Special Notice / Hearing: None
Vote Required: Majority
To: Honorable Board of Supervisors
From: Louise F. Rogers, Chief, San Mateo County Health
Stephen Dean, Chief Information Officer, San Mateo County Health
Subject: Agreement with Ellit Groups to Provide Consulting and Staffing Services for the Electronic Health Record Implementation within San Mateo County Health
RECOMMENDATION:
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Adopt a resolution authorizing an agreement with Ellit Groups to provide consulting and staffing services for the Electronic Health Record Implementation within San Mateo County Health for the term of February 13, 2024, through February 12, 2025, in an amount not to exceed $8,000,000.
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BACKGROUND:
On December 13, 2022, this Board approved an agreement with Epic Systems Corporation (Epic) to provide the Electronic Health Medical Record (EHR) system for San Mateo County Health (SMCH). The implementation section of the EHR implementation budget outlined additional support services to provide consulting and additional temporary resources to ensure a successful implementation to meet SMCH’s needs.
To ensure the successful implementation of Epic’s EHR system, SMCH’s Health Information Technology division completed a Request for Proposals in January 2024 for Epic Implementation Support Resources that sought, among other criteria, demonstrated experience successfully implementing Epic in a public health system. Among other factors, Ellit Groups was elevated as the successful bidder because of demonstrated integration experience with Epic projects, substantial references from similar public safety-net hospitals, and consideration of subject matter expert feedback.
DISCUSSION:
The proposed agreement with Ellit Groups will enhance SMCH’s Epic implementation capabilities by including build, training, and “go-live” support. Partnering with Ellit Groups will help ensure a smooth Epic EHR implementation.
The County Attorney’s Office has reviewed and approved the agreement as to form.
The resolution contains the County’s standard provisions allowing amendment of the County’s fiscal obligations by a maximum of $25,000 (in aggregate).
It is anticipated that with the support resources and knowledge from Ellit Groups the SMCH project team will have timely completion of project plan milestones 100% of the time, leading to SMCH’s successful implementation of the Epic EHR system.
PERFORMANCE MEASURE:
|
Measure |
FY 2023-24 Estimated |
FY 2024-25 Projected |
|
Percentage of time the SMCH project team has timely completion of project plan milestones |
100% |
100% |
FISCAL IMPACT:
The term of this agreement is from February 13, 2024, through February 12, 2025. The amount of the agreement is not to exceed $8,000,000 for the one-year term. Funds in the amount of $4,000,000 are included in County Health’s FY 2023-24 Adopted Budget as a part of the EHR implementation budget. Future costs of $4,000,000 are included in the projected budget for the EHR implementation project and will be covered by proportional contributions from all County Health divisions, which may include some Net County Cost, depending on the composition of each division’s contribution.
Attachment: RFP Matrix