HomeMy WebLinkAboutPR 14913: CONTRACT WITH DEPARTMENT OF STATE HEALTH SERVICES FOR VITAL STATISTICS/ONLINE BIRTH CERTIFICATE ACCESSMemor~xndum
City of Port Arth ur, Texas
Health Department
TO: Stephen Fitzgibbons, City Manager
FROM: Yoshi D. Alexander, MBA-HC'M, Health Director
DATE: September 3, 2008
SUBJECT: Proposed Resolution No. 14913
Contract Approval between thE; City of Port Arthur and the
Department of State Health Services for Vital Statistics
RECOMMENDATION
It is recommended that the City Council approve P.R. No. 14913, which is a contract
between the City of Port Arthur and the Department of State Health Services for
continuance of on-line computer services in support of the City's Vital Statistics
Division.
BACKGROUND
This contract will allow the City of Port Arthur Health Department Vital Statistics
Division to continue accessing the Department of State Health Services database to locate
data and issue Certifications of Vital Records to authorized individuals requesting such
data. The period of this contract is September 1, 2008 through August 31, 2010.
BUDGETARY AND FISCAL EFFECT
The City of Port Arthur will reimburse the Department of State Health Services $1.83 for
each Certification of Vital Record printed as a result of the searches of the database.
Funds are allocated in the City's general fund budget to cover this cost.
STAFFING EFFECT
None.
SUMMARY
It is recommended that the City Council approve P.R. No. 14913, which is a contract
between the City of Port Arthur and the Department of State Health Services to continue
to provide on-line computer services in support of the City's Vital Statistics Division.
P. R. NO. 14913
9/3/08-yda
RESOLUTION NO.
A RESOLUTION APPROVING A CONTRACT BETWEEN
THE CITY OF PORT ARTHUR .AND THE DEPARTMENT
OF STATE HEALTH SERVICES FOR VITAL STATISTICS
TO CONTINUE ONLINE BIRTH CERTIFICATE ACCESS
WHEREAS, the Department of State Health Services agrees to provide on-line
computer services in support of the City of Port Arthur Health Department Vital Statistics
Division for the period September 1, 2008 through August 31, 2010; and,
WHEREAS, the City of Port Arthur Health Department Vital Statistics Division
will search the Department of State Health Services databases, locate data, and issue
Certifications of Vital Records to authorized individuals requesting such data; and,
WHEREAS, the City of Port Arthur agrees to reimburse the Department of State
Health Services $1.83 for each Certification of Vital Record printed as a result of
searches of the database.
NOW THEREFORE BE IT RESOLVED BY THE CITY COUNCIL OF
THE CITY OF PORT ARTHUR:
Section 1. That, the facts and opinions :in the preamble are true and correct;
Section 2. That, the City Council of the City of Port Arthur hereby approves
the contract between the City of Port Arthur and the Department of State Health.
Services;
P. R. NO. 14913
Page 2 - 9/3/08
Section 3. That, the City Council deems it is in the best interest of the City to
approve and authorize the City Manager and the Director of the City's Health
Department to execute the contract between the Department of State Health Services and
the City of Port Arthur for on-line computer services to search, locate data, and issue
Certifications of Vital Records to authorized individuals as delineated in Exhibit
«A».
Section 4. That, a copy of the caption of this Resolution be spread upon the
Minutes of the City Council.
READ, ADOPTED, AND APPROVED, this day of September
2008 A.D., at a Regular Meeting of the City Council of the City of Port Arthur, Texas by
the following Vote:
AYES: Mayor:
Council members:
NOES:
Mayor
ATTEST:
Terri Hanks, Acting City Secretary
P. R. NO. 14913
Page 3 - 9/3/08
APPROVED AS TO FORM:
Mark Sokolow, Attorney ~~~ ~~~A~~~~~
APPROVED FOR ADMINISTRATION:
Stephen Fitzgibbons, City Manager
U~~.QS?.r/ _
Yoshi D. Alexander, MBA-HCM
Director of Health Services
EXHIBIT "A"
DEPARTMENT OF STATIE HEALTH SERVICES
P E ~'
i ~ ~~
x
H
This contract, number 2009-028791-001 (Contract), is entered into by and between the;
Department of State Health Services (DSHS or the Performing Agency), an agency of the State;
of Texas, for DSHS Program Vital Statistics Unit and_ CITY OF PORT ARTHUR (Receiving;
Agency), a Government Entity (collectively, the Paarties).
