Agenda

Return

C. 98

To:	Board of Supervisors
From:	Anna Roth, Health Services Director
Date:	February 28, 2023

Contra

Costa

County

Subject:

Contract 23-443-3 with Medical Information Technology

APPROVE	OTHER
RECOMMENDATION OF CNTY ADMINISTRATOR	RECOMMENDATION OF BOARD COMMITTEE

Action of Board On: 02/28/2023

APPROVED AS RECOMMENDED

OTHER

Clerks Notes:

VOTE OF SUPERVISORS

AYE:

John Gioia, District I Supervisor
Candace Andersen, District II Supervisor
Diane Burgis, District III Supervisor
Ken Carlson, District IV Supervisor
Federal D. Glover, District V Supervisor

Contact:	Rajiv Pramanik, 925-765-8689
cc:	F Carroll M Willhelm

I hereby certify that this is a true and correct copy of an action taken and entered on the minutes of the Board of Supervisors on the date shown.
ATTESTED: February 28, 2023
Monica Nino, County Administrator

BY:	, Deputy

RECOMMENDATION(S):

APPROVE and AUTHORIZE the Health Services Director, or designee, to execute Contract Amendment #23-443-2 with Medical Information Technology, Inc., a corporation, to extend the contract term end date from January 31, 2023 to January 31, 2026, and to increase the payment limit by $36,000, from $571,000, to a new payment limit of $607,000 to continue to provide software license and maintenance services for its Health Care Information Systems solution.

FISCAL IMPACT:

Approval of this action will result in additional annual expenditures of up to $36,000 and will be funded as budgeted by the department in FY 2022-26 by Hospital Enterprise Fund I. (Rate increase).

BACKGROUND:

This contract meets the needs of the County by providing a real-time, intuitive solution that streamlines supply chain, materials, reimbursements, and billing management in connection with patient data retrieval. Contra Costa Health Services has been contracting with Medical Information Technology since (at least 1992) under a Program License Agreement dated July 16, 1992, and a Health Care Information System (HCIS) Software Agreement dated April 28, 2003, under which the County purchased software modules from the contractor. Modules in use include Laboratory Module, Microbiology Module, Anatomical Pathology Module, Blood Bank Module, Materials Management Module, Data Repository, and MAGIC Operating Systems (Disaster Recovery). Health Services’ Clinical Laboratory uses these modules, which allow an exchange of, and real-time access to, patient medical information among the Clinical Labs. The County pays Medical Information Technology Inc., annually for the continued use and maintenance of the software modules.

On February 11, 2020, the Board of Supervisors approved Contract #23-443-2, executing a new HCIS Agreement that allowed the contractor to implement its Accounts Payable (AP) supply chain and cost management modules and provide three (3) years of maintenance for the management of reimbursements and billing, and reduce supply chain costs, maintain quality, and build profitability through materials management of real-time inventory and surgical tracking, with business analytics to measure budgetary and contract performance to identify areas for cost-saving opportunities for Contra Costa Regional Medical Center (CCRMC) from February 1, 2020, through January 31, 2023.

Though a retroactive request for an expired contract is atypical, the division is requesting the Board's consideration due to delays the department experienced in receiving a response from the contractor regarding the total cost for the 3-year renewal term and the impacts to real-time data exchange activities if the contract is not extended.

Approval of this action will allow the contractor to continue to provide software and maintenance services through January 31, 2026.

CONSEQUENCE OF NEGATIVE ACTION:

If this contract is not approved, the absence of this software solution could disrupt real-time patient data exchange between Clinical Laboratories and Epic, resulting in data loss. CCRMC will lose cost-saving opportunities regarding supply chain management. The undesirable effect may be decreased patient outcomes and financial loss for the County.