REPORT/RECOMMENDATION TO THE BOARD OF SUPERVISORS
OF SAN BERNARDINO COUNTY
AND RECORD OF ACTION
January 27, 2026
FROM
ANDREW GOLDFRACH, ARMC Chief Executive Officer, Arrowhead Regional Medical Center
SUBJECT
Title
Amendment to Contract with Hyland Software, Inc. for the Consolidation of OnBase Medical Document Management System into the Electronic Health Record System
End
RECOMMENDATION(S)
Recommendation
Approve Amendment No. 6 to Contract No. 21-148 with Hyland Software, Inc., for the consolidation of OnBase medical document management system into the electronic health record system, increasing the contract amount by $360,944.05, from $2,337,723 to $2,698,667.05, and extending the contract term by one year for a new total contract term of March 2, 2021 through February 28, 2027.
(Presenter: Andrew Goldfrach, ARMC Chief Executive Officer, 580-6150)
Body
COUNTY AND CHIEF EXECUTIVE OFFICER GOALS & OBJECTIVES
Improve County Government Operations.
FINANCIAL IMPACT
Approval of this item will not result in the use of Discretionary General Funding (Net County Cost). The cost of $360,944.05. 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 and will be included in 2026-27 recommended budget.
BACKGROUND INFORMATION
Amendment No. 6 (Amendment) to Contract No. 21-148 (Contract) with Hyland Software, Inc. (Hyland) will extend the Contract for one year to allow for the consolidation of ARMC’s OnBase medical document management system into ARMC's electronic health record (EHR) System. The extension will allow the software to be operational and functional, which is required for the conversion to be completed. The increased cost includes the annual subscription payment for March 1, 2026 through February 28, 2027 of $288,755.24 and extended support fees of $72,188.81.
On March 2, 2021 (Item No. 10), as the result of formal solicitation No. ARMC 120-ARMC-3710, the Board of Supervisors (Board) approved the Contract with Hyland in the amount of $2,067,788.44 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 electronic health record system.
On March 15, 2022 (Item No. 15), the Board approved Amendment No. 1 to the Contract with Hyland for the document management system, decreasing the contract by $100,000 from $2,067,788 to $1,967,788 for the total fixed fee cost of the Statement of Work, with no change to the contract period of March 2, 2021 through March 1, 2026. This action reflected the reduced work effort in the un-stubbing and temporary file storage before being shipped to Hyland.
On May 23, 2023 (Item No. 18), the Board approved Amendment No. 2 to the Contract with Hyland for the document management system for the OnBase Upgrade, including technical assessment and support for a system 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 to the Contract with Hyland which omitted a standard contract provision, for workflow solution updates to enable export of Advance Care Planning documents from OnBase document management system to a 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 with Hyland 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.
On September 9, 2025 (Item No. 10), the Board approved Amendment No. 5 to the Contract with Hyland 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.
ARMC recommends approval of this Amendment to ensure system availability during consolidation of data into the EHR System and to generate efficiencies that will improve County Government Operations.
PROCUREMENT
Not applicable.
REVIEW BY OTHERS
This item has been reviewed by County Counsel (Bonnie Uphold, Supervising Deputy County Counsel, 387-5455) on January 15, 2026; Purchasing (Veronica Pedace, Buyer III, 387-2464) on December 17, 2025; Innovation and Technology Department (Lynn Fyhrlund, Chief Information Officer, 388-5501) on December 12, 2025; ARMC Finance (Chen Wu, Finance and Budget Officer, 580-3165) on January 2, 2026; and County Finance and Administration (Jenny Yang, Administrative Analyst, 387-4884) on January 6, 2026.