To: Board of Supervisors
From: Anna Roth, Health Services Director
Report Title: Contract #76-705-1 with Accruent, 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 an Order Document with Accruent, LLC, a limited liability company, effective February 1, 2025, to increase the payment limit of Contract #76-705 by $181,790, from $95,024 to a new payment limit of $276,814, and extend the term from January 16, 2026, to January 31, 2028, and for successive 12 month terms thereafter for additional healthcare system maintenance services and software for Contra Costa Regional Medical Center (CCRMC).
FISCAL IMPACT:
Approval of this Contract will result in additional expenditures of up to $181,790 over a three-year period and will be funded 100% by Hospital Enterprise Fund I (Rate Increase).
BACKGROUND:
This Contract meets the needs of Contra Costa Health by providing CCRMC facilities management with access to Accruent's hosted licensed software via the TMS Online Professional Subscription Service Agreement made available to subscribed users over the internet and provides grant of license, user access, maintenance and support and documentation, data conversion, education, training, and consulting stated in an attached Managed Services Order Document.
Execution of this Order Form will allow CCRMC access to Accruent’s TMS Advanced Package for Core TMS functionality, including a staging site, dashboards, quick convert, survey, sidekick, web request, pager and basic integrations, Managed Services and TMS online software subscription to facilitate program management, business reviews, joint commission readiness, and compliance as well as e-learning licenses enabling CCRMC 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.
On October 24, 2023, the Board of Supervisors approved Contract Amendment #76-705 with Accruent to execute an Order Form (under TMS Online Professional Subscription Service Agreement) for managed services, healthcare system maintenance services and hosted software for the period January 17, 2023 through January 16, 2026.
Under this action (Contract #76-705-1), the parties will execute an Order Form (under TMS Online Professional Subscription Service Agreement dated January 19, 2010 (as amended under Contract #76-705)). The TMS Online Professional Subscription Service Agreement automatically renews for twelve (12) month periods, unless terminated by either party (per the terms of the agreement) and approves funds for Accruent to continue to provide managed services, healthcare system maintenance services and software for Contra Costa Reginal Medical Center, through January 31, 2028.
CONSEQUENCE OF NEGATIVE ACTION:
If this Contract is not approved, CCRMC’s facilities management will lose its access to Accruent’s TMS software, a computerized maintenance management platform utilized in conjunction with Accruent’s managed services related to the repair, configuration, setting up of new faculties segments, scheduling, tracking, recording, preventative maintenance, calibration, and training regarding the import and tracking of its assets. These services are critical in keeping CCRMC current with certification and accreditation to stay in compliance with regulatory bodies such as the joint commission. The potential of non-compliance may result in adverse effects such as financial losses, license revocations, business disruption, and poor quality of patient care.