Preparing document for print. Please wait.
State of Ohio - Controlling Board Request
STATE OF OHIO
CONTROLLING BOARD
30 East Broad Street, 34th Floor
Columbus, Ohio 43215-3457
(614) 466-5721 FAX:(614) 466-3813
OPERATING REQUEST Controlling Board No.
DOH0100428
Status:  Approved
Meeting Date:  2/26/2018

GENERAL INFORMATION
Agency
Health


Division/Institution
Health
Waiver of Competitive Selection  (Revised Code Section 127.16B)
      No Competitive Opportunity
      Agency Released Competitive Opportunity
Agency Released Competitive Opportunity (Revised Code Section 127.162)
Other Statutory Authority/Bill Section:
Operating Transfer Request  (Revised Code Section 127.14)
      Appropriation
      Cash
      Other Statutory Authority/Bill Section:
Fiscal Year(s)
2018-2019
Bill No.
HB 49
Eligible for OBM
Director Approval?
No

VENDOR INFORMATION
For FYAmountNameAddressCityStateCountyZip Code
DOH01 2018 $77,200.00 McCallie Associates Inc 3906 Raynor Parkway, Suite 200 Bellevue NE 68123
DOH01 2019 $45,750.00 McCallie Associates Inc 3906 Raynor Parkway, Suite 200 Bellevue NE 68123

FUNDING INFORMATION
Fund GroupFund CodeAppropriation Line ItemAppropriation Line Item NameFYAmountFYAmount
FED 3920 440618 FEDERAL PUBLIC HEALTH PRGMS 2018 $77,200.00 2019 $45,750.00

SIGNATURES
     
Lance D. Himes, Director 02/26/2018
   
Agency Director or Authorized Agent On The Date Of
   
02/06/2018 Christine Morrison
   
Date Controlling Board President/OBM Director
   
AGENCY CONTACT
Name:  Paul Maragos Title:  Health Planning Admin 3
Phone:  (614) 644 - 6213 Fax:  (614) 752 - 9783 E-Mail:  Paul.Maragos@odh.ohio.gov
REQUIRED EXPLANATION OF REQUEST
  The Ohio Department of Health respectfully requests Controlling Board approval to waive competitive selection in the amount of $77,200 for SFY18 and $45,750 for SFY19, from fund 3920, ALI 440618 (Federal Public Health Programs) to contract with McCallie Associates Inc., Bellevue, NE, for the Breast and Cervical Cancer Project (BCCP).  
  In 1990, the Breast and Cervical Cancer Mortality Act was signed into Public Law (101-354). The National Breast and Cervical Cancer Early Detection Program (NBCCEDP) was created as a result. NBCCEDP is administered by the Centers for Disease Control and Prevention (CDC) and operated by states, tribal organizations, territories and other national partners. The program began in Ohio in 1994. Known as the Breast and Cervical Cancer Project (BCCP), the program is administered by the Ohio Department of Health and operated by five BCCP Regional Enrollment Agencies (REA).

The Ohio Breast and Cervical Cancer Project (BCCP) plans to procure a web-based product as a business solution. The initiative will result in one program integrated client management system that can store and process the information from all Regional Enrollment Agencies (REAs) and program locations in addition to providing a comprehensive client management system for screening and follow-up associated with all program areas.

Utilization of a unified client management system will reduce duplication of work efforts, and lower cost, as the current procedures require the REA and ODH Staff to complete data entry manually on the same information. The Ohio BCCP is required to submit bi-annual data to the CDC on Minimum Data Elements (MDE). The current fragmented client systems do not allow for timely and accurate collection of the required data, leaving the Ohio BCCP with missing data elements and inadequate results. Furthermore, the current system requires repetitive data entry at the local and state level leading to data entry errors. A unified web-based system will result in higher production, more accurate reporting and improved service to BCCP clients.

The CDC Project Officer provided a listing of other states that use a web-based product for their state BCCP program. This list contained only two companies that currently work with other states and have a ready to use solution or off the shelf BCCP system (Catalyst and Med-IT). In addition, ODH conducted market research to identify other potential vendors, and none were found.   

