To: Board of Supervisors
From: Anna Roth, Health Services Director
Report Title: Amendment to Purchase Order with Computacenter United States 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) an amendment to purchase order #29156 with Computacenter United States Inc. to increase the payment limit by $1,990,187 to a new payment limit of $2,447,005, and extend the term through November 30, 2027, and (2) an amendment to the Master Products and Services Agreement with Computacenter United States Inc. for Citrix software licenses. (100% Hospital Enterprise Fund I)
FISCAL IMPACT:
Approval of this action will result in an additional $1,990,187 in expenditures over a 37-month period and will be funded by Hospital Enterprise Fund I revenues.
BACKGROUND:
The Epic Electronic Health Record (EHR) system requires the use of Citrix software license. Citrix software allows Contra Costa Health (CCH) staff access to the Epic EHR system using published applications, which are the method of application delivery that Citrix enables. It allows installation of the application on a few servers and publishing the application to thousands of virtual desktop machines for telehealth. Citrix improves remote access to Epic EHR. The CCH IT Department is renewing the annual subscription for Citrix Universal Premium Concurrent Licenses to comply with Epic requirements.
On October 24, 2023, the Board of Supervisors approved item C.52 to execute purchase order #29156 with Computacenter United States Inc. in the amount of $456,818 to renew Citrix licenses for the period from October 31, 2023, through October 30, 2024, and approved the Computacenter Master Services Agreement, which also governs this purchase.
The contract amendment will permit the County to terminate the Computacenter agreement in future fiscal years in the event the County does not appropriate funds for amounts due under the contract. Approval of this request will enable the department to purchase an additional 500 Citrix licenses and renew existing licenses at a guaranteed price, providing support through November 30, 2027.
Computacenter is the authorized reseller for Cloud Software Group’s Citrix software and hardware offerings. On April 10, 2024 the Purchasing Agent approved the continued use of Computacenter United States Inc.
CONSEQUENCE OF NEGATIVE ACTION:
Without ongoing licenses from Citrix, CCH Epic system would not function. This will result in EHR accessibility issues and potential connectivity failures. Attempting to replace Citrix would create a substantial cost and take significant time to find a suitable replacement. There would also be a substantial cost for training, which would make the bid unjustifiable. As this is also a mandate by Epic, any replacement would need Epic's approval.