To: Board of Supervisors
From: Anna Roth, Health Services Director
Report Title: Contract #76-858 with Public Health Institute
☒Recommendation of the County Administrator ☐ Recommendation of Board Committee
RECOMMENDATIONS:
APPROVE and AUTHORIZE the Health Services Director, or designee, to execute on behalf of the County Contract #76-858 containing mutual indemnification with Public Health Institute, a California non-profit (public benefit) corporation, in an amount not to exceed $40,100, for software licensing, maintenance and support services for Contra Costa Health’s (CCH) cancer registry health information management system for the period from March 1, 2024 through February 28, 2027.
FISCAL IMPACT:
This contract will result in contractual service expenditures of up to $40,100 over a 3-year period and will be funded 100% by Hospital Enterprise Fund I.
BACKGROUND:
This contract meets the needs of the County by providing health information management software. The Public Health Institute's program, C/Net Solutions, CNExT Registry Software (CNExT), gives registrars a complete cancer data management system to run an efficient cancer registry, meet the standards of accrediting agencies, and comply with the latest Commission on Cancer (COC) standards for cancer registries. Utilized by CCH since 2013 to maintain its Cancer Registry, CNExT offers a fully functional, strategy-based data management system designed with input from registrars and offers ease of use, with comprehensive follow-up capabilities to automate the monthly follow-up process, ensuring strict adherence to established standards like the American College of Surgeons Cancer Program and the National Cancer Institute requirement(s). This contractor has been approved by the Public Works Department's Purchasing Division on February 5, 2024.
On February 8, 2023, the Purchasing Services Manager issued PO #027111 to C/Net Solutions for its CNExT Registry Software for the period March 1, 2023, through March 1, 2024. In compliance with County Administrative Bulletin AB600.3, Section III(B)(7), the department is transitioning the documenting of these software licensing, maintenance, and support services from purchase order to contract.
Under contract #76-858, the parties will execute a (1) Software License and Conversion Agreement and (2) Renewal Fee Schedule and Statement of Work for the provision of CNExT Registry Software licensing, maintenance, and support services. Under the terms of the agreement, the Public Health Institute's total liability is limited to the fees paid by the County to the Public Health Institute in the period preceding the event giving rise to such claim, provided that the limitation does not apply to Public Health Institute’s breach of confidential information/HIPAA violations or its indemnification obligations. The agreement obligates the County to indemnify Public Health Institute against any losses based on County’s negligence or willful misconduct in performing the agreement.
Approval of this new Contract #76-858 allows the contractor to provide services through February 28, 2027. The division is requesting a retroactive effective date for this contract due to delays caused by staff transitions and policy changes.
CONSEQUENCE OF NEGATIVE ACTION:
If this contract is not approved, CCH will lose access to software licensing, maintenance, and support services regarding its health information management system concerning its Cancer Registry, jeopardizing compliance with national standards and patient care.