To: Board of Supervisors
From: Anna Roth, Health Services Director
Report Title: Amendment/Extension #23-612-7 with Forward Advantage Holdings, 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/Extension #23-612-7 with Forward Advantage Holdings, Inc, a corporation, effective October 22, 2024 to increase the payment limit by $97,780 from $167,468 to a new payment limit of $265,248 and to extend the termination date from October 31, 2024 to October 29, 2025 for additional software maintenance and support for Contra Costa Health’s (CCH) Information Systems Unit.
FISCAL IMPACT:
Approval of this Amendment will result in additional annual expenditures of up to $97,780 and will be funded as budgeted by the department in FY 2024-25, by 100% Hospital Enterprise Fund I. (Rate increase)
BACKGROUND:
This Contract meets the needs of the County by providing software maintenance and support for CCH’s Information Systems Unit’s Information Management Program. This Program requires secure and efficient access to County computer systems for CCH hospitals and clinic staff, allowing a practical means for staff to electronically sign controlled substance medication orders within Epic CCH’s electronic medical records system. Imprivata OneSign Single Sign-On (SSO) offers a multi-factor authentication, single-sign on solution that improves security and workflow when accessing information systems. E-Prescribing, Electronic Prescribing of Controlled Substances (EPCS) allows doctors to prescribe medicine using a Token Identification (ID) & a Windows ID in Epic and provides robust identification capabilities when electronically prescribing controlled substances. Forward Advantage Holdings is also an authorized reseller of iGel Workspace Edition (Operating System Version 11 & Universal Management Suite) Solution, which serves as the clinical desktop used for all patient care.
On December 7, 2021, the Board of Supervisors approved Purchase Order #24056 with Forward Advantage, Inc., for the renewal of CCH’s Imprivata SSO and Confirmation ID for EPCS software licensing for CCH Information Systems Unit.
In November 2022, the County Administrator approved, and the Purchasing Services Manager executed Contract #23-612-3 with Forward Advantage, Inc., in an amount not to exceed $167,468 for the provision of software maintenance and support services CCH’s Information Systems Unit, for the period from November 1, 2022 through October 31, 2024.
In April 2023, the County Administrator approved, and the Purchasing Services Manager executed a Consent to Assignment and Amendment (County Contract #23-612-6) with Forward Advantage Holdings, Inc, effective April 26, 2023, to amend the agreement, reassigning it from Forward Advantage Inc to Forward Advantage Holdings, Inc, with no change in the term.
Forward Advantage Holdings is a reseller of Imprivata’s SSO product solution. Since 2011, CCH hospitals and clinic staff have used SSO to sign into the County’s systems. Imprivata has an established reputation in the industry and an existing contractual relationship with CCH. CCH will monitor measurable service contract deliverables regarding CCH’s access to subscription services in compliance with Section III(B)(7) of the Purchasing Policy. CCH (Personnel) approved this amendment to ensure no conflict with labor relations.
Approval of Contract Amendment Agreement #23-612-7 will allow the Contractor to provide additional software maintenance and support services through October 29, 2025.
CONSEQUENCE OF NEGATIVE ACTION:
If this Amendment is not approved, the maintenance and support licenses will expire and CCH will lose the ability to prescribe controlled medications, jeopardizing patient care.