REPORT/RECOMMENDATION TO THE BOARD OF SUPERVISORS
OF SAN BERNARDINO COUNTY
AND RECORD OF ACTION
November 17, 2026
FROM
ANDREW GOLDFRACH, ARMC Chief Executive Officer, Arrowhead Regional Medical Center
SUBJECT
Title
Decommissioned/Lost Equipment Certificate and Termination of Contract with Varian Medical Systems, Inc., for Equipment Return
End
RECOMMENDATION(S)
Recommendation
1. Approve Decommissioned/Lost Equipment Certificate procured under Contract No. 21-1000, subject to the terms of Master Agreement No. 21-618 with Varian Medical Systems, Inc., to decommission medical devices that are no longer in use at Arrowhead Regional Medical Center, effective November 17, 2026, as follows:
a. Clinac-IX, Product Code/Serial Number H294372
b. Real-Time Position Management Gating System, Product Code/Serial Number H506151
2. Approve termination of Contract No. 21-1000 with Varian Medical Systems, Inc., for software maintenance service related to the equipment in Recommendation No. 1, effective November 17, 2026.
(Presenter: Andrew Goldfrach, ARMC Chief Executive Officer, 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), as the Decommissioned/Lost Equipment Certificate with Varian Medical Systems, Inc. (Varian) is non-financial in nature. The software associated with this equipment will no longer be needed/available to Arrowhead Regional Medical Center (ARMC), resulting in an estimated savings of $34,910.40 in software maintenance fees through June 30, 2027.
BACKGROUND INFORMATION
Approval of the Decommissioned/Lost Equipment Certificate (“Certificate”) with Varian will enable ARMC to return the Clinac-IX (Product Code/Serial Number H294372), and its associated Real-time Position Management (RPM) Respiratory Gating System (Product Code/Serial Number H506151). These systems are subject to support limitations that exclude upgrades, enhancements, and improvements to existing hardware features or functionality. Additionally, Varian does not guarantee compatibility or interoperability with future oncology information systems and/or treatment planning systems. The equipment are outdated and being replaced with new equipment.
The Clinac-IX and RPM Respiratory Gating System support image-guided radiation therapy and treatment delivery, enabling clinicians to provide precise and efficient cancer treatment services. Respiratory gating coordinates radiation delivery with a patient's breathing cycle to help manage tumor motion, particularly for selected treatments involving the thorax and upper abdomen. Master Agreement No. 21-618 and applicable service contracts with Varian govern the provision of equipment, software licensing, accelerator interfaces, installation, and commissioning associated with the Clinac-IX and RPM Respiratory Gating System, subject to the specific contractual terms and confirmation of system compatibility by Varian.
On December 14, 2021 (Item No. 10), the Board of Supervisors (Board) approved Agreement No. 21-1000 with Varian, for software maintenance service of Clinac/RPM software, in the amount of $988,405, with a contract term of July 1, 2022 through June 30, 2026.
On June 23, 2026 (Item No. 28), the Board approved Amendment No. 1 to Contract No. 21-1000 with Varian, for software maintenance service of Clinac/RPM software, increasing the amount by $197,681, from $988,405 to $1,186,086, and extending the term for a one-year period for a total contract period from July 1, 2022 through June 30, 2027.
ARMC recommends approval of the Certificate to decommission the identified equipment, which will facilitate its removal by Varian at no cost to ARMC, in accordance with Varian's requirements. Given the existing support limitations and the lack of guaranteed compatibility with future oncology information and treatment planning systems, these considerations should be factored into ARMC's equipment lifecycle planning, clinical service continuity, and future capital investment decisions.
PROCUREMENT
Not applicable.
REVIEW BY OTHERS
This item has been reviewed by County Counsel (Bonnie Uphold, Supervising Deputy County Counsel, 387-5455) on October 21, 2026; ARMC Finance (Chen Wu, Finance and Budget Officer, 580-3165) on October 22, 2026; and County Finance and Administration (Jenny Yang, Administrative Analyst, 387-4884) on October 27, 2026.