1. Purpose of the Contract Performing Agency agrees to provide and Receiving Agency
agrees to purchase the services and/or goods as described in this Contract.
2. Total Amount of the Contract The total amount of this Contract shall be determined by the:
number of birth certificates printed as a result of searches of the database.
3. Term of the Contract. This Contract begins on 09/01/08 and ends on 08/31/20].0. The;
Parties are not responsible for performance under this Contract before both parties have signed.
the Contract or before the start date of the Contract, whichever is later.
4. Authority. Performing Agency enters into this Contract under the authority of Health and
Safety Code, Chapter 1001. If this is an interagency, contract authority is also granted through
the Texas Government Code, Interagency Cooperation Act, Chapter 771 et seq. If this contract
is an interlocal, contract authority is also granted through the Texas Government Code, In.terlocal
Cooperation Act, Chapter 791 et seq.
5. Documents Forming Contract The Contract consists of the following:
a. Core Contract (this document)
b. Exhibits, if applicable
Any changes made to the Contract, whether by edit or attachment, do not form part. of the
Contract unless expressly agreed to in writing by Pe;rfornning Agency and Receiving Agency and
incorporated herein through written amendment.
This Contract may be modified within the Contract period by written amendment signed by both
Parties.
6. Statement of Work.
Performing Agency agrees to provide on-line computer services in support of Receiving Agency
from 7:00 a.m. to 6:00 p.m. Monday thru Friday, e~:cept holidays. In the event of an emergency
or computer application error, Performing Agency may temporarily suspend services without
advance notice.
92648-I
Receiving Agency will search Performing Agency databases, locate data, and issue Certifications
of Vital Records to authorized individuals requesiting such data. The certifications will be in a
format formally approved by Performing Agency. No limit will be established on the mzmber of
searches per month not resulting in issuance of a certification, provided the number is
reasonable.
Receiving Agency will acquire the necessary data processing equipment, communications,
hardware or software, and purchase "bank note" paper, as specified by Performing Agency.
Performing Agency will assist in connection of t:he equipment, furnish software program anti
provide technical assistance, if necessary.
Receiving Agency acknowledges that records n-~ay not be located in the searching process
instituted by Receiving Agency or records, which acre located, may have errors due to:
A) normal key-entry errors in spellings;;
B) accidental failure on the part of the Performing Agency to update a file
for an amendment or paternity determination; and
C) the event year does not exist on the ;>ystem.
Receiving Agency will notify Performing Agency in writing, at least monthly of errors or•
suspected errors that exist on the data base information.
Receiving Agency is to maintain an inventory control and account for each document produced.
on "bank note" paper, including voided documents.
Receiving Agency is responsible for maintaining a system of vital record keeping that is in.
accordance with Chapters 195 of the Health and Safety Code and the regulations adopted there
under.
7. Payee• The Parties agree that the following payee is entitled to receive payment for services
rendered by DSHS or goods provided under this Contract:
Name: Department of State Health Services
Address: 1100 West 49th Street
Austin, Texas 78756-3199
Vendor Identification Number: 35375375371000
8. Payment Method.
Fee for Service
Receiving Agency agrees to reimburse Performing; Agency $1.83 (One Dollar and 83/100) for
each Certification of Vital Record printed as a result of searches of the database.
92648-1
Receiving Agency agrees to charge the same base search fee for a birth certificate as Perfonmin~;
Agency. Additional fees may only be charged asp authorized by Texas Health and Safety Cod~°
191.
9. Billing Instruction. Performing Agency will submit a monthly itemized billing showing thE;
number of transactions by date to Receiving Agency and payment will be made no later than
thirty (30) days following the billing date. Payment will be considered made on the date;
postmarked.
10. Confidentiality. Parties are required to comply with state and federal laws relating to the;
privacy and confidentiality of patient and client records that contain Protected Healthi
Information (PHI), or other information or records made confidential by law. Receiving Agency
will maintain sufficient safeguards to prevent release or. disclosure of any information obtained.
hereunder to anyone other than Receiving Agency employee(s) or those who have an official.
need for the information and are authorized to receive such records. Receiving Agency further
agrees records obtained and issued, as specified under this contract, will be used for purposes as
herein set out and the use of these records or data fir other purposes must be agreed to in writing,
by both parties.
