COUNTY OF SAN MATEO

Inter-Departmental Correspondence

San Mateo Medical Center

Information Services Department

 

DATE:

July 3, 2008

BOARD MEETING DATE:

August 5, 2008

SPECIAL NOTICE/HEARING:

None

VOTE REQUIRED:

Majority

 

TO:

Honorable Board of Supervisors

FROM:

Sang-ick Chang, MD\CEO, San Mateo Medical Center

Chris Flatmoe, CIO\Director of Information Services Department

SUBJECT:

Amendment to the Agreement with ShellSoft, Inc.

RECOMMENDATION:

Adopt a Resolution to:

    1) Waive the Request for Proposal process; and

    2) Authorize the President of the Board to execute an Amendment to the Agreement with ShellSoft, Inc. to provide a Materials Management Information System maintenance and support at the San Mateo Medical Center, increasing the not to exceed amount by $97,536, for a new total obligation of $482,536, and extending the term through June 30, 2009; and

    3) Authorize the Purchasing Agent to purchase ongoing maintenance and support for this system; and

    4) Authorize the Chief Information Officer or his designee to execute contract amendments which modify the County’s maximum fiscal obligation by no more than $25,000 (in aggregate), and/or modify the contract term and/or services so long as the modified term or services is/are within the current or revised fiscal provisions.

VISION ALIGNMENT:

Commitment: Ensuring responsive, effective and collaborative government by helping achieve the following goal:

Goal 20: Government decisions are based on careful consideration of future impact, rather than temporary relief or immediate gain.

This Amendment contributes to Goal 20 by providing maintenance and support to an existing electronic procurement system that reduces manual data entry thereby reducing the potential for input errors. In addition, supporting this agreement with ShellSoft, Inc. allows the County to keep the current system operating while conducting an RFP for a replacement system which will better support the long term needs of the Medical Center.

Performance Measure(s):

Measure

FY 2007-08
Actual

FY 2008-09
Target

Percent of time information and technology services are available

99.8%

99.8%

 

BACKGROUND:

On February 25, 2003, the Board approved Resolution Number 65835 for San Mateo Medical Center (SMMC) to enter into an Agreement with Neoforma, Inc. for the implementation of a Materials Management Information System. The Not to Exceed amount was $385,000 for the term of February 28, 2003 to February 29, 2008. On January 29, 2007, Neoforma, Inc. was acquired by Shellsoft, Inc. The Board approved Resolution Number 068867 amending the Agreement to reflect the change in ownership.

Towards the end of 2007, the Medical Center reviewed the Neoforma Systems and determined that the system did not provide adequate response to current business demands and therefore, a new system was needed.

 

DISCUSSION:

San Mateo Medical Center’s Materials Management Department is currently working on an RFP for a replacement Materials Management Information System that will address current and future procurement and inventory needs, as well as meeting the current industry standards. While the RFP process is in progress, SMMC must continue to use the existing system for their daily procurement functions and inventory needs.

The current system, maintenance, and support, is sole-sourced to Shellsoft.

The County Manager approved a waiver extending the current Agreement an additional year and ½ to June 30, 2009.

County Counsel has reviewed and approved the Amendment and Resolution as to form. The Contractor has assured compliance with the County's Contractor Employee Jury Service Ordinance, as well as all other contract provisions that are required by County ordinance and administrative memoranda including, but not limited to, insurance, hold harmless, non-discrimination and equal benefits.

 

FISCAL IMPACT:

The original term of this Agreement was from February 28, 2003 through February 29, 2008, in an amount not to exceed $385,000. This Amendment increases the not to exceed amount by $97,536 for a new total obligation of $ $482,536, and extends the contract through June 30, 2009. Funds have been included in SMMC’s and ISD’s FY 08-09 Budgets.