To: Board of Supervisors
From: Marc Shorr, Information Technology Director
Report Title: Purchase Order with Spok, Inc.
☒Recommendation of the County Administrator ☐ Recommendation of Board Committee
RECOMMENDATIONS:
APPROVE and AUTHORIZE the Purchasing Agent, on behalf of the Chief Information Officer, to execute a purchase order with Spok, Inc. in an amount not to exceed $95,000, subject to Spok’s February 2024 Master Service Agreement, for the hardware, software, and implementation to upgrade the E911 System at Contra Costa Regional Medical Center and Health Service Department locations for the period May 15, 2025, through January 31, 2026.
FISCAL IMPACT:
The cost for this PO will be funded 100% by Hospital Enterprise Fund I revenues.
BACKGROUND:
The Spok E911 System is a comprehensive emergency notification and management solution designed to enhance safety and improve emergency response times within large facilities, particularly in healthcare settings. By integrating location tracking, automated alerts, and customizable workflows, the system ensures that the right people are notified and respond quickly during emergencies.
Key features and benefits:
1. Real-Time Location Tracking: They system tracks emergency calls within the facility, ensuring rapid identification of the incident location and reducing response time.
2. Automated Alerts: It sends instant notifications to designated responders, ensuring swift mobilization during emergencies.
3. Regulatory Compliance: The system helps meet Federal Communications Commission and other regulatory requirements, ensuring the organization stays compliant with emergency management standards.
4. Seamless Integration with Existing Phone Systems: Spok E911 integrates smoothly with current phone systems, avoiding disruptions to existing infrastructure.
5. Customizable Workflows: It allows organizations to customize emergency response workflows to fit specific needs, ensuring a coordinated response across departments.
The Parties entered into a Master Service Agreement effective February 27, 2024, which contains a limitation of liability, capping Spok’s total liability to the fees paid by County to Spok in the year preceding the County’s notice of a claim. However, this limitation does not apply to Spok’s indemnification obligations, claims related to bodily injury, damage to real or personal property, or violations of HIPPAA. This purchase is being made via sole source for continuity of service.
CONSEQUENCE OF NEGATIVE ACTION:
Failure to upgrade the Spok E911 System can lead to serious risks, including delayed emergency response due to lack of precise caller location, non-compliance with federal regulations, and increased liability in the event of emergency.