REPORT/RECOMMENDATION TO THE BOARD OF SUPERVISORS
OF SAN BERNARDINO COUNTY
AND RECORD OF ACTION
September 26, 2023
FROM
WILLIAM L. GILBERT, Director, Arrowhead Regional Medical Center
SUBJECT
Title
Amendment to Contract with Tegria Services Group - US, Inc. for Cloud Hosting Services
End
RECOMMENDATION(S)
Recommendation
Approve Amendment No. 1 to Contract No. 23-341 with Tegria Services Group - US, Inc., to add cloud hosting services to the scope of work, with no change to the not-to-exceed amount of $1,600,000, or contract term of May 23, 2023 through May 22, 2028.
(Presenter: William L. Gilbert, Director, 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 $1,600,000 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 (ARMC) 2023-24 budget and will be included in future recommended budgets.
BACKGROUND INFORMATION
Amendment No. 1 will allow ARMC to add cloud hosting services to the scope of work within Contract No. 23-341 (Agreement) with Tegria Services Group - US, Inc. (Tegria). Tegria currently maintains the server, cloud storage environment, hardware, and application support for the Meditech legacy electronic health record system. Cloud hosting will allow ARMC to access Meditech data in Tegria's hosted environment. There is a cost savings to ARMC and the County as ARMC will not have to purchase equipment and support a system that is being sunset.
The current Meditech hardware is at the end of life, and it is no longer cost-effective to keep the Meditech electronic health record system onsite at ARMC as it was replaced by an electronic health records system from the Epic Corporation.
The outsourced server/storage and application software support from Tegria will provide requisite servers, storage, and backups for all patient records stored in the Meditech environment prior to 2019, in compliance with the Health Insurance Portability and Accountability Act regulations for security/privacy issues.
Tegria will maintain infrastructure used in hosting Meditech consistent with industry standards, monitor the hosted environment to ensure stability, and maintain a back-up of the legacy Meditech system.
On May 23, 2023 (Item No. 20), as result of a competitive process, the Board of Supervisors approved the Agreement with Tegria in the amount of $1,600,000 for Meditech Cloud Services for the period of May 23, 2023 through May 22, 2028.
This Agreement with Tegria will provide for the safety, health and social services needs of county residents by continuing support services for the Meditech environment, allowing ARMC to have continual access and storage of patient records to meet regulatory mandates for medical record retention and patient access to health records.
ARMC recommends approval of this amendment to add cloud services hosting to the scope of work under the Agreement to ensure compliance with regulatory requirements for document retention of patient medical records of 10 years.
PROCUREMENT
The amendment is based on a competitively procured agreement resulting from Request for Proposal No. ARMC122-ARMC-4660 for Meditech Cloud Services released on July 5, 2022. The Purchasing Department continues to approve this procurement based on the formal, competitive solicitation referenced above.
REVIEW BY OTHERS
This item has been reviewed by County Counsel (Bonnie Uphold, Supervising Deputy County Counsel, 387-5455) on August 30, 2023; Purchasing (Ariel Gill, Buyer, 777-0722) on August 31, 2023; ARMC Finance (Chen Wu, Finance Budget Officer, 580-3165) on September 1, 2023; Finance (Jenny Yang, Administrative Analyst, 387-4884) on September 8, 2023; and County Finance and Administration (Valerie Clay, Deputy Executive Officer, 387-5423) on September 11, 2023.