20050816_m

COUNTY OF SAN MATEO

Inter-Departmental Correspondence

Information Services

DATE:

August 1, 2005

BOARD MEETING DATE:

August 16, 2005

SPECIAL NOTICE/HEARING:

None

VOTE REQUIRED:

Majority

TO:

Honorable Board of Supervisors

FROM:

Chris Flatmoe, CIO/Director of Information Services

SUBJECT:

Execute an agreement with Mediware Information Systems, Inc.

RECOMMENDATION:

Adopt a Resolution:

1. Authorizing the execution of an Agreement with Mediware Information Systems, Inc. to install and maintain a blood bank laboratory information system at San Mateo Medical Center for the period of September 1, 2005 to August 31, 2008, in an amount not to exceed $231,429. This Board has been presented with documentation of a formal Request for Proposal process (RFP).

Authorizing the Chief Information Officer to execute subsequent amendments and minor modifications in an amount not to exceed $25,000.

VISION ALIGNMENT:

Commitment: To ensure basic health and safety for all County residents.

Goals 5 and 7: Residents have access to healthcare and preventive care; and maintain and enhance the public safety of all residents and visitors.

This contract contributes to these goals because Mediware Information Systems, Inc. will provide a computer system automating blood transfusion records and maintaining safety by reducing chances of blood transfusion errors (hemolytic transfusion reactions).

Performance Measure(s):

Measure

FY 2004-05
Estimated

FY 2005-06
Projected

Laboratory will improve the accessibility of patient medical history

0% accessible on-line

100% accessible on-line

Laboratory will prevent hemolytic transfusion reactions

0

0

Percentage of IT projects that are completed on time (1)

80%

70%

Percentage of IT projects that are completed on budget (1)

95%

75%

(1) Source: County of San Mateo Recommended Budget FY06, p.1-167 Department, Project Management (1840P) per the referenced memo “targets for ‘Large’ projects have intentionally been kept lower than current year estimates.”

BACKGROUND:

With the addition of the Keller Women and Children’s Services Unit in 2006, San Mateo Medical Center anticipates that blood transfusions, blood product orders, and related procedures will increase substantially through the unit itself, and through increased use of the Emergency Department. Over and above meeting anticipated capacity increases, the Blood Bank Laboratory Information System (BB-LIS) will improve access and patient safety by tracking blood products as they are inventoried, bar coded, and administered to patients.

DISCUSSION:

This system provides accurate and reliable data preservation which is a critical factor in patient safety and a vital element in the decision making process. It improves access by making the patient medical history of blood transfusion accessible on-line throughout the Medical Center reducing search time from days to seconds. Finally, for clinicians, a BB-LIS will provide accurate blood inventory for immediate patient care. Mediware Information Systems, Inc provided the best FDA approved transfusion features as judged by our selection team. Additionally, Mediware Information Systems, Inc. provides a single source for hardware acquisition, software installation and support, and FDA validation consulting. In March 2005, we solicited RFPs from three vendors and all submitted proposals as listed in Exhibit A. Based on the criteria in Exhibit A, we selected Mediware Information Systems, Inc. as the recommended vendor.

FISCAL IMPACT:

The term of the Agreement is September 1, 2005 through August 31, 2008. The maximum amount payable under this Agreement is $231,429. Funding for this Agreement is included in the San Mateo Medical Center Budget.

