REPORT/RECOMMENDATION TO THE BOARD OF SUPERVISORS
OF SAN BERNARDINO COUNTY
AND RECORD OF ACTION
December 19, 2023
FROM
WILLIAM L. GILBERT, Director, Arrowhead Regional Medical Center
SUBJECT
Title
Contract with MRC Smart Technology Solutions, Inc. for Managed Print Services
End
RECOMMENDATION(S)
Recommendation
Approve Contract with MRC Smart Technology Solutions, Inc., to provide professional managed print services to Arrowhead Regional Medical Center and all outlying hospital facility locations in the total not to exceed amount of $2,050,000, for the contract period of January 1, 2024 through December 31, 2028.
(Presenter: William L. Gilbert, Director, 580-6150)
Body
COUNTY AND CHIEF EXECUTIVE OFFICER GOALS & OBJECTIVES
Operate in a Fiscally-Responsible and Business-Like Manner.
Provide for the Safety, Health and Social Service Needs of County Residents.
FINANCIAL IMPACT
Approval of this item will not result in the use of Discretionary General Funding (Net County Cost). The cost of $2,050,000 is funded by State Medi-Cal, Federal Medicare, private insurances, and other departmental revenue. ARMC is requesting additional funding for costs above and beyond the pricing as reflected in the bids, which do not include taxes, additional printers, fluctuating invoices due to print per page and any unforeseen expenses with the implementation and onboarding of the new vendor. 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 (ARMC) 2023-24 budget and will be included in future recommended budgets.
BACKGROUND INFORMATION
The contract with MRC Smart Technology Solutions, Inc. (MRC), will provide ARMC with managed print services (MPS), with the goal of producing print work more efficiently while reducing expenses. MPS includes equipment repair, supplies (excluding paper), preventative maintenance and parts, on-site proactive service and support with guaranteed service level response times, detailed account usage, and a simplified billing process. ARMC currently utilizes multi-function color, thermal, black-and-white printer devices, and local non-networked printers throughout the hospital that require supplies and maintenance.
MRC will provide comprehensive analytics, digitization, cloud technologies, and software to deliver a more seamless work experience across its networked and local devices, streamlining the support and maintenance workflow through the reporting platform provided by MRC as part of this contract. MRC will provide ARMC with a comprehensive analysis of current workflows to identify bottlenecks and find opportunities to digitize and automate processes.
ARMC recommends the approval of the agreement with MRC to provide MPS for printer device and service management needs throughout the hospital’s network based on MRC’s qualifications, extensive experience, and service management tools available for use by ARMC’s Information Management Department.
PROCUREMENT
The County Administrative Office approved and authorized the release of a Request for Proposals (RFP) No. ARMC123-ARMC-4961, MPS on May 5, 2023. The RFP was posted on the County’s Electronic Procurement Network (ePro).
Four proposals were received by the established deadline in response to the RFP. Proposals from all four bidders listed below met the minimum requirements and continued through the evaluation process.
|
Agency |
Agency Address |
Total 5-Year Cost |
|
Toshiba America Business Solutions, Inc. |
25530 Commercentre Drive Lake Forest, CA 92630 |
$2,495,625 |
|
MRC Smart Technology Solutions, Inc. |
5700 Warland Drive Cypress, CA 90630 |
$1,863,458 |
|
Konica Minolta Business Solutions, U.S.A., Inc. |
100 Williams Drive Ramsey, NJ 07446 |
$2,945,698 |
|
CBE Office Solutions |
4A Mason Irvine, CA 92616 |
$1,032,900 |
The evaluation committee, with representation from ARMC’s Executive Administration, Information Management, and Material Management, reviewed and evaluated the proposal based on the criteria released in the RFP. The criteria included Qualifications and Experience, Scope and Administrative Capacity, Reference, and Cost.
Based on the evaluation criteria, the evaluation committee determined MRC best met the needs of ARMC and is being recommended for award to provide MPS. Award and denial letters were sent to all bidders, advising those non-selected bidders of the opportunity to submit a formal written protest based on the criteria in the RFP. No protests were received by the deadline.
REVIEW BY OTHERS
This item has been reviewed by County Counsel (Bonnie Uphold, Supervising Deputy County Counsel, 387-5455) on November 20, 2023; Purchasing (Ariel Gill, Supervising Buyer, 387-2070) on November 22, 2023; ARMC Finance (Chen Wu, Finance and Budget Officer, 580-3165) on November 27, 2023; Finance (Jenny Yang, Administrative Analyst, 387-4884) on November 29, 2023; and County Finance and Administration (Valerie Clay, Deputy Executive Officer, 387-5423) on November 30, 2023.