To: Board of Supervisors
From: Anna Roth, Health Services Director
Report Title: Rescind Prior Board Action Pertaining to Contracted Services with Accruent, LLC
☒Recommendation of the County Administrator ☐ Recommendation of Board Committee
RECOMMENDATIONS:
RESCIND Board action of January 17, 2023 (C.33), which pertained to a contract with Accruent, LLC; and APPROVE and AUTHORIZE the Health Services Director, or designee, to execute Contract Amendment #76-705 containing mutual indemnification with Accruent, LLC, a limited liability company, and an Order Document for healthcare system maintenance services and software for Contra Costa Regional Medical Center in an amount not to exceed $95,024 for the period January 17, 2023 through January 16, 2026.
FISCAL IMPACT:
This contract amendment will result in contractual service expenditures of up to $95,024 over a 3-year period and will be funded 100% by Hospital Enterprise Fund I (Rate increase)
BACKGROUND:
This contract amendment meets the needs of the County by providing Contra Costa Regional Medical Center's (CCRMC) facilities management with access to Accruent's hosted licensed software via the TMS Online Professional Subscription Agreement made available to subscribed users over the internet and provides a grant of a license, user access, maintenance and support and documentation, data conversion, education, training, and consulting stated in an attached Managed Services Order Document. The services procured under this action include program management, business reviews, a joint commission readiness, and compliance package, as well as e-learning licenses enabling CCRMC's facilities management to access Accruent's hosted system to track medical devices regarding compliance with records such as calibration, service dates, repairs, and software maintenance.
The contractor has been providing services since the parties entered into the TMS Online Professional Subscription Service Agreement on January 19, 2010. This action will allow an amendment to the agreement to change the governing law, arbitration provision, and other conforming changes. Under the agreement, except concerning indemnification, the contractor's liability will not exceed the amount paid by the County. During the three-year term of the contract amendment, the County may only terminate the agreement if the board of supervisors fails to appropriate funds for payments due under the agreement.
On January 17, 2023, the Board of Supervisors approved C.33 to amend the TMS Online Professional Subscription Service Agreement dated January 19, 2010, executed by and between Accruent, LLC and County. However, a typo in the amount stated in the Recommendations section of the Board Order caused an incorrect amount to be approved. This Board Order will rescind that incorrect Board Order and allow approval in the amount of $95,024. This will allow the contractor to be paid for project management, business reviews, a joint commission readiness package, and eLearning services for CCRMC’s facilities management through January 16, 2026.
CONSEQUENCE OF NEGATIVE ACTION:
If the recommendation is not approved, the prior incorrect Board action will stand and the department will not have Board authorization to allow payment for services by Accruent, LLC through January 16, 2026.