Exhibit A

Request for Proposal Matrix

1.	General Description of RFP	Project to Acquire a Blood Bank Laboratory Information Computer System
2.	List key evaluation criteria	(1) US Food and Drug Administration (FDA) 510k approved system (2) Best fit for operations for SMMC Laboratory Department , and Keller Center Women and Children’s Services Unit (3) Vendor’s previous experience in integration with existing SMMC Siemens hospital information system and Siemens Novius Laboratory information system.
3.	Where advertised	N/A
4.	In addition to any advertisement, list others to whom RFP was sent	List of Names in #8
5.	Total number sent to prospective proposers	3
6.	Number of proposals received	3
7.	Who evaluated the proposals	Stella Charbakshi, CLS, ISD Relationship Manager Meg Gilmore, CLS, M.T. (ASCP) ISD Analyst Gary Ho, SMMC Laboratory Director Elzbieta Jurka, M.D. SMMC Laboratory Pathologist Dionne Miller, SMMC VP Ancillary and Support Services (RFP Chair) Rand Miyashiro, ISD Analyst (Acquisition Lead) Anna Stock, CLS, SMMC Blood Bank Lead
8.	In alphabetical order, names of proposers (or finalists, if applicable) and location	Mediware Information Systems, Inc. Mr. Kent Michaels 11711 West 79^th St. Lenexa, KS 66214 Misys Healthcare Systems Mr. Brad Hibbard 4801 E. Broadway Tucson, AZ 85711 Wyndgate Technologies Mr. Dennis Lesher 4925 Robert J. Mathews Pkwy, Suite 100 El Dorado Hills, CA 95672



COUNTY OF SAN MATEO Inter-Departmental Correspondence
Information Services

DATE:				August 1, 2005
BOARD MEETING DATE:				August 16, 2005
SPECIAL NOTICE/HEARING:				None
VOTE REQUIRED:				Majority

TO:	Honorable Board of Supervisors
FROM:	Chris Flatmoe, CIO/Director of Information Services
SUBJECT:	Execute an agreement with Mediware Information Systems, Inc.


RECOMMENDATION:
Adopt a Resolution: 1. Authorizing the execution of an Agreement with Mediware Information Systems, Inc. to install and maintain a blood bank laboratory information system at San Mateo Medical Center for the period of September 1, 2005 to August 31, 2008, in an amount not to exceed $231,429. This Board has been presented with documentation of a formal Request for Proposal process (RFP). Authorizing the Chief Information Officer to execute subsequent amendments and minor modifications in an amount not to exceed $25,000.

VISION ALIGNMENT:
Commitment: To ensure basic health and safety for all County residents.
Goals 5 and 7: Residents have access to healthcare and preventive care; and maintain and enhance the public safety of all residents and visitors.
This contract contributes to these goals because Mediware Information Systems, Inc. will provide a computer system automating blood transfusion records and maintaining safety by reducing chances of blood transfusion errors (hemolytic transfusion reactions).
Performance Measure(s):
Measure		FY 2004-05 Estimated	FY 2005-06 Projected
Laboratory will improve the accessibility of patient medical history		0% accessible on-line	100% accessible on-line
Laboratory will prevent hemolytic transfusion reactions		0	0
Percentage of IT projects that are completed on time (1)		80%	70%
Percentage of IT projects that are completed on budget (1)		95%	75%
(1) Source: County of San Mateo Recommended Budget FY06, p.1-167 Department, Project Management (1840P) per the referenced memo “targets for ‘Large’ projects have intentionally been kept lower than current year estimates.”
BACKGROUND:
With the addition of the Keller Women and Children’s Services Unit in 2006, San Mateo Medical Center anticipates that blood transfusions, blood product orders, and related procedures will increase substantially through the unit itself, and through increased use of the Emergency Department. Over and above meeting anticipated capacity increases, the Blood Bank Laboratory Information System (BB-LIS) will improve access and patient safety by tracking blood products as they are inventoried, bar coded, and administered to patients.

DISCUSSION:
This system provides accurate and reliable data preservation which is a critical factor in patient safety and a vital element in the decision making process. It improves access by making the patient medical history of blood transfusion accessible on-line throughout the Medical Center reducing search time from days to seconds. Finally, for clinicians, a BB-LIS will provide accurate blood inventory for immediate patient care. Mediware Information Systems, Inc provided the best FDA approved transfusion features as judged by our selection team. Additionally, Mediware Information Systems, Inc. provides a single source for hardware acquisition, software installation and support, and FDA validation consulting. In March 2005, we solicited RFPs from three vendors and all submitted proposals as listed in Exhibit A. Based on the criteria in Exhibit A, we selected Mediware Information Systems, Inc. as the recommended vendor.

FISCAL IMPACT:
The term of the Agreement is September 1, 2005 through August 31, 2008. The maximum amount payable under this Agreement is $231,429. Funding for this Agreement is included in the San Mateo Medical Center Budget.