Special Notice / Hearing: None
Vote Required: Majority
To: Honorable Board of Supervisors
From: Colleen Chawla, Chief, San Mateo County Health
Chester Kunnappilly, Chief Executive Officer, San Mateo Medical Center
Rich Bailey, Chief Information Officer, San Mateo County Health
Subject: Agreement with Advanced Monitoring Methods LLC to Provide Monitoring, Reporting and Maintenance of Temperature Data for the San Mateo Medical Center
RECOMMENDATION:
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Adopt a resolution authorizing the execution of an agreement with Advanced Monitoring Methods LLC to provide monitoring services of temperature data within San Mateo County Health, for the term of November 1, 2025 through October 31, 2030, in an amount not to exceed $295,000.
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BACKGROUND:
San Mateo County Health (SMCH) released a Request for Proposals in pursuit of a real-time continuous wireless temperature monitoring system to monitor and safeguard critical equipment and assets that require temperature and humidity monitoring for the storage of medication, vaccines audited by the Vaccines For Children Program, specimens, and patient nourishment at a regulated, compliant, and safe temperature.
The project consists of configuring 161 sensory devices that monitor temperatures in medication, vaccines, fresh and frozen food storage, laboratory storage refrigerators and freezers for our patient safety, regulatory standards and reporting for divisions within SMCH. These divisions are San Mateo Medical Center (SMMC), Public Health Policy and Planning (PHPP), and Family Health Services (FHS)
Advanced Monitoring Method (AdvM2) was chosen to provide temperature and humidity monitoring services due to their experience and enhanced technological capabilities to assist SMCH divisions to remain compliant with federal regulatory standards.
DISCUSSION:
AdvM2 is a hosted software platform designed to optimize efficiency, communications, operation, data collection, and response for SMCH divisions’ temperature monitoring system. AdvM2 will provide a 24/7 real-time monitoring system to SMCH divisions that will help identify and prevent refrigeration and incubator failures. AdvM2 will also provide FusionLive software, which will monitor diagnostic, reporting, and support tools that will help users quickly respond to real-time alert notifications and avoid damaging pharmaceutical products, lab specimens, vaccines, reagents, biological agents, and patient food.
The AvM2 provides temperature monitoring equipment to meet annual regulatory standards (e.g., Joint Commission, US. Food and Drug Administration, Vaccine for Children compliance standards, Centers for Disease Control and Board of Pharmacy), with the flexibility to monitor the entire operation and take corrective actions from any computer, smartphone, or tablet.
The AdvM2 platform will provide the County cloud-based storage to securely store data, with server redundancy and automated system backups. The web interface will show San Mateo County locations and the status of all sensors.
The agreement and resolution have been reviewed and approved by the County Attorney as to form.
The resolution contains the County’s standard provisions allowing amendment of the County fiscal obligations by a maximum of $25,000 (in aggregate).
The Information Services Department has reviewed and approved the IT component of this agreement.
It is anticipated that SMCH divisions will experience a response time of 10 minutes for temperature monitoring alerts.
PERFORMANCE MEASURE:
|
Measure |
FY 2025-26
Estimated |
FY 2026-27
Projected |
|
Response time for temperature monitoring alerts |
15 minutes |
10 minutes |
Community Impact:
Temperature data monitoring will positively impact equitable health outcomes by enhancing the safety of services provided to the community, especially at SMMC. Demographically, within the past 18 months, the largest cohorts of specialty care patients at SMMC were female (52%), Hispanic or Latino (63%), and primarily Spanish-speaking (55%). SMMC strives to eliminate bias in the medical profession by providing culturally competent training to its physicians and by following up with patients to ensure that they continue to have access to specialized care.
FISCAL IMPACT:
The term of this Agreement is November 1, 2025 through October 31, 2030. The agreement amount is not to exceed $295,000 for the five-year term. Funds in the amount of $44,530.00 are included in the SMCH FY 2025-26 Budget. Future costs of $250,470 will be covered by proportional contributions from three SMCH divisions (SMMC, PHPP, and FHS), which may include some Net County Cost, depending on the composition of each division’s contribution.
Attachment - RFP Matrix