HomeMy WebLinkAboutAgreement A-24-068 with CalMHSA Data Archive Solution.pdf Agreement No. 24-068
Agreement No. 5094-ARCHIVE-2023-FC
Data Archive Solution
January 9, 2024
CALIFORNIA MENTAL HEALTH SERVICES AUTHORITY
PARTICIPATION AGREEMENT
COVER SHEET
1. Fresno County ("Participant") desires to participate in the Program identified below.
Name of Program: Data Archive Solution
Summary of Program: CaIMHSA will provide Participant with a Microsoft Azure Cloud database
solution and professional implementation and support services to assist with archiving legacy
application Electronic Medical Record("EMR")databases to a secure Cloud environment.Through
this Program, CaIMHSA strives to help Participant retain copies of and access to legacy EMR data,
while also assisting Participant in taking steps toward meeting future interoperability
requirements.
2. California Mental Health Services Authority ("CalMHSA") and Participant acknowledge that the
Program will be governed by CalMHSA's Joint Powers Agreement and its Bylaws, and by this
participation agreement.The following exhibits are intended to clarify how the provisions of those
documents will be applied to this Program.
Q Exhibit A Program Description and Funding
Q Exhibit B General Terms and Conditions
3. The amount payable for the term of this Agreement is$58,704.00.
This amount is comprised of a $24,900 one-time fee plus an $11,268 annual subscription fee.
Participant may choose to purchase optional additional services, described in Exhibit A, Section
IV. Fee Structure.Any such purchase will increase the total amount payable under this agreement
and must be agreed upon in a written contract signed by the Parties.
4. County to confirm if funds payable under this agreement are:
From a federal source or program (explain below) Amount$
Grant Funding (explain below): Amount$
Restricted (explain below): Amount$
Contingent(explain below): Amount$
Explanation of Restriction(s):
*County confirms that aside from the above, there are no other funding restrictions.
5. The term of the Program is February 6, 2024,through December 31, 2026.
Fresno County—Participation Agreement
DocuSign Envelope ID:C7B12541-5515-4233-A733-E4FDC34C1BE2
Agreement No. 5094-ARCHIVE-2023-FC
Data Archive Solution
January 9,2024
Authorized Signatures:
CalMHSA:
DocuSigned by:
Signed: FName(Printed): Dr.Arnie Miller, Psy.D., MFT
82E9EFBAB7CC446...
Title: Executive Director Date: 2/27/2024
Participant(Fresno County):
Signed: Name(Printed): Nathan Magsig
Title:Chairman of the Board of Supervisors Date:
ATTEST:
BERNICE E.SEIDEL
Clerk of the Board of Supervisors
County of Fresno,State of California
By Deputy
For accounting use only:
Org No.: 56304730
Account No.: 7295
Fund No.: 0001
Subclass No.: 10000
Fresno County—Participation Agreement
Agreement No. 5094-ARCHIVE-2023-FC
Data Archive Solution
January 9, 2024
Participation Agreement
EXHIBIT A—PROGRAM DESCRIPTION AND FUNDING
I. Name of Program: Data Archive Solution and Professional Services
II. Term of Program: February 6, 2024,through December 31, 2026
III. Scope of Work:
CaIMHSA will assist Participant in archiving legacy application EMR databases utilizing a Microsoft Azure
SQL Cloud database.
A. CaIMHSA Responsibilities
CaIMHSA will provide Participant the following services:
1. Planning and Coordination-CaIMHSA will create and deliver plan-based materials and
coordinate with Participant to assist Participant with the goal of meeting requirements in a
timely manner.
2. Project Management.-CaIMHSA Project Managers will facilitate the scope of the project
and collaborate with Participant to provide direction and oversight of deliverables within
anticipated timelines.
3. Architecture and Design - CaIMHSA will architect and design the Microsoft Azure SQL
Cloud environment using accepted best practices.
4. Data Migration - CaIMHSA will perform all data migration activities for Participant after
Participant has transferred its archive database in a structured format.
