To: Board of Supervisors
From: Dr. Grant Colfax, Health Services Director
Report Title: Purchase Order with Hyland Software, Inc.
☒Recommendation of the County Administrator ☐ Recommendation of Board Committee
RECOMMENDATIONS:
APPROVE and AUTHORIZE the Purchasing Agent, or designee, to execute on behalf of the Health Services Director, (1) a purchase order with Hyland Software, Inc. in an amount not to exceed $8,527 for the acquisition of medical imaging software licenses to support imaging operations at Contra Costa Regional Medical Center (CCRMC), and (2) the Hyland Master Agreement for the use of software licenses, including PACS Scan, for the period of November 1, 2025, through October 31, 2027, and for consecutive annual renewals thereafter unless terminated.
FISCAL IMPACT:
This action will result in expenditures of up to $8,527 over a two-year period and will be funded by Hospital Enterprise Fund I revenues.
BACKGROUND:
Since 2009, CCRMC has operated under perpetual licenses for Hyland’s PACSgear suite, including PACS Scan, which enables the capture, integration, and sharing of medical images and clinical documentation across systems such as PACS and Electronic Health Records (EHRs). PACS Scan facilitates the digitization of physical documents and multimedia files, linking them to patient records and streamlining workflows while reducing paper usage.
Contra Costa Health Information Technology (CCH IT) received a renewal request on March 9, 2023, for the Purchase Order covering payment for Hyland PACS Scan and PACSgear software and maintenance. It was encouraged for the vendor and the stakeholder to establish a formal agreement and a Business Associate Agreement (BAA). Extended negotiations resulted in delays. On September 4, 2025 purchase order #33439 was issued to address the outstanding invoices dating back to 2023.
The proposed agreement will formalize the terms governing the current purchase request and establish a framework for future renewals, upgrades, and support services. Continued access to PACSgear is essential for maintaining efficient imaging operations, ensuring data integrity, and supporting CCRMC’s commitment to high-quality, patient-centered care. The agreement includes standard contractual provisions, including limitations of liability, indemnification language, and a HIPAA-compliant Business Associate Addendum (BAA).
CONSEQUENCE OF NEGATIVE ACTION:
Failure to approve this action will cause loss of access to software updates, technical support, and maintenance services. This could lead to compatibility issues with newer systems, reduced efficiency in managing medical images and documents, and potential disruptions in workflows. Additionally, without support, resolving technical issues could become more challenging, impacting overall operations.