Title
Authorize the Deputy Purchasing Agent for Natividad Medical Center (NMC) to execute Amendment No. 5 to the Agreement (MYA438) with Maintenance Connection Inc. for computerized facility maintenance system services at NMC, extending the Agreement an additional 6 month period for a revised term of June 1, 2010 through December 31, 2015 and adding $31,307.68 for a revised total aggregate amount not to exceed $131,307.68.
Report
RECOMMENDATION:
It is recommended the Board of Supervisors:
Authorize the Deputy Purchasing Agent for Natividad Medical Center (NMC) to execute Amendment No. 5 to the Agreement (MYA438) with Maintenance Connection Inc. for computerized facility maintenance system services at NMC, extending the Agreement an additional 6 month period for a revised term of June 1, 2010 through December 31, 2015 and adding $31,307.68 for a revised total aggregate amount not to exceed $131,307.68.
SUMMARY/DISCUSSION:
NMC has had a contractual relationship with Maintenance Connection Inc. since June 1, 2010 to provide the computerized facility maintenance system in the Engineering department. The computerized facility maintenance system (entirely web based subscription service) allows the NMC Engineering department to manage facility assets, preventive maintenance schedules, and routine workflow, such as repairs and simple installations through the computerized work order system. Maintenance Connection Inc. also provides NMC with reports and dashboards to monitor effectiveness and efficiency in the Engineering department. The Joint Commission and National Fire Prevention Agency (NFPA) require that the hospital test and inspect all pieces of equipment that are related to life safety on a prescribed schedule. The hospital has the ability to maintain regulatory compliance through its agreement it has with Maintenance Connection Inc.
In January 2014, NMC's Director of Engineering and Safety departed the organization suddenly. This individual had been responsible for the development and management of the Maintenance Connection Inc. database. Since his departure, we have identified the need to make significant improvements to the assets and inventory that he had inputted into the database. As a result, NMC is now functioning in a labor intensive paper environment because the current system is not reliable. Support personnel are printing preventive maintenance and routine work orders from Maintenance Connection and assigning work to the Hospital Maintenance Mechanics. Once the work is completed, the support personnel are inputting the completed work order into Maintenance Connection Inc. This amendment will allow for the following:
1. Allow for Maintenance Connection Inc. to complete an audit as well as remedy issues identified during the audit. The price allows for up to 10 on site days with a Maintenance Connection Inc. Trainer. Cost: $18,400.
2. An extension of our existing agreement until December 31, 2015. The scope of work includes access to Maintenance Connection Inc. software, nightly database backups, telephone support, and monthly service fees for the Engineering work order system. Cost: $9,270.
3. The ability to pay a past due invoice for Fiscal Year 2015. The original agreement was established as a Service Agreement under $100,000. The Contracts department in conjunction with the Engineering department did not place the correct spend on Amendment #4 (term: July 1, 2010- June 30, 2015), as the spend amount in the amendment did not cover the entire annual fee. As a result NMC needs to request an additional $3,637.68 to pay the outstanding amount for the remainder of Fiscal Year 2015. Cost: $3,637.68.
OTHER AGENCY INVOLVEMENT:
County Counsel has reviewed and approved this Amendment No. 5 as to legal form and risk provisions, and the Auditor-Controller has reviewed and approved as to payment provisions. The Amendment No. 5 has also been reviewed and approved by NMC's Finance Committee on March 5, 2015 and by its Board of Trustees on March 6, 2015.
FINANCING:
The cost for this Amendment No. 5 is $31,307.68 of which $3,637.68 is included in the Fiscal Year 2014-15 Adopted Budget. Amounts for remaining months of the Agreement will be included in the Fiscal Year 2015-16 budget. There is no impact to the General Fund.
Prepared by: Andrea J. Rosenburg, Assistant Administrator, 783-2562
Approved by: Dr. Gary Gray, Interim Chief Executive Officer, 783-2504
Attachments:
Original Agreement
Renewal and Amendment No. 1
Amendment No. 2
Amendment No. 3
Amendment No. 4
Amendment No. 5
Spend Sheet
Attachments on file with the Clerk of the Board