REPORT/RECOMMENDATION TO THE BOARD OF SUPERVISORS
OF SAN BERNARDINO COUNTY
AND RECORD OF ACTION
May 21, 2024
FROM
WILLIAM L. GILBERT, Director, Arrowhead Regional Medical Center
SUBJECT
Title
Amendment to Contract with Park Place International LLC dba CloudWave
End
RECOMMENDATION(S)
Recommendation
Approve Amendment No. 3 to Contract 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, to increase the 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.
(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 amended increase in cost of $61,004 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
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 The MediTech EHR has since been replaced by a new EHR, but maintaining the Meditech EHR legacy environment is essential to the record keeping of patient medical records, as they are required under federal and state health care records mandates to be retained for ten years. This Amendment 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.
On December 17, 2019 (Item No. 13), the Board of Supervisors (Board) approved Agreement No. 19-842 with Park Place International, LLC dba CloudWave for services, licenses, and support 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 Agreement No. 19- 842 with Park Place International, LLC dba 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 Agreement No. 19- 842 with Park Place International, LLC dba 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.
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
The original agreement was done via competitive procurement in 2019, resulting in the award to CloudWave. The agreement is being amended to allow time for the transition of the MediTech EHR system to a new vendor. The Purchasing Department supports the extension of this agreement.
REVIEW BY OTHERS
This item has been reviewed by County Counsel (Bonnie Uphold, Supervising Deputy County Counsel, 387-5455) on April 29, 2024; Purchasing (Veronica Pedace, Buyer III, 387-2464) on April 29, 2024;ARMC Finance (Chen Wu, Finance and Budget Officer, 580-3165) on April 29, 2024; Finance (Jenny Yang, Administrative Analyst, 387-4884) on May 1, 2024; and County Finance and Administration (Valerie Clay, Deputy Executive Officer, 387-5423) on May 2, 2024.