5. Testing and Validation - CaIMHSA representatives will connect to each data set and
confirm successful migration. If any issues are found, CaIMHSA will address, resolve and re-
validate.
6. Participant Database Access - CaIMHSA will ensure that Participant has read only access
to the Microsoft Azure SQL database. This level of access will facilitate Participant's ability to
access data and allow Participant to create reports as needed.
7. Database Maintenance and Back-Up - CaIMHSA will maintain the Microsoft Azure SQL
Cloud environment and ensure annual back-up of database.
B. Participant Responsibilities
Participant shall be responsible for the following:
1. Data Delivery—Participant will deliver data to CaIMHSA in a relational structured format.
Participant agrees to take steps necessary to ensure data is extracted in the appropriate format
including, but not limited to,working with their current vendor.
Fresno County—Exhibit A—Program Description and Funding
Page 3 of 7
Agreement No. 5094-ARCHIVE-2023-FC
Data Archive Solution
January 9, 2024
2. Report Creation — Participant is responsible for the creation of any required reports
utilizing Participant's database access. CaIMHSA offers additional services upon request to assist
Participant in report creation.
3. Proiect Management and Coordination—Participant agrees to assign staff to
communicate and collaborate with CalMHSA throughout the archiving project.
IV. Fee Structure
SERVICE TYPE ONE-TIME FEE
Data Archiving Solution—Professional Services and Implementation
• Planning and Coordination
• Project Management
• Architecture and Design $24,900.00
• Data Migration
• Testing and Validation
• Participant Access to Azure SQL Database
• Database Maintenance and Backup
LICENSE FEE ANNUAL RATE
Data Archiving Solution—Database License Fee
• Microsoft Azure SQL Single Database License
• West US Region for Low Latency
• 4V Cores
• Provisioned Database $11,268.00 per
• Gen 5 Server Year
• Zone-Redundancy
• 100 Hours Compute Time Per Month
• RA-GRS Backup Storage Redundancy
• 1024GB Long Term Retention Long Term Storage with Annual Backup
OPTIONAL ADDITIONAL SERVICES RATE
Additional Professional Service Offering
$225.00 per
• Report Writing Hour
Additional Data Storage and Back-Up
• 512 GB Per Month $396 per Month
• Includes 2 Additional V Cores Per 512 GB
Fresno County—Exhibit A—Program Description and Funding
Page 4 of 7
Agreement No. 5094-ARCHIVE-2023-FC
Data Archive Solution
January 9, 2024
Participation Agreement
EXHIBIT B—General Terms and Conditions
I. Definitions
The following words,as used throughout this Participation Agreement,shall be construed to have
the following meaning, unless otherwise apparent from the context in which they are used:
A. CaIMHSA — California Mental Health Services Authority, a Joint Powers Authority (JPA)
created by counties in 2009 at the instigation of the California Mental Health Directors
Association to jointly develop and fund mental health services and education programs.
B. Member—A PARTICIPANT(or JPA of two or more Counties)that has joined CaIMHSA and
executed the CaIMHSA Joint Powers Agreement.
C. Participant—Any County participating in the Program either as Member of CaIMHSA or
under a Memorandum of Understanding with CaIMHSA.
D. Program—The program identified in the Cover Sheet.
II. Responsibilities
A. Responsibilities of CaIMHSA:
1. Act as the Fiscal and Administrative agent for the Program.
2. Manage funds received consistent with the requirements of any applicable laws,
regulations, guidelines and/or contractual obligations.
3. Provide regular fiscal reports to Participant and/or other public agencies with a
right to such reports.
4. Comply with CaIMHSA's Joint Powers Agreement and Bylaws.
B. Responsibilities of Participant:
1. Transfer of funding amount for the Program as specified in Exhibit B, Section V.
Fiscal Provisions, which Participant will pay within the payment terms defined
within this agreement.
2. Provide CaIMHSA and any other parties deemed necessary with requested
information and assistance to fulfill the purpose of the Program.
3. Any and all assessments, creation of individual case plans, and providing or
arranging for services.
