To: Board of Supervisors
From: Anna Roth, Health Services Director
Report Title: Contract #76-890 with Q-Centrix LLC
☒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 a Master Agreement containing mutual indemnification with Q-Centrix LLC, a limited liability company, in an amount not to exceed $450,000, for a clinical data management software and services for Contra Costa Regional Medical Center (CCRMC), for the period from December 24, 2024 through December 23, 2027, and for successive one (1) year terms thereafter until terminated.
FISCAL IMPACT:
This Contract will result in contractual service expenditures of up to $450,000 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 a clinical data management platform and (related) services for the Safety and Performance Improvement Unit at CCRMC and Health Centers regarding quality and performance improvement measures. Q-Centrix’s Enterprise Clinical Data Management (eCDM™) is a comprehensive solution offering data curation services with an integrated software platform to capture the full value of clinical data with data services and insights delivered via a team of clinical data experts. Working through the County's electronic health record(s) system, Epic, and supporting programs such as Centers for Medicare & Medicaid Services (CMS), the eCDM™ solution provides clinical and strategic analytics. A unified platform for clinical data workflow, capture, and submission, this centralized registry data management solution assesses clinical data from capture to submission. CCMRC will utilize this solution in its data abstraction, upload, and submission regarding CMS core measures to the state. This contractor was approved by the Public Works Department's Purchasing Division on August 5, 2024. A summary of service contract deliverables includes target software availability of 99.9% in the production environment, activity by Q-Centrix required for CCRMC to submit CMS for the registry, pre-submission clean-up, reporting included natively within the platform, and training. This Contract was approved by Health Services Personnel to ensure there is no conflict with labor relations.
Under Contract #76-890, the parties will execute a Master Agreement (MA) (including the County's Health Insurance Probability and Accountability (HIPPA) Business Associate Addendum). Under the MA, except for claims arising from breach of the confidentiality provisions of the Contract, which is capped at $2,000,000, each party's liability is limited in aggregate to the amount paid to Q-Centrix over the preceding twelve (12) month period to the event giving rise to the liability. The initial term of this Contract is from the effective date and will continue for three (3) years thereafter and will automatically renew for an additional one (1) year period(s) unless terminated as provided under the Contract. Under the contract, the County is obligated to indemnify Q-Centrix for third party claims arising out of the County’s negligent performance of the contract.
Approval of this new Contract #76-890 allows (approves funds) for the contractor to provide services through December 23, 2027. Thereafter, the Contract renews for successive one (1) year terms until terminated.
CONSEQUENCE OF NEGATIVE ACTION:
If this contract is not approved, CCRMC will be unable to provide Safety and Performance Improvement metrics required by the as Centers for Medicare & Medicaid Services, risking regulatory non-compliance.