Special Notice / Hearing: None
Vote Required: Majority
To: Honorable Board of Supervisors
From: Louise F. Rogers, Chief, San Mateo County Health
Chester J. Kunnappilly, MD, Chief Executive Officer, San Mateo Medical Center
Stephen Dean, Chief Information Officer, San Mateo County Health
Subject: Amendment to the Agreement with Siemens Medical Solutions USA, Inc. to Continue Support of the Radiology Information System aka Syngo Workflow
RECOMMENDATION:
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Adopt a resolution authorizing an amendment to the agreement with Siemens Medical Solutions USA Inc. to continue the support of the Radiology Information System aka Syngo Workflow, extending the term of the agreement through December 31, 2024, increasing the total amount payable by $46,000 to an amount not to exceed $551,000 with an option to extend the agreement for one additional year through December 31, 2025, and increase the amount payable by $46,000 for a revised total County fiscal obligation of $597,000.
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BACKGROUND:
In January 2018, this Board approved an agreement with Siemens Medical Solutions USA, Inc. (Siemens) for a Radiology Information System (RIS) for San Mateo Medical Center’s (SMMC) Radiology Department, for the term of February 1, 2018, through December 21, 2020, in an amount not to exceed $300,000. Specifically, SMMC’s RIS allows SMMC Radiology Department physicians and staff to manage, interpret, and report imaging studies efficiently and securely for its patients.
In October 2020, this Board approved an amendment to extend the agreement by three years through December 31, 2023, which was necessary to continue the utilization of Syngo Workflow services at SMMC and increase the maximum amount by $205,000 to an amount not to exceed $505,000.
DISCUSSION:
SMMC and San Mateo County Health (SMCH) are requesting this Board approve extending the term of the agreement through December 31, 2024.
The proposed one-year extension amendment for Siemens’ RIS is required to continue the support of this critical patient care system until replaced by the new electronic health record, Epic.
At this time, the transition to Epic’s RIS is estimated to be in late 2024, close to the extension end date. The final Epic implementation schedule is still being developed and will depend on many factors, including staff training, workflow design, and data conversion requirements.
Should there be a need to retain Siemens’ RIS longer, the County has the option to extend the Siemens agreement for one additional year and increase the County’s fiscal obligation by an additional $46,000 for a new total County fiscal obligation of $597,000.
SMMC and SMCH request this Board waive the Request for Proposals process to allow Siemens to continue providing its proprietary services and increase the funding through the end of the extended term.
The County Attorney has reviewed and approved the resolution and agreement as to form.
The County’s Contract Compliance Committee has approved a waiver request to extend the agreement to a seven-year term.
The Information Services Department has reviewed and approved the IT components 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 by continuing to contract with Siemens, SMMC Radiology staff and physicians will be able to use the existing Siemens RIS to serve 100% of SMMC patients referred to Radiology.
PERFORMANCE MEASURE:
|
Measure |
FY 2022-23 Actual |
FY 2023-24 Estimated |
|
Percentage of SMMC patients referred to Radiology who will be able to be served using the existing Siemens RIS |
100% |
100% |
FISCAL IMPACT:
The term of this amended agreement is from February 1, 2018, through December 31, 2024. The amendment increases the contract amount payable under the agreement by $46,000 to an amount not to exceed $551,000 for the 81-month term. Funds in the amount of $23,000 are included in the SMMC FY 2023-24 Adopted Budget. Similar arrangements will be made for future years.
Expenses at SMMC are covered by fees for services or third-party payors whenever possible. The portion of expenses for services provided to the medically indigent or those covered by programs that do not meet the total care costs is covered by the County’s General Fund contribution to SMMC and is within the existing annual appropriation.