To: Board of Supervisors
From: Anna Roth, Health Services Director
Report Title: Amendment/Extension #23-789-1 with Trace3, LLC
☒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/Extension #23-789-1 with Trace3, LLC, a limited liability company, effective November 1, 2024, to increase the payment limit by $136,860 from $45,620 to a new payment limit of $182,480, and to extend the termination date from November 27, 2024 to April 30, 2026 for additional specialized information technology consulting services and support for Contra Costa Health (CCH) data centers.
FISCAL IMPACT:
Approval of this Amendment will result in additional annual expenditures of up to $136,860 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 information technology needs of the County, allowing a Cisco Application Centric Infrastructure (ACI) subject matter expert to provide guidance and support regarding CCH’s software defined data center(s) solutions with services that include software upgrades, monthly (software) health checks and assistance with issues, troubleshooting, and configuring new services for CCH’s Information Systems Unit. This resource aids CCH’s network engineering team with the operation of the advanced ACI solution(s) located at the department data center locations at 2380 Bisso Lane, Concord, CA., and 2311 Loveridge Road, Pittsburg.
CCH will monitor measurable service contract deliverables such as software review, upgrade, and analysis in compliance with Section III(B)(7) of the Purchasing Policy. This Contract was approved by CCH Personnel to ensure there was no conflict with labor relations.
On November 28, 2023, the Board of Supervisors approved Contract #23-789 with Trace3, LLC, in an amount not to exceed $45,620, including a liability provision that provided that except for liability arising from (i) gross negligence or willful misconduct, (ii) personal injury or death, or (iii) third-party claims for breach of the confidently provisions of each party’s lability under this Contract is limited to actual damages not to exceed five hundred thousand dollars ($500,000) for the provision of specialized information technology consulting services and support for Contra Costa Health data centers for the period November 28, 2023 through November 27, 2024.
Approval of this Contract Amendment/Extension Agreement #23-789-1 will allow the Contractor to provide additional specialized information technology consulting services and support for Contra Costa Health data centers through April 30, 2026.
CONSEQUENCE OF NEGATIVE ACTION:
If this Amendment is not approved the department will lose access to the contractor’s professional services resulting in diminished capacity to manage and support infrastructure that is running Epic, CCH’s electronic medical records system. This decrease in support may lead to a negative effect on patient care.