REPORT/RECOMMENDATION TO THE BOARD OF SUPERVISORS
OF SAN BERNARDINO COUNTY
AND RECORD OF ACTION
June 23, 2026
FROM
ANDREW GOLDFRACH, ARMC Chief Executive Officer, Arrowhead Regional Medical Center
SUBJECT
Title
Amendments to Software Maintenance Agreements with Varian Medical Systems, Inc. for Software Maintenance Services
End
RECOMMENDATION(S)
Recommendation
1. Approve Amendment No. 1 to Contract No. 21-999 with Varian Medical Systems, Inc., for software maintenance service of ARIA and Eclipse software, increasing the amount by $70,694, from $362,720 to $433,414 and extending the term for a one-year period for a total contract period of July 1, 2022 through June 30, 2027.
2. Approve Amendment No. 1 to Contract No. 21-1000 with Varian Medical Systems, Inc., 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.
(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 $268,375 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 is included in the 2026-27 adopted budget.
BACKGROUND INFORMATION
The Amendments with Varian Medical Systems Inc. (Varian) will continue software maintenance and support services for the Radiation Oncology Department’s ARIA, Eclipse, Clinac, and RPM software systems. These systems support patient treatment planning, treatment delivery, patient demographic integration, and billing functions and are fully integrated with ARMC’s existing radiation oncology equipment and electronic health record systems.
The Eclipse software supports advanced imaging and treatment planning for radiation oncology patients. The ARIA Oncology Information System manages patient demographic, clinical, and treatment information and interfaces with ARMC’s electronic health record and billing systems. The Clinac and RPM software systems support image-guided radiation therapy and treatment delivery, allowing clinicians to provide accurate and efficient cancer treatment services.
These amendments will extend maintenance services for an additional one-year period and provide continued access to software updates, technical support, and system enhancements necessary to maintain operational reliability and regulatory compliance.
On December 14, 2021 (Item No. 10), the Board of Supervisors approved Contract No. 21-999 with Varian for software maintenance service of ARIA and Eclipse software, in the amount of $362,720 , and Contract No. 21-1000 with Varian for software maintenance service of Clinac/RPM software, in the amount of $988,405, both for a contract term of July 1, 2022 through June 30, 2026. This non-competitive procurement was supported by the Purchasing Department based on equipment compatibility, as ARIA’s operating software platform is compatible with the equipment ARMC currently owns and operates.
ARMC recommends approval of these amendments to ensure continued software maintenance, technical support, and system updates for the Radiation Oncology Department and to maintain uninterrupted radiation oncology services for County residents.
PROCUREMENT
Not applicable.
REVIEW BY OTHERS
This item has been reviewed by County Counsel (Bonnie Uphold, Supervising Deputy County Counsel, 387-5455) on June 4, 2026; Purchasing (Veronica Pedace, Buyer III, 387-2464) on June 5, 2026; ARMC Finance (Chen Wu, Finance and Budget Officer, 580-3165) on June 4, 2026; and County Finance and Administration (Jenny Yang, Administrative Analyst, 387-4884) on June 5, 2026.