Catalyst and Med-IT systems were evaluated based on user friendliness, minimum data elements as required by CDC, ability for multiple users access settings, cost, and the ability for ODH to use the information stored in the system.

The major difference between the two systems is the ability to query within the system and develop ad-hoc reports. Without this ability, it will limit the usefulness of our system for reporting, making program adjustments, and answering data questions timely.

This limitation ruled out the use of the Catalyst system for the state of Ohio, leaving only the Med-IT system as an off-the-shelf BCCP client management system for Ohio. In addition, MED-IT quoted a lower price.
 
   
Attachments Controlling Board Request No.: DOH0100428
Attachment TypeAttachment Description
Contract Vendor Signed Contract
Release and Permit Approved Release and Permit
Other Selection Justification
Release and Permit Approved release and permit 18
 
Release and Permit Information
NameFYAmountR & P #R & P DateIssued ByComments
McCallie Associates Inc 2018 $77,200.00 doh01180036 01/24/2018 Not Required
McCallie Associates Inc 2019 $45,750.00 soh0119005 01/24/2018 Not Required

Operating Request Required Information
New Contract - McCallie Associates Inc
Controlling Board Request No.: DOH0100428
1. Selection Process: Was this contract subject to selection by a Request for Proposal (RFP),
Request for Qualification (RFQ), Request for Information (RFI) process? No
Explain why this contract was not subject to an RFP, RFQ or RFI process
The major difference between the two systems is the ability to query within the system and develop ad-hoc reports. Without this ability, it will limit the usefulness of our system for reporting, making program adjustments, and answering data questions timely. This limitation ruled out the use of the Catalyst system for the state of Ohio, leaving only the Med-IT system as an off the shelf BCCP client management system for Ohio. In addition, MED-IT has the lower quote.
 
2. Provide the following selected contractor information:
McCallie Associates Inc
3906 Raynor Parkway, Suite 200
Bellevue,   NE  68123
County:
 
3. Contractor's location from which all or most of the contract work will be performed, if different from the
location of principal place of business. (For institutional agencies, cite the location of the institution,
including the city and county, where services are to be performed.)
same

   
4. Institutional agencies only: Is the contractor currently performing services at the institution listed above?No
5. Specify the deliverables of this contract or describe the scope of service(s) to be performed by this contractor.
The initiative will result in one program integrated client management system that can store and process the information from all Regional Enrollment Agencies (REAs) and program locations in addition to providing a comprehensive client management system for screening and follow-up associated with all program areas.
6. Cite the account category of expense being used for this purchase of service(s).
Account CategorySubobjectAmountNon-Exempt Amount
524066 $122,950.00 $122,950.00

 
Total Amounts $122,950.00 $122,950.00
7.
Duration of this contract (beginning and ending dates) within the fiscal biennium.
Beginning Date Ending Date
02/26/2018 06/29/2019
8. Is the contractor already performing work under this contract? No
   
9. Identify all state contracts which the selected contractor has had approved by the Controlling Board
since the beginning of the last fiscal year through this fiscal year to date. Also include contracts approved
for this agency or institutions of higher education.
a. Total number of contracts. 0
b. For each contract list the state agency and the contract amount.
AgencyContract/Agreement AmountFY
10. Contractor Procurement Compliance:
a. Is this contractor in compliance with Buy America? Yes
  Explain: Vendor is located in NE.
   
b. Is this contractor in compliance with Buy Ohio? No
Explain: Vendor is located in NE.
11.
Provide the following employee information: Nationwide Ohio
Total Number of Employees 114    0   
Percentage of Women 23% 0%
Percentage of Minorities 11% 0%
12. What percent of the work will be done by subcontractors?  0
  If more than 50%, provide the same information for each subcontractor as requested in number 11 above for the contractor.
SubcontractorNationwide
# of Employees
Nationwide
% of Women
Nationwide
% of Minorities
Ohio
# of Employees
Ohio
% of Women
Ohio
% of Minorities
13.  Provide all subsequent renewal schedules (beginning and ending dates) and amounts associated with this contract.

A contract renewal is the exercise of an option to enter into a subsequent contract with a vendor in accordance with renewal provisions specified in a preceding contract.
Beginning DateEnding DateTotal Lease Amount
Explain contract provisions.  n/a