4. Provide CaIMHSA with requested information and assistance to fulfill the purpose
of the Program.
5. Provide feedback on Program performance.
6. Comply with applicable laws, regulations, guidelines, contractual agreements,
JPAs, and bylaws.
III. Duration,Term,and Amendment
A. The term of the Program is February 6, 2024,through December 31, 2026.
Fresno County—Exhibit B—General Terms and Conditions
Page 5 of 7
Agreement No. 5094-ARCHIVE-2023-FC
Data Archive Solution
January 9, 2024
B. This Agreement may be supplemented, amended, or modified only by the mutual
agreement of CaIMHSA and the Participant,expressed in writing and signed by authorized
representatives of both parties.
IV. Withdrawal, Cancellation,and Termination
A. Participant may withdraw from the Program and terminate the Participation Agreement
upon six (6) months' written notice. Notice shall be deemed served on the date of
mailing.
B. The withdraw of a Participant from the Program shall not automatically terminate its
responsibility for its share of the expense and liabilities of the Program. The
contributions of current and past Participants are chargeable for their respective share
of unavoidable expenses and liabilities arising during the period of their participation.
V. Fiscal Provisions
A. Funding required from Participant shall be in the amount stated on the Cover Sheet of
this Agreement.
B. Payment Terms— Participant will be invoiced annually by CaIMHSA, and Participant will
issue payment amount identified below within thirty(30) days of Invoicing.
Payment for Year 1 will be due within thirty (30) days of execution of this Participation
Agreement. Payment for Years 2 and 3 will be invoiced on and due within thirty(30) days
of January 1 of the applicable fiscal period. See below.
Year APPLICABLE FISCAL AMOUNT
PERIOD
2/6/2024-
1 12/31/2024 $36,168
1/1/2025-
2 12/31/2025 $11,268
1/1/2026-
3 12/31/2026 $11,268
C. In a Multi-County Program, Participants will share the costs of planning, administration,
and evaluation in the same proportions as their overall contributions,which are included
in the amount stated in Exhibit A, Program Description and Funding.
VI. Uptime and Support
A. CaIMHSA provides email support Monday through Friday,8:00 a.m.to 5:00 p.m. PST. For
any support questions please email: connex@calmhsa.org.
B. The services may occasionally become temporarily unavailable for maintenance
purposes. CaIMHSA will make best efforts to minimize any such unavailability.
VII. Disclaimer of Warranties
Fresno County—Exhibit 8—General Terms and Conditions
Page 6 of 7
Agreement No. 5094-ARCHIVE-2023-FC
Data Archive Solution
January 9, 2024
CALMHSA MAKES NO WARRANTIES, WHETHER EXPRESS, IMPLIED, STATUTORY, OR OTHERWISE,
GUARANTEES OR CONDITIONS WITH RESPECT TO THE PROGRAM. THESE DISCLAIMERS WILL
APPLY EXCEPT TO THE EXTENT APPLICABLE LAW DOES NOT PERMIT THEM.
Vill. Limitation of Liability
THE AGGREGATE LIABILITY OF EACH PARTY FOR ALL CLAIMS UNDER THIS AGREEMENT IS LIMITED
TO DIRECT DAMAGES UP TO THE AMOUNT PAID UNDER THIS AGREEMENT FOR THE PROGRAM
DURING THE 12 MONTHS BEFORE THE CAUSE OF ACTION AROSE. NEITHER PARTY WILL BE LIABLE
FOR LOSS OF REVENUE OR INDIRECT, SPECIAL, INCIDENTAL, CONSEQUENTIAL, PUNITIVE, OR
EXEMPLARY DAMAGES, OR DAMAGES FOR LOST PROFITS, REVENUES, BUSINESS INTERRUPTION,
OR LOSS OF BUSINESS INFORMATION, EVEN IF THE PARTY KNEW THEY WERE POSSIBLE OR
REASONABLY FORESEEABLE.
Fresno County—Exhibit B—General Terms and Conditions
Page 7 of 7