Special Notice / Hearing: None
Vote Required: Majority
To: Honorable Board of Supervisors
From: Colleen Chawla, Chief, San Mateo County Health
Rich Bailey, Chief Information Officer, San Mateo County Health
Subject: Agreement with Computer Task Group, Incorporated to Provide Resources and Services to Support Phase 2 of Epic Implementation
RECOMMENDATION:
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Adopt a resolution authorizing an agreement with Computer Task Group, Incorporated to provide resources and services to support Phase 2 of Epic implementation within San Mateo County Health, for the term of February 2, 2026 through June 30, 2027, in an amount not to exceed $29,435,580.
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BACKGROUND:
The Division of Health Information Technology (HIT), in collaboration with other Health divisions, is leading an enterprise-wide implementation of Epic. In 2023, San Mateo County Health (SMCH) leadership launched Wave 1 of the Epic project for three divisions: San Mateo Medical Center, Correctional Health Services, and Public Health Policy and Planning clinics. This phase successfully went live on November 2, 2024.
As SMCH moves forward with Phase 2 of Epic implementation, HIT released a Request for Proposals in May 2025, seeking vendors that can readily provide staffing resources and services to support our efforts. These staffing resources will include staffing a variety of roles within leadership, program and project management, revenue and application analytics, system support, training and activation.
DISCUSSION:
HIT elevated Computer Task Group (CTG) due to its strong experience, capacity and approach to providing staffing resources, in the form of customized training and intensive “at-the-elbow” 1:1 support of SMCH’s Phase 2 of Epic implementation.
Phase 2 includes, but is not limited to, the following SMCH divisions: Aging and Disability Services, Behavioral Health Recovery Services, Correctional Health Services (limited to new additional applications), Emergency Medical Services, Family Health Services, Public Health Policy and Planning, and San Mateo Medical Center (for new additional applications only). The use of these temporary staffing resources will mitigate interruption to current service levels as the third-party vendor brings specialized knowledge that will help optimize system configurations and workflows, reduce administrative burden, and allow more time for direct patient care. CTG’s experience with Epic implementation supports the County’s plan for sustainability after off-boarding of these temporary resources, transitioning the expertise to appropriate County staff. CTG support, both virtual and in-person, will educate SMCH full-time employees, providing an internal investment for the employees and a sustainable long-term plan for success upon the conclusion of CTG’s contract.
The agreement and resolution have been reviewed and approved by the County Attorney as to form.
The Technology Services Department has reviewed and approved the IT component of this agreement.
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 100% of Epic planning and build milestones will be completed during the interim SMCH certification process.
PERFORMANCE MEASURE
|
Measure |
FY 2025-26 Estimated |
FY 2026-27 Projected |
|
Percentage of Epic planning and build milestones completed during the interim SMCH certification process |
25% |
100% |
Community Impact:
One Electronic Health Record (EHR) across SMCH allows healthcare providers to access accurate, up-to-date, and complete patient information at the point of care. This leads to better-informed clinical decisions, reduced medical errors, and more coordinated treatment plans. Through data-driven insights, we can track outcomes, identify health trends, and implement targeted interventions to improve population health. One EHR enables seamless communication between healthcare providers across different settings, including hospitals, primary care clinics, specialists, and community organizations. This connectivity reduces duplication of tests, ensures continuity of care, and improves patient experiences, particularly for those with chronic conditions. Through secure patient portals, individuals gain access to their medical records, lab results, and treatment plans. This transparency promotes health literacy, patient engagement, and shared decision-making, empowering community members to take an active role in their care.
FISCAL IMPACT:
The term of this agreement is from February 2, 2026 through June 30, 2027, for an amount not to exceed $29,435,580.
This agreement is entirely funded as part of the EHR budget unit, which is 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.