To: Board of Supervisors
From: Anna Roth, Health Services Director
Report Title: Amendment/Extension #23-505-4 with Hyland Software, 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 a Renewal Order Form with Hyland Software, Inc., a corporation, effective August 1, 2024 to increase the payment limit by $553,579, from $192,322 to a new payment limit of $745,901, and extend the termination date from July 31, 2026 to July 31, 2027 for additional OnBase document management software and services for the Contra Costa Health’s (CCH) Information Systems Unit.
FISCAL IMPACT:
Approval of this Amendment will result in additional annual expenditures of up to $553,579 and will be funded as budgeted by the department in FYs 2024-27, by 100% by Hospital Enterprise Fund I. (Rate increase)
BACKGROUND:
This Amendment/Extension meets the needs of the County by providing Hyland OnBase Enhanced Managed Services. Hyland Enhanced Managed Services allows the ability to configure, update, and maintain the Onbase document management software application and is a critical component of the CCH's Electronic Health Record (EHR) system, Epic. It is used enterprise-wide for imaging, scanning, document indexing, storage, electronic data archival, and retrieval through multiple CCH divisions. Hyland is the sole proprietary vendor of OnBase and the only authorized provider of ongoing system maintenance and support services. The additional funds provided by this amendment will allow for the continuation of work and ongoing delivery of the subscription services. Additionally, the Contract provides for performance of CCH’s ever-changing business requirements.
In July 2023, the County Administrator and Purchasing Manager approved Contract #23-505-3 with Hyland Software, Inc., in an amount not to exceed $192,322 for the provision of managed services to assist CCH Information Systems Unit with the upgrade of its OnBase software solution, regarding the implementation of Hyperdrive release for Epic, for the period from June 22, 2023, through July 31, 2026. This Contractor has been approved by the Public Works Department’s Purchasing Division on May 7, 2024. A summary of contract deliverables including measurable outcomes required by the contractor to be monitored by the department in compliance with Section III (B)(7) of the Purchasing Policy include, stability and availability of the software application, response to business needs, and execution of solution optimization tasks.
Approval of Contract Amendment/Extension #23-505-4 will allow the Contractor to provide additional services through July 31, 2027.
CONSEQUENCE OF NEGATIVE ACTION:
If this Amendment is not approved, CCH’s subscription to Hyland’s Enhanced Managed Services will expire and could result in substantially higher costs to secure the same or similar services under multiple contracts or engagement basis, causing significate delays in CCH’s ability to meet regulatory compliance for interoperability and information and data sharing requirements within CCH’s EHR system, adversely impacting and inhibiting the planned future expansion of OnBase into other CCH divisions.