management software and implementation services in the amount of $3,228,188.60.
FISCAL IMPACT
Funding is available in the Indigent Healthcare Fund.
CONTACT INFORMATION
Brad Howard
Sr. Procurement Analyst
863.534.6706
bradhoward@polk-county.net