To: Board of Supervisors
From: Dr. Ori Tzvieli, Interim Health Services Director
Report Title: Contract #23-871 with Concord III, LLC
☒Recommendation of the County Administrator ☐ Recommendation of Board Committee
RECOMMENDATIONS:
APPROVE and AUTHORIZE the Interim Health Services Director, or designee, to execute on behalf of the County Contract #23-871 with Concord III, LLC, a limited liability company, in an amount not to exceed $414,900, for hosted fax system software, maintenance and support services for Contra Costa Health (CCH) for the period from June 10, 2025 through June 9, 2028, and for successive one (1) year periods thereafter until terminated under the agreement.
FISCAL IMPACT:
This Contract will result in contractual service expenditures of up to $414,900 over a three-year period and will be funded 100% by Hospital Enterprise Fund I revenues.
BACKGROUND:
This Contract meets the needs of CCH by providing a clouded-hosted faxing service. The current fax on-premises solution consists of a production server that utilizes a Physical Dialogic Media Gateway to send and receive faxes. This includes all faxing for CCH’s Electronic Health Records system, Epic EHR, and all faxing for the Contra Costa Regional Medical Center (CCRMC), its 9 Health Centers, and other CCH Divisions (Behavioral Health Services, Contra Costa Health Plan, Emergency Medical Services, Hazardous Materials, Health, Housing and Homeless Services, and Public Health) with no redundancy in place in case of an outage. This Contract will provide a cloud-hosted faxing solution to support the faxing needs of CCRMC, its Health Centers, and other CCH Divisions. A summary of service contract deliverables, including measurable outcomes required of the vendor to be monitored by the department in compliance with Section III(B)(7) of the Purchasing Policy include access to the following Cloud Fax Base features: Fac 2 email, Number porting, Direct Information Dialing Assignments, Premium support included, Print2fax, FaxAssist, Fax routing single destination, Cloud Fax Application Programming Interface, FolderFax, and SureConnect. After a competitive bid process, Contra Costa County Public Works Department issued a Notice of Intent to Award Contract for cloud faxing services to Concord III, LLC, dba Concord Technologies. This Contract was approved by Contra Costa Health Personnel to ensure there was no conflict with labor relations.
Under this new Contract (23-871), the parties will execute Concord III, LLC, dba as Concord Technologies Service Agreement (including the County's Health Insurance Probability and Accountability Act of 1996 (HIPAA) Business Associate Addendum). Under Concord III, LLC, dba Concord Technologies Service Agreement, except for claims arising from connection with the Business Associate Addendum, which is capped at $5,000,000, each party's liability is limited in aggregate to the amount paid to Concord III, LLC, dba Concord Technologies over the preceding twelve (12) month period to the event giving rise to the liability. The initial term of this Contract is from the effective date and will continue for three (3) years thereafter and will automatically renew for an additional one (1) year period(s) unless terminated as provided under the Contract. Under this Contract, the County is obligated to indemnify Concord III, LLC, dba Concord Technologies for third party claims arising out of the County’s breach of its obligations under this agreement.
Approval of this new Contract #23-871 allows (approves funds) for the contractor to provide services through June 9, 2028. Thereafter, the Contract renews for successive one (1) year terms unless terminated by either party (per the terms of the agreement).
CONSEQUENCE OF NEGATIVE ACTION:
If this Contract is not approved, the current manual fax system will continue without a redundancy plan in place in case of outages, resulting in the dilution of patient care.