DEPARTMENT: Health
DEPARTMENT HEAD: Vincent R. Nathan, PhD
COUNCIL DISTRICTS IMPACTED: Citywide
SUBJECT:
Authorizing an Amendment to the Software Support and Maintenance Agreement with the University of Texas Health Science Center San Antonio School of Dentistry for the Smilesmaker Software
SUMMARY:
This Ordinance will authorize an amendment to a software support and maintenance agreement to increase compensation paid to the University of Texas Health Science Center San Antonio (UTHSCSA) School of Dentistry for the San Antonio Metropolitan Health District’s use of the SmilesMaker software for the Oral Health Medicaid 1115 Waiver Project bringing the new cumulative amount of the contract from $24,000.00 to $27,567.00 over the three year period.
BACKGROUND INFORMATION:
SmilesMaker is a data entry program designed for use by community dental programs to collect personal health information, such as dental screening and sealant data. The software was developed as part of the Oral Health Workforce Grant, a collaborative project between UTHSCSA and Metro Health which began September 1, 2010 and ended on August 31, 2013.
The SmilesMaker software captures data specific to the field of oral health, including but not limited to the performance of limited oral evaluations, prescribed treatments and case management.
On April 10, 2014, City Council authorized the execution of software agreements with the UTHSCSA School of Dentistry for Metro Health’s use of the SmilesMaker software for data collection and reporting for the Oral Health Program through Ordinance number 2014-04-10-0234. Authorization of this amendment to increase compensation paid to the UTHSCSA School of Dentistry will allow Metro Health to increase the number of server licenses for Oral Health staff utilizing the software. Program staff utilizes this software on a year round basis for conducting school based clinics in local school districts. Oral health information captured through this system is then used for data collection and reporting for the Medicaid 1115 Waiver.
This amendment would take effect during the final renewal extension period which is scheduled to commence on October 1st, 2015 and end September 30, 2016.
ISSUE:
As the owner of all code written for and intellectual property associated with the SmilesMaker solution, UTHSCSA is the sole source provider for authorized access to SmilesMaker. In addition, UTHSCSA is the sole provider of software support, maintenance, and associated technology for SmilesMaker.
Metro Health is requesting to amend the software support and maintenance agreement to increase compensation paid to the UTHSCSA School of Dentistry for Metro Health’s use of the SmilesMaker software and increase the number of server licenses available for staff use.
ALTERNATIVES:
Should the contract amendment not be approved, Metro Health will have an insufficient number of server licenses available for staff utilizing the SmilesMaker software for data collection and reporting for the Oral Health Medicaid 1115 Waiver project. Staff will have to switch to paper in order to collect oral health information during school based clinics which could compromise data security.
FISCAL IMPACT:
Metro Health is requesting City Council authorization for an amendment to a software support and maintenance agreement to increase compensation paid to the University of Texas Health Science Center San Antonio School of Dentistry for Metro Health’s use of the SmilesMaker software for the Oral Health Medicaid 1115 Waiver Project.
The amendment will increase compensation paid to the UTHSCSA School of Dentistry from $9,600 to $13,167 during the final renewal extension period which is scheduled to commence on October 1st, 2015 and end September 30, 2016. This increase will bring the cumulative amount of the contract from $24,000.00 to $27,567.00 over the three year period.
Funding for this agreement is available and budgeted within Metro Health’s FY 2016 Medicaid 1115 Waiver fund and there will be no impact to the General Fund.
RECOMMENDATION:
Staff recommends approval of the amendment to the software support and maintenance agreement with the UTHSCSA School of Dentistry to increase compensation paid for Metro Health’s use of the SmilesMaker software for the Oral Health Medicaid 1115 Waiver Project.