To: Board of Supervisors
From: Dr. Ori Tzvieli, Interim Health Services Director
Report Title: Amendment #72-124-6 with Ride Roundtrip, Inc.
☒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 Amendment Agreement #72-124-6 with Ride Roundtrip, Inc., a corporation, effective April 1, 2025, to amend Contract #72-124 (as amended by Contract Amendments #72-124-1 through #72-124-4) to increase the payment limit by $5,500,000, from $14,500,000 to a new payment limit of $20,000,000 for additional development, implementation, management and hosting of its ride hailing software application system utilized for transportation coordination, scheduling, and dispatch for Contra Costa Health Medi-Cal patients with no change in the term.
FISCAL IMPACT:
Approval of this Amendment will result in additional annual expenditures of up to $5,500,000 until the agreement expires in term. FY 2025-26 will be funded by 69% Contra Costa Health Plan Enterprise Fund II, 16% Hospital Enterprise Fund I and 15% Health Care for the Homeless/Health Resources and Services Administration.
BACKGROUND:
Contra Costa Health provides social service case management to Medi-Cal patients who are identified as high utilizers who need additional services to improve their health outcomes. The County began contracting with this vendor in 2019 because transportation is a significant need for these patients. These services allow County personnel access to arrange rides for these patients via a web-based transportation booking portal. The Department of Health Care Services provides transportation services as a benefit to Medi-Cal Managed Care members under All Plan Letter (APL) 22-008.
A summary of service contract deliverables, including measurable outcomes required of the vendor to be monitored by the department in compliance with Section III(B)(7) of the Purchasing Policy include implementation and integration of Contra Costa Health Plans’s (CCHP) Utilization Management (UM) Portal and vendors Navigation Center (call center) services, as well as ongoing software application system access. This Amendment was approved by Health Services Personnel as a software specialized service contract.
On March 19, 2019, the Board of Supervisors approved Contract #72-124 with Ride Roundtrip in the amount of $800,000 for the provision of its hosted software portal services for transportation, coordination, scheduling, and dispatch for Medi-Cal patients, including interfacing with the County’s Electronic Health Record System for the period January 1, 2019 through December 31, 2020. This Contract included the County’s obligation to defend the vendor from losses arising out of County’s negligence or willful misconduct in performing services under the Agreement.
On December 8, 2020, the Board of Supervisors approved Contract Amendment/Extension Agreement #72-124-1 to increase the payment limit by $1,000,000 to a new payment limit of $1,800,000, and extend the term from December 31, 2020 to December 31, 2021, to reflect the continued Monthly Subscription System Access to its ride hailing software application system for transportation, coordination, scheduling, and dispatch for Medi-Cal patients.
On April 27, 2021, the Board of Supervisors approved Contract Amendment Agreement #72-124-2 with Ride Roundtrip, Inc., to increase the payment limit by $1,100,000 to a new payment limit of $2,900,000 for additional hosted software portal services for transportation coordination, scheduling, and dispatch for Medi-Cal patients with no change in the term.
On December 14, 2021, the Board of Supervisors approved Contract Amendment Agreement #72-124-3 with Ride Roundtrip, Inc., to increase the payment limit by $150,000 to a new payment limit of $3,050,000 for increased usage of hosted software portal services for transportation coordination, scheduling, and dispatch for Medi-Cal patients with no change in the term. Though not noted in the prior recommendations to the Board, a section of this Contract contains term language of successive (1) year period renewals unless terminated by either party with sixty (60) day notice.
On May 10, 2022, the Board of Supervisors approved Contract Amendment Agreement #72-124-4 with Ride Roundtrip Inc., to increase the payment limit by $7,450,000 to a new payment limit of $10,500,000 for the provision of additional hosted software portal services utilized to schedule and provide transportation to patients, including interfacing with the County’s Electronic Health Record System, and amend the term to include successive 1-year period renewals, until terminated by either party with sixty (60) day notice.
On October 22, 2024, the Board of Supervisors approved Consent Item (C.93) with Ride Roundtrip Inc., to increase the payment limit of Contract #72-124 by $4,000,000 to an amount not to exceed $14,500,000 for the provision of its ride hailing software application system utilized by Contra Costa Health for transportation coordination, scheduling, and dispatch for Medi-Cal patients with no change in the term; successive 1-year period renewals until terminated
Approval of this Contract Amendment #72-124-6 will allow the parties to execute Amendment No. 5 to Software and Services Agreement, dated January 1, 2019 (County Contract #72-124) to include integration of CCHP’s UM Portal and vendors call center services, with no change in the term (of successive 1-year period renewals, until terminated by either party with sixty (60) day notice) to allow the Contractor to continue to provide its ride hailing software application system for transportation coordination, scheduling, and dispatch for Medi-Cal patients and other related services, and to add the same services for non-emergent transport involving patients requiring gurneys, wheelchairs, and other non-emergent transport methods.
CONSEQUENCE OF NEGATIVE ACTION:
If this Contract Amendment is not approved, the County will lose access to these vital services, having a negative impact on holistic patient care.