Title
a. Authorize the Deputy Purchasing Agent for Natividad Medical Center (NMC) to execute an Agreement with Quality Assurance Services, Inc. for Radiation Physics and Performance Testing Services of Radiology Equipment at NMC for an amount not to exceed $107,270, with a retroactive start date of July 1, 2014 and an end date through June 30, 2017; and
b. Authorize the Deputy Purchasing Agent for NMC to execute up to three (3) future Amendments to the Agreement which do not significantly alter the scope of work and whereby each Amendment does not cause an increase of more than ten percent (10%) of the original cost of the Agreement.
Report
RECOMMENDATION:
It is recommended the Board of Supervisors:
a. Authorize the Deputy Purchasing Agent for Natividad Medical Center (NMC) to execute an Agreement with Quality Assurance Services, Inc. for Radiation Physics and Performance Testing Services of Radiology Equipment at NMC for an amount not to exceed $107,270, with a retroactive start date of July 1, 2014 and an end date through June 30, 2017.
b. Authorize the Deputy Purchasing Agent for NMC to execute up to three (3) future Amendments to the Agreement which do not significantly alter the scope of work and whereby each Amendment does not cause an increase of more than ten percent (10%) of the original cost of the Agreement.
SUMMARY/DISCUSSION:
Quality Assurance Services, Inc. (QAS) is a company that provides board certified Medical Diagnostic Physicists that perform evaluations and testing to equipment found in the Radiology Department. Natividad Medical Center Radiology Department is required per Joint Commission and California Department of Public Health (CDPH) to have at least annually performance testing evaluations on radiographic, magnetic resonance imaging equipment (MRI), computed tomography (CT) equipment, ultra sound and nuclear medicine equipment by a qualified medical physicist who is board certified by the American Board of Radiology in the field of Medical Diagnostic Physics. The performance testing evaluation shall include the required elements identified by Joint Commission and American College of Radiology (ACR).
NMC has two CT scanners, one MRI scanner, one Fluroscopy, four radiographic, three portable x-ray, two c-arm radiographic, one mini c-arm radiographic, one dexascan, one nuclear medicine gamma counter, and four ultra sound units requiring annual testing by the physicist. In addition, the nuclear medicine and ultra sounds units are required to be tested twice a year.
Any new equipment, relocation of equipment, or major repairs of equipment need performance testing evaluations completed prior to using on patients. It is forecasted that NMC will be purchasing new equipment with the time span of this contract so NMC has added contingency dollars to the contract to take into account equipment changes.
NMC has been working with QAS to renew this contract prior to July 1, 2014. It was determined to extend the terms of the contract to a three year contract since this is a required contract to meet regulatory standards. It took several conference calls, many emails, and verbal communication between QAS, NMC contract personnel, and Heidi Riggenbach, Interim Radiology Manager, to determine the potential spend for the contract. The potential spend is difficult to determine due to the unknown equipment additions due to equipment failure, relocation or major repairs to equipment. NMC Radiology used prior service history and the future capital plan for equipment to determine the potential cost of the three year contract.
NMC Radiology does monitor QAS for contract deliverables on the following items.
· Certification of the Physicist
· Annual and Bi-Annual testing
· Completion of performance evaluation report and corrective actions included in the report
· Inclusion of Joint Commission Standards, and ACR standards that are required elements in the performance evaluation testing report
OTHER AGENCY INVOLVEMENT:
County Counsel has reviewed and approved this Agreement as to legal form and risk provisions, and the Auditor-Controller has reviewed and approved as to payment provisions. The Agreement has also been reviewed and approved by NMC's Finance Committee on 1/22/15 and by its Board of Trustees on 2/6/15.
FINANCING:
The cost for this Agreement is $107,270 of which $26,090 is included in the Fiscal Year 2014-15 Adopted Budget. Amounts for remaining years of the Agreement will be included in those budgets as appropriate. There is no impact to the General Fund.
Prepared by: Heidi Riggenbach, Clinical Laboratory Manager & Interim Radiology Manager for NMC, 772-7660
Approved by: Dr. Gary Gray, Interim Chief Executive Officer, 783-2504
Attachments: Agreement, Spend Sheet
Attachment on file with the Clerk of the Board