REPORT/RECOMMENDATION TO THE BOARD OF SUPERVISORS
OF SAN BERNARDINO COUNTY
AND RECORD OF ACTION
May 23, 2023
FROM
WILLIAM L. GILBERT, Director, Arrowhead Regional Medical Center
SUBJECT
Title
Amendment to Agreement with Park Place International, LLC dba CloudWave for Service and Support Related to the Meditech Server Environment
End
RECOMMENDATION
Recommendation
Approve 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.
(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 cost of $111,675 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
The recommended Amendment No. 2 to Agreement No. 19-842 with Park Place International, LLC dba CloudWave (CloudWave) will allow ARMC to continue to maintain the existing server environment and licenses for the Meditech Electronic Health Record (EHR) system. Meditech has been used since 2019 for the integration of electronic medical records, physician orders, laboratory, pharmacy, billing, and supply chain management.
ARMC continues to use the Meditech environment to warehouse patient records as they are required to be stored for 10 years, per federal and state mandates. The renewal is needed to continue hardware support of the Meditech environment. This will allow the current Meditech hardware vendor, CloudWave, to support the Meditech Server/storage hardware environment.
The Meditech EHR system was implemented to continue the legacy and integration of electronic medical records, physician orders, laboratory, pharmacy, billing, and supply change management. This amendment extends the original agreement with CloudWave, which is needed to maintain the existing server environment and licenses for the Meditech EHR system until a transition has been completed from CloudWave to the new provider, Tegria Services Group (Tegria).
Tegria was the selected vendor to provide for the Meditech Cloud server and storage management of the hardware and application support services for the Meditech EHS, after the completion of a Request for Proposal in April 2023. A companion item with Tegria is being presented to the Board for this meeting. The Information Management Department will work with both vendors to ensure there is a smooth transition from CloudWave to Tegria. Amendment No. 2 with Cloudwave may be terminated with a 30-day written notice in accordance with provisions of the original agreement, once the transition is completed.
On December 17, 2019 (Item No. 13), the Board of Supervisors (Board) approved Agreement No. 19-842 with CloudWave for service, support and licenses 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 CloudWave for services, licenses, and support related to the Meditech server environment, increasing the total agreement amount by $162,500, from $900,322 to $1,062,822, and extending the term for one year, for a total term of December 17, 2019 through December 16, 2023.
ARMC recommends approval of this amendment to allow the hospital to continue maintaining access to historical information and support the existing EHR system during the transition, providing continuity of services for county residents.
PROCUREMENT
The original agreement was done via a 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 May 15, 2023; Purchasing Department (Ariel Gill, Buyer III, 777-0722) on May 15, 2023; ARMC Finance (Chen Wu, Budget and Finance Officer, 580- 3165) on May 1, 2023; Finance (Jenny Yang, Administrative Analyst, 387-4884) on May 2, 2023; and County Finance and Administration (Valerie Clay, Deputy Executive Officer, 387-5423) on May 4, 2022.