COUNTY OF SAN MATEO

Inter-Departmental Correspondence

San Mateo Medical Center

DATE:

August 27, 2008

BOARD MEETING DATE:

September 16, 2008

SPECIAL NOTICE/HEARING:

None

VOTE REQUIRED:

Majority

TO:

Honorable Board of Supervisors

FROM:

Sang-ick Chang, M.D., Chief Executive Officer,
San Mateo Medical Center

SUBJECT:

Amendment to the Agreement with Mediware Information Systems, Inc.

RECOMMENDATION:

Adopt a Resolution:

A.

Waiving the Request for Proposal (RFP) process

B.

Waiving the three year term requirement

C.

Authorizing the execution of an Amendment to the Agreement with Mediware Information Systems, Inc. to provide a Blood Bank Information System at San Mateo Medical Center (SMMC), increasing the maximum amount by $100,000 to $331,429, and extending the term by three years to August 31, 2011

D.

Authorizing the Purchasing Agent to purchase ongoing maintenance and support for this system

E.

Authorizing the Chief Executive Officer of the San Mateo Medical Center 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: 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 by providing a computer system automating blood transfusion records. The system will maintain safety by reducing chances of blood transfusion errors (hemolytic transfusion reactions).

Performance Measure(s):

Measure

FY 2007-08
Actual

FY 2008-09
Projected

Percentage of patient cross match data available on-line

0%

100%

BACKGROUND:

On August 16, 2005, the Board approved Resolution Number 067500, which authorized a three year Agreement between the San Mateo Medical Center (SMMC) and Mediware to implement a blood bank database with the goal of facilitating patient matches while reducing risks associated with the blood-matching process. The project was delayed primarily due to laboratory staffing issues which have since been resolved. The implementation was restarted in November, 2007 and is expected to be completed by Fall 2008.

DISCUSSION:

This Amendment is necessary to complete installation and obtain system support and ongoing maintenance for the system. The system will provide accurate and reliable data preservation for patient information, which is a critical factor in patient safety and a vital element in the decision making process during treatment. The system improves access by making the patient medical history of blood transfusion accessible on-line throughout the Medical Center, reducing search time in critical situations. Finally, the system will provide accurate blood inventory for immediate patient care.

Mediware provides the software and support for the blood bank module used in the laboratory to better handle patient samples for blood transfusions. This system complies with Food and Drug Administration (FDA) Blood Bank requirements. A waiver of the RFP process is being requested as it will be more cost effective to complete the installation and utilization of the current system. A waiver of the three year contract term requirement is also being requested to allow for the completion of the installation and thorough utilization of the system under the current contract.

County Counsel has reviewed and approved the Amendment. 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 September 1, 2005 through August 31, 2008, in an amount not to exceed $231,429. This Amendment increases maximum amount by $100,000, from $231,429 to $331,429, and extends the term of the Agreement by three years, to August 31, 2011. Funds have been included in SMMC’s and ISD’s FY 08-09 Recommended Budgets and will be included in future fiscal year budget submissions.