REPORT/RECOMMENDATION TO THE BOARD OF SUPERVISORS
OF SAN BERNARDINO COUNTY
AND RECORD OF ACTION
September 9, 2025
FROM
ANDREW GOLDFRACH, ARMC Chief Executive Officer, Arrowhead Regional Medical Center
SUBJECT
Title
Amendment to Contract with Hyland Software, Inc. for Data Extraction Services
End
RECOMMENDATION(S)
Recommendation
Approve Amendment No. 5 to Contract No. 21-148 with Hyland Software, Inc., for data extraction services, increasing the contract amount by $155,000, from $2,182,723 to $2,337,723 with no change to the contract term of March 2, 2021 through March 1, 2026.
(Presenter: Andrew Goldfrach, ARMC Chief Executive Officer, 580-6150)
Body
COUNTY AND CHIEF EXECUTIVE OFFICER GOALS & OBJECTIVES
Improve County Government Operations.
Operate in a Fiscally-Responsible and Business-Like Manner.
FINANCIAL IMPACT
Approval of this item will not result in the use of Discretionary General Funding (Net County Cost). The 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 (ARMC) 2025-26 budget.
BACKGROUND INFORMATION
Amendment No.5 (Amendment) to the Contract with Hyland Software, Inc (Hyland) will allow for the extraction of data from ARMC’s OnBase medical document management system to consolidate into ARMC's electronic health record (EHR) system, Epic. This one-time data conversion will improve operational efficiency, provide centralized storage of health information, and reduce reliance on manual troubleshooting.
On March 2, 2021 (Item No. 10), as a result of Request for Proposals (RFP) No. ARMC120-ARMC-3710, the Board of Supervisors (Board) approved Contract No. 21-148 in the amount of $2,067,788 for the period March 2, 2021 through March 1, 2026 for the provision of a document management system for the transition and implementation of a new EHR system.
On March 15, 2022 (Item No. 15), the Board Amendment No. 1 to the Contract reducing the amount of the Contract by $100,000 for a new contract total for $1,967,788. This action was needed due to reduced work effort in the un-stubbing and temporary storage of files before being shipped to Hyland.
On May 23, 2023 (Item No. 18), the Board approved Amendment No. 2 to the Contract for the OnBase Upgrade and integration of Epic Hyperdrive into the OnBase document management system platform, increasing the contract amount by $200,000 from $1,967,788 to $2,167,788, with no change to the contract period of March 2, 2021 through March 1, 2026.
On July 11, 2023 (Item No. 15), the Board approved Amendment No. 3 for workflow solution updates to enable export of Advance Care Planning documents from OnBase document management system to network share, increasing the contract amount by $9,000 from $2,167,788 to $2,176,788, with no change to contract period of March 2, 2021 through March 1, 2026.
On January 14, 2025 (Item No. 13), the Board approved Amendment No. 4 to the Contract for the addition of a barcode server, increasing the contract amount by $5,935, from $2,176,788 to $2,182,723, with no change to the contract period of March 2, 2021 through March 1, 2026.
ARMC recommends approval of this Amendment, to allow ARMC to consolidate data onto the Epic EHR System and provide greater efficiency through time-savings, on-call troubleshooting, and the centralized storage of health information.
PROCUREMENT
Not applicable.
REVIEW BY OTHERS
This item has been reviewed by County Counsel (Bonnie Uphold, Supervising Deputy County Counsel, 387-5455) on July 29, 2025; Purchasing (Veronica Pedace, Buyer III, 387-2464) on July 30, 2025; Innovation and Technology Department (Lynn Fyhrlund, Chief Information Officer, 388-5501) on August 18, 2025; ARMC Finance (Chen Wu, Finance and Budget Officer, 580-3165) on August 18, 2025; and County Finance and Administration (Jenny Yang, Administrative Analyst, 387-4884) on August 20, 2025.