11. Security of Patient or Client Records Receiving Agency agrees that all data received
from Performing Agency shall be treated as confidential, and ensure all information provided to
outsourced entities remains confidential and utilized as specified in any pertinent written
agreements. Data will not be used for any purpose; other than that specifically set forth herein.
Data will not be made available to any other individual or organization without proper consent.
Data will be maintained to prevent unauthorized access and will not be used to track back to any
individual or organization identified by the data. Receiving Agency agrees to implement all
reasonable and necessary procedures to ensure that only authorized users will have access and
will notify Performing Agency immediately should it detect a security violation by one of its
employees or any other person. Receiving Agency is responsible for insuring that authorized
Receiving Agency employee(s) use only their own individual passwords while logged into
Performing Agency on-line computer applications.
Performing Agency will inactivate any individual who does not use their account for ninety (90)
days. Receiving Agency shall notify Performing Agency of all branch locations.
12. Suspension of Services Under This Contract_ In the event of an emergency or computer
overload, Performing Agency may temporarily suspend services without advance notice;. This
Contract may be immediately suspended upon reasonable suspicion by Performing Agency that
the terms of this Contract have been violated. Performing Agency further reserves the right to
terminate this Contract if, after reasonable notice and investigation, it is concluded that a
violation of this Contract has occurred.
13. Liability for Harm. It is expressly understood that Performing Agency makes no guarantee
of accuracy regarding the data provided to Receivin€; Agency under this contract.
14. Termination. This Contract maybe terminated. by mutual agreement of both parties. Either
party may terminate this Contract by giving 30 day's written notice of its intent to terrinate.
92648-1
Written notice may be sent by any method, which provides verification of receipt, and the 31J
days will be calculated from the date of receipt. 'This Contract may be terminated for cause b:y
either party for breach or failure to perform an essential requirement of the Contract.
Performing Agency reserves the right to limit or cancel access under this Contract should
Performing Agency determine that is has insufficient capacity in its computer system to ]naintain
current levels of transactions by Receiving Agency and/or that continued access by Receiving;
Agency is detrimental to the overall efficiency and operation of Performing Agency's computer
systems. Any such limitation or termination of services will be upon written notice to Receiving;
Agency by Performing Agency.
Upon termination of all or part of this Contract, Department and Receiving Agency will be;
discharged from any further obligation created under the applicable terms of this Contract excepit
for the equitable settlement of the respective accrued interests or obligations incurred prior to
termination.
15. Terms & Conditions
A. Federal and State Laws, Rules and Ordinances. Parties shall comply with all applicable:
federal and state statutes, rules and regulations.
B. Applicable Contracts Law and Venue for Disputes. Regarding all issues related to
contract formation, performance, interpretation, and any issues that may arise in any dispute
between the Parties, the Contract shall be governed by, and construed in accordance with, the
laws of the State of Texas. In the event of a dispute between the Parties, venue for any suit shall
be Travis County, Texas.
C. Exchange of Client-Identifying Information. Except as prohibited by other law, Receiving
Agency and Performing Agency shall exchange Public Health Information (PHI) without the
consent of clients in accordance with 45 CFR § 1ti4.504(e)(3)(i)(B), Health and Safety Code §
533.009 and Rule Chapter 414, Subchapter A or other applicable law or rules. Contractor shall
disclose information described in Health and SafE;ty Code § 614.017(a)(2) relating to special
needs offenders, to an agency described in Health and Safety Code §614.017(c) upon request of
that agency, unless Contractor documents that the: information is not allowed to be disclosed
under 45 CFR Part 164 or other applicable law.
D. Records Retention. DSHS shall retain records in accordance with the Department's State of
Texas Records Retention Schedule, located at
http://www.dshs.state tY us/records/schedules shtm, Department Rules and other applicable state
and federal statutes and regulations governing medical, mental health, and substance; abuse
information.
