REPORT/RECOMMENDATION TO THE BOARD OF SUPERVISORS
OF SAN BERNARDINO COUNTY
AND RECORD OF ACTION
September 1, 2026
FROM
ANDREW GOLDFRACH, ARMC Chief Executive Officer, Arrowhead Regional Medical Center
SUBJECT
Title
Funding Increase to Contract with OpenText, Inc. for the Utilization of Cloud-Based Electronic Faxing Solution
End
RECOMMENDATION(S)
Recommendation
Approve funding increase to Contract No. 21-755 with OpenText, Inc., in the amount of $61,397, increasing the total amount from $350,000 to $411,397, for cloud-based electronic faxing service, with no change to the contract term of October 4, 2021 through October 3, 2026, thereafter, automatically renewing for one-month periods until terminated by either party.
(Presenter: Andrew Goldfrach, ARMC Chief Executive Officer, 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 cost of $61,397 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) 2026-27 budget and will be included in 2027-28 recommended budget.
BACKGROUND INFORMATION
The funding increase will allow ARMC to continue sending facsimile (fax) documents from desktop computers through the services provided by OpenText, Inc.’s (OpenText) RightFax solution (RightFax), an automated document delivery system, which integrates most desktop and business applications to maximize employee productivity, improve information security, and decrease paper-related costs and security risks from stand-alone fax machines. ARMC utilizes RightFax to send faxed documents quickly and efficiently from desktop computers. RightFax automatically sends prescriptions to pharmacies, referral letters to referring providers, and patient information to health care providers.
Although the contract requires only a minimum monthly commitment of $1,250, the actual average monthly expenditure has been $7,186.08. The monthly commitment was calculated based on the use by only ARMC’s Health Information Management department; however, multiple ARMC departments are utilizing Rightfax which resulted in the increased monthly expenditure. Based on current usage and approximately $47,000 remaining contract authority, ARMC is requesting a $61,397 increase to fund anticipated usage for 12 month-to-month renewal periods following the initial contract term ending October 3, 2026. ARMC is exploring utilization of the fax functionality of the electronic health record system to disclose protected health information (PHI) for continuity of care as well as other vendors and anticipates establishing a new contract through competitive procurement for the required fax services that will more accurately reflect usage across all departments.
On September 21, 2021 (Item No. 5), as the result of a competitive solicitation, the Board of Supervisors (Board) approved the On-Demand Messaging General Terms and Conditions Contract No. 21-755 (Contract) with Open Text, for a cloud service for sending fax documents from desktop computers, in the not to exceed amount of $100,000, for a 60-month period effective upon the connect start date, and thereafter automatically renewing for one-month periods until terminated by either party.
On December 5, 2023 (Item No. 15), the Board approved a funding increase to the Contract in the amount of $250,000, increasing the total approved amount from $100,000 to $350,000, for continued utilization of a cloud service to send fax documents from desktop computers, with no change to the contract term of October 4, 2021 through October 3, 2026, thereafter, automatically renewing for one-month periods until terminated by either party.
ARMC recommends the approval of the funding increase to continue services to provide for the safety, health and social service needs of the County residents by fulfilling legal obligations in a timely manner and ensure ARMC provides continuity of care when requests for patient documents are received from other medical facilities.
PROCUREMENT
Not applicable.
REVIEW BY OTHERS
This item has been reviewed by County Counsel (Bonnie Uphold, Supervising Deputy County Counsel, 387-5455) on June 25, 2026; Purchasing (Veronica Pedace, Buyer III, 387-2464) on June 25, 2026; Innovation and Technology Department (Don Le, Chief Information Officer, 388-5501) on July 20, 2026; Finance (Chen Wu, Finance and Budget Officer, 580-3165) on August 7, 2026; and County Finance and Administration (Jenny Yang, Administrative Analyst, 387-4884) on August 13, 2026.