To: Board of Supervisors
From: Anna Roth, Health Services Director
Report Title: Amendment #23-443-4 with Medical Information Technology, Inc.
☒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 Contract Amendment Agreement #23-443-4 with Medical Information Technology, Inc., a corporation, effective October 1, 2024, to amend Contract #23-443-2 (as amended by #23-443-3), to increase the payment limit by $260,000, from $607,000 to a new payment limit of $867,000, for additional software license and maintenance services for its Health Care Information Systems solution with no change in the term of January 31, 2023 through January 31, 2026.
FISCAL IMPACT:
Approval of this Amendment will result in additional annual expenditures of up to $260,000 and will be funded as budgeted by the department in FYs 2024-26, by 100% Hospital Enterprise Fund I. (No rate increase)
BACKGROUND:
This Contract meets the needs of the County by providing a real-time, intuitive solution that streamlines the supply chain, materials and billing management, and reimbursement processes in connection with patient data retrieval. Contra Costa Health (CCH) has been contracting with Medical Information Technology since (at least 1992) under a Program License Agreement dated July 16, 1992, and a Health Care Information System (HCIS) Software Agreement dated April 28, 2003, under which the County purchased software modules from the contractor. Modules in use include Laboratory Module, Microbiology Module, Anatomical Pathology Module, Blood Bank Module, Materials Management Module, Data Repository, and MAGIC Operating Systems (Disaster Recovery). CCH’s Clinical Laboratory uses these modules, which allow an exchange of and real-time access to patient medical information among the Clinical Labs.
A summary of service contract deliverables, including measurable outcomes required of the vendor to be monitored by the department in compliance with Section III(B)(7) of the Purchasing Policy includes immediate patient lab test data by way of an interface directly with the Epic, the county’s medical record(s) system, system availability, and County’s access to data mining. This Contract was approved by CCH Personnel to ensure no conflicts with labor relations.
On February 11, 2020, the Board of Supervisors approved Contract #23-443-2, executing a new HCIS Agreement that allowed the contractor to implement its Accounts Payable supply chain and cost management modules and provide three (3) years of maintenance for the management of reimbursements and billing, and reduce supply chain costs, maintain quality, and build profitability through materials management of real-time inventory and surgical tracking, with business analytics to measure budgetary and contract performance to identify areas for cost-saving opportunities for Contra Costa Regional Medical Center from February 1, 2020, through January 31, 2023.
On February 28, 2023, the Board of Supervisors approved an increase in the payment limit of Contract #23-443-2 (Contract Amendment #23-443-3) with Medical Information Technology, to increase the payment limit by $36,000 to a new payment limit of $607,000 for additional software license and maintenance services for hits Health Care Information Systems and to extend the termination date from January 31, 2023 to January 31, 2026 for additional for additional software license and maintenance services for its Health Care Information Systems. The division is requesting a retroactive approval for this request due to delays cause by late receipt of essential information from the stakeholder(s).
Approval of Contract Amendment Agreement #23-443-4 will allow the Contractor to provide additional software license and maintenance services through January 31, 2026.
CONSEQUENCE OF NEGATIVE ACTION:
If this Amendment is not approved, real-time disruptions to CCH Clinical Laboratories and Epic patient data exchange may result in data loss (causing) diminished cost-saving opportunities regarding supply chain management. The undesirable effect may be decreased patient outcomes and financial loss for the County.