Title
Authorize the Deputy Purchasing Agent for Natividad Medical Center (NMC) or his designee to execute Amendment No. 4 to the Agreement (A-12838) with Integrated Archive Systems Inc. for Hardware and Software Lifecycle purchases as well as Support Renewal of Data Backup and Storage Hardware, Software, Licensing Maintenance services, extending the agreement an additional thirty eight (38) month period (May 1, 2021 through June 30, 2024) for a revised full agreement term of February 1, 2015 through June 30, 2024, and adding $646,727 for a revised total agreement amount not to exceed $2,542,727.
Report
RECOMMENDATION:
It is recommended the Board of Supervisors:
Authorize the Deputy Purchasing Agent for Natividad Medical Center (NMC) or his designee to execute Amendment No. 4 to the Agreement (A-12838) with Integrated Archive Systems Inc. for Hardware and Software Lifecycle purchases as well as Support Renewal of Data Backup and Storage Hardware, Software, Licensing Maintenance services, extending the agreement an additional thirty eight (38) month period (May 1, 2021 through June 30, 2024) for a revised full agreement term of February 1, 2015 through June 30, 2024, and adding $646,727 for a revised total agreement amount not to exceed $2,542,727.
SUMMARY/DISCUSSION:
NMC’s IT department maintains its systems in a professional manner by updating and modernizing them per a predetermined lifecycle based on industry best-practices. Hardware and software are replaced and/or refreshed at a rate that maximizes its value to the hospital while remaining reliable. This helps the hospital maintain a high level of availability of critical patient systems such as the Electronic Health Record (EHR) and patient imaging. Software maintenance and support services are purchased for all production systems in order to keep system software current and to mitigate any potential system failures. Integrated Archive Systems (IAS) provides Natividad with the necessary hardware and software associated with both on-site and off-site backup and storage infrastructures under this agreement.
Summary of the IAS agreement products and services:
Original Agreement: NMC entered into an agreement with Integrated Archive Systems Inc. in February 2015 for the purchase of storage hardware and software for NMC Salinas, along with maintenance support through January 30, 2018.
Amendment 1: Purchased storage hardware and software for NMC’s Denver, CO disaster recovery site and related maintenance support through December 14, 2018. Also included EHR data archive hardware and software and associated maintenance through December 14, 2018.
Amendment 2: Renewed maintenance support for Salinas site storage hardware and software, extending through April 30, 2021.
Amendment 3: Renewed maintenance support for Denver, CO site storage hardware and software, extending through June 30, 2019. Also renewed maintenance support on EHR data archive hardware and software, extending through September 1, 2019.
NMC is now requesting approval to execute Amendment 4 which includes new hardware and software for the Denver, CO disaster recovery site plus five (5) years maintenance on this new equipment. This redundant infrastructure is critical because it will allow Natividad to continue to operate certain critical systems from the remote/off-site location in the event that the on-site system goes down. Amendment 4 also includes a lifecycle replacement of centralized computer servers that hosts the hospital patient care applications plus five (5) years maintenance on this equipment.
OTHER AGENCY INVOLVEMENT:
County Counsel has reviewed and approved this request as has the County Auditor-Controller. This request was reviewed and approved by NMC’s Finance Committee on April 25, 2019 and by its Board of Trustees on May 3, 2019.
FINANCING:
The cost for this amendment is $646,727, of which $646,727 was included in the FY19-20 Recommended Budget.
BOARD OF SUPERVISORS STRATEGIC INITIATIVES:
This purchases facilitates the lifecycle replacement and provides for maintenance and support services for NMC’s electronic patient care systems. This purchase will assist with keeping these important systems reliable and available.
Economic Development
X Administration
Health and Human Services
__ Infrastructure
__ Public Safety
Prepared by: Ari Entin, Chief Information Officer, 783-2564
Approved by: Gary R. Gray, DO, Chief Executive Officer, 783-2504
Attachments:
Integrated Archive Systems Amendment No. 4
Integrated Archive Systems Amendment No. 3
Integrated Archive Systems Amendment No. 2
Integrated Archive Systems Amendment No. 1
Integrated Archive Systems Agreement
Attachments on file with the Clerk of the Board