REPORT/RECOMMENDATION TO THE BOARD OF SUPERVISORS
OF SAN BERNARDINO COUNTY
AND RECORD OF ACTION
November 19, 2024
FROM
ANDREW GOLDFRACH, ARMC Chief Executive Officer, Arrowhead Regional Medical Center
SUBJECT
Title
Amendment to Contract with Park Place International, LLC dba CloudWave for Hardware Support and Maintenance
End
RECOMMENDATION(S)
Recommendation
Approve Amendment No. 4 to Agreement No. 19-842 with Park Place International, LLC dba CloudWave for hardware support and maintenance and cloud-based software service and support for the Medical Information Technology, Inc. electronic health record server environment, increasing the contract amount by $59,153, from $1,235,501 to a total contract amount of $1,294,654, and extending the contract period by six months, for a total contract term of December 17, 2019, through June 16, 2025.
(Presenter: Andrew Goldfrach, ARMC Chief Executive Officer, 580-6150)
Body
COUNTY AND CHIEF EXECUTIVE OFFICER GOALS & OBJECTIVES
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 $59,153 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 (ARMC) 2024-25 budget.
BACKGROUND INFORMATION
ARMC began using the Medical Information Technology, Inc. (MediTech) electronic health record system (EHR) for all patient care and billing needs in 2001. The MediTech EHR has since been replaced by a new EHR host environment, but maintaining the Meditech EHR legacy environment is essential to warehouse patient medical records while the data is migrated to the new EHR environment, which will host all of the old data and records.
Patient records are required to be retained for 10 years under federal and state health care records mandates. ARMC needs to maintain the Meditech EHR legacy environment for six more months while the records are migrated to comply with these mandates. Additionally, Amendment No. 4 (Amendment) to Agreement No. 19-842 (Agreement) with Park Place International, LLC dba CloudWave (CloudWave) will allow ARMC to continue hardware support and maintenance and cloud-based software service and support for the MediTech EHR through June 16, 2025, which will help to ensure the data migration to the new EHR host environment is successful.
On December 17, 2019 (Item No. 13), as the result of a non-competitive procurement, the Board of Supervisors (Board) approved the Agreement with CloudWave for service, support and licenses related to the MediTech server environment in the amount of $900,322, for the period from December 17, 2019 through December 31, 2022.
On March 29, 2022 (Item No. 8), the Board approved Amendment No. 1 to the Agreement with CloudWave for services, licenses, and support related to the MediTech server environment, increasing the total contract amount by $162,500, from $900,322 to $1,062,822, and extending the term for one year, for a total contract term of December 17, 2019 through December 16, 2023.
On May 23, 2023 (Item No. 22), the Board approved Amendment No. 2 to the Agreement with CloudWave for services, licenses, and support related to the MediTech server environment, increasing the total contract amount by $111,675, from $1,062,822 to $1,174,497, and extending the term for one year, for a total contract term of December 17, 2019 through December 16, 2024.
On May 21, 2024 (Item No. 16), the Board approved Amendment No. 3 to the Agreement with CloudWave for services, licenses, and support related to the MediTech server environment, increasing the total contract amount by $61,004, from $1,174,497 to $1,235,501, with no change to the contract period of December 17, 2019 through December 16, 2024.
ARMC recommends approval of this Amendment to allow the hospital to continue maintaining access to historical information and support the MediTech EHR while providing continuity of services for County residents.
PROCUREMENT
Not applicable.
REVIEW BY OTHERS
This item has been reviewed by County Counsel (Bonnie Uphold, Supervising Deputy County Counsel, 387-5455) on October 21, 2024; Purchasing (Veronica Pedace, Buyer III, 387-2464) on October 8, 2024 ; ARMC Finance (Chen Wu, Finance and Budget Officer, 580-3165) on October 25, 2024; Finance (Jenny Yang, Administrative Analyst, 387-4884) on October 28, 2024; and County Finance and Administration (Valerie Clay, Deputy Executive Officer, 387-5423) on November 1, 2024.