To: Board of Supervisors
From: Dr. Grant Colfax, Health Services Director
Report Title: Interagency Agreement #23-580-4 with San Ramon Valley Fire Protection District
☒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 Interagency Agreement #23-580-4 with San Ramon Valley Fire Protection District (SRVFPD), a government agency, in an amount not to exceed $139,579, for electronic patient care records hosting and support services for the Contra Costa Emergency Medical Services (EMS) system for the period December 16, 2025 through December 15, 2026.
FISCAL IMPACT:
Approval of this Contract will result in annual expenditures of up to $139,579 and will be funded 100% by CSA EM-1 (Measure H).
BACKGROUND:
The purpose of this Interagency Agreement for County is to reimburse SRVFPD for its payments to Definitive Networks, Inc., who will provide electronic patient care records hosting and support services for certain County fire protection agencies. Reimbursements will be made with Measure H funds. SRVFPD has been providing service to County under this contract since December 15, 2015.
This Contract is entered into under and subject to the following legal authorities: California Government Code §§ 26227 and 31000; Health and Safety Code §§ 1797 et seq. EMS’s Quality Management, Utilization Management and Contract Monitor Staff meet on a regular basis to ensure monitoring and performance measures in the Contract are upheld. This Contract was approved by Health Services Personnel to ensure there is no conflict with labor relations. Per Administrative Bulletin 600.3, Interagency Agreements are exempt from solicitation requirements
On November 1, 2016, the Board of Supervisors approved Agreement #23-580-1 with SRVFPD for the provision of electronic patient care records hosting and support services for the period December 15, 2016 through December 14, 2019.
On March 26, 2019, the Board of Supervisors approved Amendment Agreement #23-580-2 with SRVFPD, to increase the payment limit by $169,162 to a new payment limit of $464,362 and extend the termination date from December 14, 2019 to December 14, 2022, for additional electronic patient care records hosting and support services for the Contra Costa EMS System.
On November 29, 2022, the Board of Supervisors approved Amendment Agreement #23-580-3 with SRVFPD, to increase the payment limit by $404,000 to a new payment limit of $868,362 and extend the termination date from December 14, 2022 to December 14, 2025, for additional electronic patient care records hosting and support services for the Contra Costa EMS System.
Approval of Interagency Agreement #23-580-4 will allow the Contractor to continue to provide electronic patient care records hosting and support services through December 15, 2026. This Contract is delayed due to extended negotiations between Contractor and the EMS Division.
CONSEQUENCE OF NEGATIVE ACTION:
If this Agreement is not approved, Contra Costa County’s EMS Systems will not receive additional enhancements supporting education, training, patients safety and quality improvements for its providers.