E. Severability and Ambiguity. If any provision of this Contract is construed to be illegal or
invalid, the illegal or invalid provision will be deemed stricken and deleted to the same; extent
and effect as if never incorporated, but all other provisions will continue. Parties represent and
agree that the language contained in this Contract is to be construed as jointly drafted, proposed
and accepted.
92648-1
F. Legal Notice. Any notice required or permitted to be given by the provisions of this Contras;t
shall be deemed to have been received by a Party on the third business day after the, date o:n
which it was mailed to the Party at the address first given above (or at such other address as the
Party shall specify to the Receiving Agency in writing) or, if sent by certified mail, on the date of
receipt.
G. Immunity Not Waived. THE PARTIES Ens;PRESSLY AGREE THAT NO PROVISIOr1
OF THIS CONTRACT IS 1N ANY WAY INT>=;NDED TO CONSTITUTE A WAIVER BZ'
DEPARTMENT OR THE STATE OF TEXAS OF .ANY IMMUNITIES FROM SUIT OF;
FROM LIABILITY THAT DEPARTMENT OR THE STATE OF TEXAS MAY HAVE BY
OPERATION OF LAW.
H. Waiver. Acceptance by either party of partial performance or failure to complain of any
action, non-action or default under this Contract shall not constitute a waiver of either party's
rights under the Contract.
I. Breach of Contract Claim. The process for a breach of contract claim against the Department:
provided for in Chapter 2260 of Texas Government Code and implemented in the rules at 25
TAC §§1.431-1.447 shall be used by Performing Agency and Receiving Agency to attempt to
resolve any claim for breach of contract made against Performing Agency.
J. Inspections.
Receiving Agency shall permit authorized Performing Agency personnel, during normal working
hours, to conduct site visits and review such records as needed to ascertain compliance with the
terms of this contract.
K. Voided Records.
To ensure compliance with Texas Administrative Code 181.24 Abused, Misused, or Iilagged
Records, Performing Agency is asking all Local office staff to be prudent in reviewing and
checking record information on the computer screen prior to printing. The State Vital Statistics
Unit does not honor nor encourage what some may consider "courtesy or free copies". All
documents printed via the remote access system .are considered legal and viable documents.
Every time a specific record is printed, it is counted. Once a record has been printed 10 times, it
can no longer be issued without authorization fi~om the State Vital Statistics Unit Office.
Records printed by accident should be reported toy the Security Manager to reset the lifetime
count. The State Vital Statistics Unit is not responsible for: printers not being turned on, printing
to wrong printer, printers not working properly, the accidental printing of a wrong record. In
order to reset the lifetime count of a customer, Receiving Agency must notify Performing
Agency Security Manager in writing to clear voided records from the remote access system's
customer lifetime counts and the original voided certificate must be sent into the State Vital
Statistics Unit Office.
L. Credits.
92648-1
Performing Agency will handle credit requests on a case-by-case basis. Credits may be
considered in those cases of emergency situations, i.e., equipment and systems failures or
inclement weather. Receiving Agency shall submit these requests in writing along with pertinent
documentation to provide justification to the State Registrar and/or designee for approval'..
Performing Agency will provide written documentation to the Receiving Agency on the status of
the approval of credit requests.
16. Entire Agreement. The Parties acknowledge that this Contract is the entire agreement of
the Parties and that there are no agreements or understandings, written or oral, between them
with respect to the subject matter of this Contract, other than as set forth in this Contract.
By signing below, the Parties acknowledge that they have read the Contract and agree to its
terms, and that the persons whose signatures appear below have the requisite authority to execute
this Contract on behalf of the named party.
DEPARTMENT OF STATE HEALT E VICES
By~
Signature of Authorized Official
~l~g l~ ~
Date
CITY OF PORT ARTHUR
By.
Signature
Date
Bob Burnette, C.P.M., CTPM
Director, Client Services Contracting Unit
1100 WEST 49TH STREET
AUSTIN, TEXAS 78756
(512) 458-7470
Bob.Burnette@dshs. state.tx.us
Stephen Fitzgibbons, City Manager
Printed Name and Title
P.CI. Box 1089
Address
Port Arthur, TX 77641
City, State, Zip
~i 983-8101 _
Telephone Number
E-mail Adiiress for Official Correspondence
92648-1