To: Board of Supervisors
From: Dr. Grant Colfax, Health Services Director
Report Title: Contract Amendment #72-124-7 with Ride Roundtrip, Inc.
Recommendation: Recommendation of the County Administrator
RECOMMENDATIONS:
APPROVE and AUTHORIZE the Health Services Director, or designee, to execute on behalf of the County Contract Amendment #72-124-7 with Ride Roundtrip, Inc., a corporation, effective July 1, 2026, to amend Contract #72-124 (as amended by Contract Amendment #72-124-1 through 72-124-6), to increase the payment limit by $10,000,000, from $20,000,000 to a new payment limit of $30,000,000, 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 Contract Amendment will result in additional expenditures of up to $10,000,000 until the agreement expires in term. FY 26/27 will be funded by 69% Contra Costa Health Plan (CCHP) Hospital Enterprise Fund II, 16% Hospital Enterprise Fund I, and 15% Health Care for the Homeless/Health Resource Services Association.
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 by the vendor to be monitored by the department in compliance with Section III(B)(7) of the Purchasing Policy include an increase in CCHP’s usage of transportation, coordination, scheduling, and dispatch services for Medi-Cal patients. 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 includes 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 #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 #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 #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 #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, with no change in the term; successive 1-year period renewals until terminated.
On October 22, 2024, the Board of Supervisors approved Contract Amendment #72-124-5 (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 its hosted software portal for transportation coordination, scheduling, and dispatch for Medi-Cal patients with no change in the term.
On April 1, 2025, the Board of Supervisors approved Contract Amendment #72-124-6 with Ride Roundtrip Inc., to increase the payment limit by $5,500,000 to an amount not to exceed $20,000,000 for additional hosted software application system access for transportation coordination, scheduling, and dispatch services for Medi-Cal patients with no change in the term.
Approval of this Contract Amendment #72-124-7 will allow the parties to execute Amendment No. 6 to Software and Services Agreement, dated January 1, 2019 (County Contract #72-124) 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 provide additional ride hailing software application system access for transportation coordination, scheduling, and dispatch for Medi-Cal patients and other related services. CCHP is requesting a retroactive effective date due to delays caused by lack of real-time knowledge of expenditures.
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.