REPORT/RECOMMENDATION TO THE BOARD OF SUPERVISORS
OF SAN BERNARDINO COUNTY
AND RECORD OF ACTION
June 27, 2023
FROM
WILLIAM L. GILBERT, Director, Arrowhead Regional Medical Center
SUBJECT
Title
Amendments to Agreement with Planview Delaware, LLC for Project Management Software
End
RECOMMENDATION(S)
Recommendation
1. Approve Amendment No. 4 to Agreement No. 4400004725 with Planview Delaware, LLC, for project management software, increasing the contract amount by $175,000, from $484,812 to $659,812, with no change to the contract term of November 7, 2017, and continuing until terminated by either party.
2. Approve Amendment No. 5 to Agreement No. 4400004725 with Planview Delaware, LLC, for remote consulting service support of project management software, increasing the contract amount by $4,800, from $659,812 to $664,612, with no change to the contract term of November 7, 2017, and continuing until terminated by either party.
(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 cost of $179,800 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) 2022-23 budget and will be included in future recommended budgets.
BACKGROUND INFORMATION
On November 7, 2017, the Purchasing Department (Purchasing) executed non-financial Agreement No. 4400004725 (Agreement) with Planview for project management software for a period beginning November 7, 2017 and continuing until terminated pursuant to an Order Form, Statement of Work, or the termination provision in the Agreement. The terms and conditions of the Agreement applied to a subsequent Order Form for Innotas software for physician documentation through Planview, which is identified as Amendment No. 1 for tracking purposes. Thereafter, Amendment No. 2 was approved by Purchasing for an annual subscription with Planview. Both amendments had a total cost of $187,812.
On September 15, 2020, Purchasing executed an Order Form in the amount of $297,000 from September 15, 2020 through September 14, 2023, subject to the Agreement to extend the annual subscription with Planview. The extension increased the overall contract amount from $187,812 to $484,812. For tracking purposes, the Order Form is Amendment No. 3.
Amendment No. 4 to Agreement with Planview will allow ARMC to continue using project management software to increase efficiency and coordination of project execution at the hospital. The software offers tools such as Gantt charts, schedule view, project status tracking, project lifecycle management, reports, and time tracking to assist with project planning and completion. Amendment No. 4 increases the overall contract amount by $175,000 from $484,812 to $659,812.
Amendment No. 5 to Agreement with Planview will enable ARMC to access remote consulting service from the company. The remote consulting services allows for software optimization and the development of ARMC’s Information Technology infrastructure to support enhanced project management capabilities with hospital administration and the ARMC Information Management staff. Amendment No. 5 increases the overall contract amount by $4,800 from $659,812 to $664,612.
Amendment Nos. 4 and 5 continue enforceability of the Agreement for the sixth year of an indefinite term contract, requiring Board approval under County Policy 11-04.
ARMC recommends approval of the amendments to the agreement with Planview to enhance the capabilities of ARMC to operate in a fiscally-responsible and business-like manner through project management coordination for the various innovations and projects in development or undergoing implementation for enhanced patient care.
PROCUREMENT
Purchasing supports the continued use of the Planview software due to time constraints to complete procurement and implementation of project management software, on the understanding that a formal Request for Proposals (RFP) will be completed prior to the end of the funding allocation for the Agreement through September 14, 2024. The remote support and one-year extension will allow ARMC to meet critical schedule benchmarks in current projects. The extension also provides time to complete a formal RFP for project management software while ensuring there are no lapses in project management coordination and implementation that is facilitated by the software.
REVIEW BY OTHERS
This item has been reviewed by County Counsel (Bonnie Uphold, Supervising Deputy County Counsel, 387-5455) on June 21, 2023; Purchasing (Ariel Gill, Buyer III, 777-0722) on June 1, 2023; ARMC Finance (Chen Wu, Finance and Budget Officer, 580-3165) on June 2, 2023; Finance (Jenny Yang, Administrative Analyst, 387-4884) on June 8, 2023; and County Finance and Administration (Valerie Clay, Deputy Executive Officer, 387-5423) on June 9, 2023.