Title
a. Authorize the Deputy Purchasing Agent for Natividad Medical Center (NMC) or his designee to execute an Agreement and Customer Order with Clarizen, Inc. for the provision of a hosted-software program to be utilized by NMC for project management, in an amount not to exceed $154,884, for the period of April 1, 2017 through April 1, 2020;
b. Approve the NMC Chief Executive Officer’s recommendation to accept non-standard warranties and disclaimers, limitation of liability and mutual indemnification provisions within the Agreement; and
c. Authorize the Deputy Purchasing Agent for NMC or his designee to execute up to three (3) future amendments to the Agreement, which do not significantly alter the scope of work and do not cause an increase of more than ten percent ($15,488) 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) or his designee to execute an Agreement and Customer Order with Clarizen, Inc. for the provision of a hosted-software program to be utilized by NMC for project management, in an amount not to exceed $154,884, for the period of April 1, 2017 through April 1, 2020; and
b. Approve the NMC Chief Executive Officer’s recommendation to accept non-standard warranties and disclaimers, limitation of liability and mutual indemnification provisions within the Agreement; and
c. Authorize the Deputy Purchasing Agent for NMC or his designee to execute up to three (3) future amendments to the Agreement, which do not significantly alter the scope of work and do not cause an increase of more than ten percent ($15,488) of the original cost of the Agreement.
SUMMARY/DISCUSSION:
Project management is the discipline of overseeing a project to ensure it meets specific goals, within a prescribed timeline and within budget. NMC, at any given time, has several active projects that require management and oversite. As the size and complexity of our initiatives evolve, NMC departments are recognizing the need for an electronic project management tool that will help track and manage hospital resources and tasks.
NMC over the last year has reviewed several Project Management tools and held product demonstrations with those vendors who meet specific hospital requirements. The Clarizen system was selected as the best option for the following reasons:
1) Usability/User Experience
2) Product maturity
3) Collaborative capabilities
4) Dashboards and reporting features that enhance project visibility and transparency.
5) Competitive pricing and total cost of ownership.
The Clarizen system is web-based Project Management system and operates as a “Software as a Service” model. The system is hosted by the vendor in their own secured data center. This proposal includes usage fees over the term of the Agreement and professional services for initial setup and customization.
OTHER AGENCY INVOLVEMENT:
County Counsel has reviewed and approved this Agreement as to legal form, and reviewed as to risk provisions. 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 February 23, 2017 and by the NMC Board of Trustees on March 3, 2017.
FINANCING:
The total cost for this Agreement is $154,884 of which $59,628 was included in the Fiscal Year 2016-2017 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: Ari Entin, CIO 783-2564
Approved by: Gary R. Gray, DO, Chief Executive Officer 783-2504
Attachments: Clarizen Inc. Agreement and Customer Order
Attachment on file with the Clerk of the Board