REPORT/RECOMMENDATION TO THE BOARD OF SUPERVISORS
OF SAN BERNARDINO COUNTY
AND RECORD OF ACTION
December 5, 2023
FROM
WILLIAM L. GILBERT, Director, Arrowhead Regional Medical Center
SUBJECT
Title
Amendment to Contract with Agiliti Imaging, Inc. to Update the Equipment List for Maintenance and Service
End
RECOMMENDATION(S)
Recommendation
Approve Amendment No. 5 to Contract No. 20-99 with Agiliti Imaging, Inc. to update the equipment list for maintenance and service of medical imaging equipment, resulting in a decrease of $13,359, from $3,280,575 to a total contract amount of $3,267,216, with no change in the contract term of May 1, 2020 through April 30, 2025.
(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 amendment will reduce the cost of the total contract amount by $13,359, and 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 2024-25 recommended budget.
BACKGROUND INFORMATION
This amendment will allow ARMC to update the equipment list under Contract No. 20-99 by removing two pieces of medical imaging equipment (the SIREMOBILE Iso-C, and FLUROSCA Insight 2), which are at the end of life, that receive preventative maintenance and service, and adding one different piece of medical imaging equipment (the Radspeed PRO) to receive preventative maintenance and service. The change is necessary to reflect the current inventory of medical imaging equipment that requires preventative maintenance at ARMC and its associated Family Health Centers. The equipment is used to help diagnose disease or guide physicians during certain treatment procedures. With the changes reflected in Amendment No. 5, there will be a total of 50 pieces of equipment that receive preventive maintenance and service under Contract No. 20-99.
The medical imaging equipment that will be serviced under the contract range in age from two to 25 years and all require regular maintenance to ensure continuous operation. The medical imaging equipment units covered under the contract are no longer supported by the manufacturer so third-party vendors must be utilized for preventive maintenance and service.
On March 10, 2020 (Item No. 9), the Board of Supervisors (Board) approved Contract No. 20-99 with Agiliti Imaging Inc. (Agiliti) in the amount of $3,338,250, for preventive maintenance and service of medical imaging equipment for the term of May 1, 2020 through April 30, 2025.
On June 2, 2020 (Item No. 7), the Board approved Amendment No. 1 to Contract No. 20-99 with Agiliti to add additional equipment for preventive maintenance and service and to increase the contract amount by $189,000, from $3,338,250 to $3,527,250, with no change to the term of the contract.
On August 25, 2020 (Item No. 12), the Board approved Amendment No. 2 to Contract No. 20-99 with Agiliti to update the list of equipment to receive preventive maintenance and service and to decrease the contract amount by $241,775, from $3,527,250 to $3,285,475, with no change to the contract term.
On April 25, 2023 (Item No. 14), the Board approved Amendment No. 3 to Contract No. 20-99 with Agiliti to update the list of equipment to receive preventive maintenance and service and to increase the contract amount by $77,000, from $3,285,475 to $3,362,475, with no change to the contract term.
On July 11, 2023 (Item No. 9), the Board approved Amendment No. 4 to Contract No. 20-99 with Agiliti to update the list of equipment to receive preventive maintenance and service and to decrease the contract amount by $81,900, from $3,362,475 to $3,280,575, with no change to the contract term.
ARMC recommends the approval of Amendment No. 5 to Contract No. 20-99 to provide for the safety, health and social service needs of County residents by ensuring that there is minimal downtime of the medical imaging equipment due to equipment failure, and no delays in critical patient care.
PROCUREMENT
This amendment is based on a non-competitive procurement approved by the Purchasing Department as Agiliti is the only local vendor that can respond within two hours of equipment breaking down in order to provide maintenance and parts for each of the units specified in the contract. Agiliti also has the training and experience in servicing a variety of manufacturers and equipment models utilized by the ARMC Medical Imaging Department. Purchasing continues to support this non-competitive procurement based on the justification above.
REVIEW BY OTHERS
This item has been reviewed by County Counsel (Charles Phan, Deputy County Counsel, 387-5455) on October 17, 2023; Purchasing (Ariel Gill, Buyer III, 386-8046) on November 6, 2023; Finance (Chen Wu, Finance Budget Officer, 580-3165) on November 11, 2023; and County Finance and Administration (Valerie Clay, Deputy Executive Officer, 387-5423) on November 15, 2023.