REPORT/RECOMMENDATION TO THE BOARD OF SUPERVISORS
OF SAN BERNARDINO COUNTY
AND RECORD OF ACTION
September 10, 2024
FROM
ANDREW GOLDFRACH, ARMC Chief Executive Officer, Arrowhead Regional Medical Center
SUBJECT
Title
Amendment to Agreement with Agilis, Inc. for Compliance Management System Support Services and Mobile Subscriptions
End
RECOMMENDATION(S)
Recommendation
Approve Amendment No. 2 to Website Licensing Agreement No. 22-1034 with Agilis, Inc., for additional compliance management system support services and mobile subscriptions, increasing the contract amount by $155,000, from $1,118,400 to $1,273,400, with no change to the contract period of March 5, 2020 through March 4, 2025.
(Presenter: Andrew Goldfrach, ARMC Chief Executive Officer, 580-6150)
Body
COUNTY AND CHIEF EXECUTIVE OFFICER GOALS & OBJECTIVES
Pursue County Goals and Objectives by Working with Other Agencies and Stakeholders.
FINANCIAL IMPACT
Approval of this item will not result in the use of Discretionary General Funding (Net County Cost). The additional cost of $155,000 is funded by State Medi-Cal, Federal Medicare, private insurances, and other departmental revenue. Funding sources may change in the future pending any legislative activity related to the repeal and/or replacement of the Affordable Care Act. Adequate appropriation and revenue have been included in the Arrowhead Regional Medical Center’s (ARMC) 2024-25 budget.
BACKGROUND INFORMATION
This Amendment with Agilis, Inc. (Agilis) will allow ARMC to fund the additional software updates to the Agilis online Compliance Document Management System modules as mandated by The Joint Commission. The system is a cloud-based compliance document management system, data repository and gap analysis reporting solution used to easily organize and access critical Joint Commission survey and ongoing compliance information.
Agilis is the only organization that provides a cloud-based work order system that captures and delivers real time compliance inspection data, provides on-demand inspection reports, monitors device inspection progress, delivers custom work order metrics including input costs, record work logs, and ability to track time both in real time and for historical work order and maintenance data. Use of this online system gives ARMC access to the Environment of Care and Life Safety chapters, the California Department of Public Health (CDPH) Title 22 regulations, and the Comprehensive Accreditation Manual for Hospitals (CAMH).
The Joint Commission Environment of Care (EOC) compliance standards require that inspection dates be documented for equipment such as fire extinguishers, fire doors, exit lighting, etc., as well as accurately maintaining inventory for thousands of devices used through the hospital. This system provides ARMC with the technology for acting quickly on issues discovered during EOC rounds, which is not only a critical part of patient safety but also a critical part of compliance.
On March 5, 2020, the Purchasing Department approved and executed the Website Licensing Agreement No. 4400013661, with Agilis in the amount of $789,000 for the period of March 5, 2020 through March 4, 2025, for limited, non-exclusive, non-transferrable licenses for access to the Compliance Management and Work Order System modules.
On October 25, 2022 (Item No. 13), as the result of a non-competitive procurement, the Board of Supervisors approved Amendment No. 1 to Website Licensing Agreement No. 22-1034 (previously Website Licensing Agreement No. 4400013661) with Agilis. This Amendment provided for the addition of unlimited user access to the compliance management system website modules for Life Safety and Emergency Management and support services and additional mobile subscriptions, increasing the contract amount by $329,400, from $789,000 to $1,118,400, with no change to the contract period of March 5, 2020 through March 4, 2025.
ARMC recommends approval of this amendment as it will allow ARMC to access updated regulatory requirement for its facilities management oversight, satisfying requirements of the state regulatory agencies and Joint Commission Hospital accreditation standards.
PROCUREMENT
Not applicable.
REVIEW BY OTHERS
This item has been reviewed by County Counsel (Bonnie Uphold, Supervising Deputy County Counsel, 387-5455) on August 12, 2024; Purchasing (Veronica Pedace, Buyer III, 387-2464) on August 13, 2024; ARMC Finance (Chen Wu, Finance and Budget Officer, 580-3165) on August 16, 2024; Finance (Jenny Yang, Administrative Analyst, 387-4884) on August 21, 2024; and County Finance and Administration (Valerie Clay, Deputy Executive Officer, 387-5423) on August 22, 2024.