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: Fourth Amendment to the Agreement with Data Innovations LLC to Expand Services to Public Health Policy and Planning Lab and to Extend the Services for Three Additional Years
RECOMMENDATION:
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Adopt a resolution authorizing a fourth amendment to the agreement with Data Innovations LLC to extend the term by three additional years, for the term of January 9, 2024 to January 8, 2032, and increase the County’s fiscal obligation by $235,539, to an amount not to exceed $685,251.
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BACKGROUND:
San Mateo County Health’s (SMCH) Electronic Health Record (EHR) solution, Epic, requires a Lab Instrument Management Software that currently integrates with our EHR solution. The County has an existing agreement with Data Innovations LLC (DI) to provide this solution and needs to expand those services to SMCH’s Public Health Lab (PHL) as part of the Phase II Epic rollout. This existing vendor-specific software connects to Epic and provides seamless interaction with the EHR.
DI enables lab system instruments to share patient specimens, orders, and results electronically via its EHR connection. The EHR connection also allows for the efficient processing of Quality Assurance specimens, which serve as a benchmark for accuracy and reliability, ensuring the final results or products meet predetermined standards.
DISCUSSION:
As the PHL begins its Epic implementation as part of the Phase II project, it is now necessary to request additional licenses and connections for the PHL’s DI software system.
In January 2024, this Board approved a waiver of competitive procurement for DI because the software implementation is only available from a single source. Epic is unaware of its customers using a different Lab Instrument Management Software solution. Extending the agreement term by an additional three years will allow SMCH sufficient time to implement the PHL DI software system.
The amendment/agreement and resolution have been reviewed and approved by the County Attorney as to form.
County Procurement has approved a waiver request to extend the current agreement to nine years.
SMCH requests this Board to waive the Request for Proposals process to allow DI to continue to provide these services.
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 the percentage of time that intuitive dashboards for PHL staff to evaluate and process specimen data are provided will be 95%.
PERFORMANCE MEASURE:
|
Measure |
FY 2026-27 Estimated |
FY 2027-28 Projected |
|
Percentage of time that intuitive dashboards for PHL staff to evaluate and process specimen data are provided |
80% |
95% |
Community Impact:
The ability to share patient specimens, orders, and results electronically supports the patient’s continuity of care across providers by making real-time data available through the EHR. Patients can engage with their providers more seamlessly, with their lab history available to all providers on their care team. Expanding the services to the PHL is a vital step that supports scalability, equity, and efficiency within SMCH laboratory environments, as part of the Phase II Epic rollout.
FISCAL IMPACT:
The term of this amended agreement is January 9, 2024, through January 8, 2032. The amended agreement amount is increased by $235,539, for an amount not to exceed $685,251 for the nine-year term.
This agreement is entirely funded as part of SMCH’s EHR budget unit, which is covered by proportional contributions from all SMCH divisions, which may include some Net County Cost, depending on the composition of each division’s contribution.