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Santa Clara County Civic Gallery Board of Supervisors agenda intelligence

Matter SCC-128970

Consider recommendations relating to Enterprise Core Healthcare Information System to support Santa Clara Valley Healthcare.

Health & Hospital System Board of Supervisors
3 Documents on file 2.32 MB · 3 extracted · 3 AI summaries
File
SCC-128970
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Last synced
15 Jul 2026 · 02:53

The papers

3 documents · 2.32 MB
01 1.53 MB

Beyond 5-Year Contract Term for EPIC Hosting Solution

1.53 MB Extracted AI Summary
file Unknown sha 6f99dee1e215 source Open source document ↗
Generated summary AI-assisted

The source text indicates this attachment appears to be a draft document.

This document is an approval request for a contract exceeding a five-year term for the Epic Hosting Solution, submitted by the Technology Services & Solutions department. The anticipated contract will start on May 19, 2026, and end on January 11, 2032, with a total length of 66 months. The budgeted amount for the project is $30,000,000, and the proposed contractor is EPIC Systems Corporation. The request cites the need for high availability, predictable costs, and security compliance as reasons for the contract extension, aligning it with the current HealthLink - Epic EHR integrated contract.

Key points
  • Approval request for a contract exceeding five years for Epic Hosting Solution.
  • Submitted by Technology Services & Solutions department.
  • Anticipated contract start date: May 19, 2026.
  • Anticipated contract end date: January 11, 2032.
  • Total length of term: 66 months.
  • Budgeted amount: $30,000,000.
  • Proposed contractor: EPIC Systems Corporation.
  • Reasons for extension include high availability, predictable costs, and security compliance.
Limitations
  • The document appears to be a draft as it contains unresolved placeholders and sections that are not fully completed.
  • Some sections, such as contract history and recommendations to cure issues, are marked as NA (not applicable).

Generated for convenience from extracted text using AI. Review the official source document before relying on this summary.

Extracted text preview · 41,297 chars
David Strausser Docusign Envelope ID: 2D43BAC4-C7B3-4BEF-95F3-C9197B5DCEC7 APPROVAL REQUEST FOR A BEYOND 5 YEAR CONTRACT TERM Date of Submission: 4/29/2026 User Agency/Department(s): Technology Services & Solutions Budget Unit #: 145 SECTION I X REQUEST TO SOURCE A NEW CONTRACT BEYOND FIVE YEARS IN TERM Complete this section only if sourcing a new contract that will exceed a five-year term and proceed to Section IV. If you are extending an existing contract, please continue to Section II. Total Length of Term: Anticipated Contract Start Date: 5/19/2026 (In months, excluding extension options) 66 Anticipated Contract End Date: 1/11/2032 Comments: HHS Healthcare organization - HealthLink Epic hosting solution. Budgeted Amount of Project: $ 30000000 Proposed Contractor Name: EPIC Systems Corporation Epic Infrastructure Hosting Solution Description of Goods or Services: SECTION II REQUEST TO EXTEND EXISTING CONTRACT BEYOND FIVE YEARS IN TERM Complete Sections II and III only if extending an existing contract beyond a five-year term. Contract/PO Number: Contractor Name: Current Contract Start Date: Total Current Value of Agreement: $ Description of Goods or Services: Current Contract...
02 571 KB

Justification for Exception to Competitive Procurement for EPIC Hosting Solution

571 KB Extracted AI Summary
file Unknown sha f545017910f9 source Open source document ↗
Generated summary AI-assisted

This document provides a justification for an exception to competitive procurement for the Epic Hosting Solution, which involves migrating the current Epic Electronic Medical Record system from an on-premises infrastructure to Epic's data center. The proposal outlines the operational and financial challenges of the current system, the benefits of the Epic Hosting service, and the necessity of waiving formal bidding procedures. The document includes details on the proposed contractor, estimated value, and the scope of work required for the migration.

Key points
  • The document justifies an exception to competitive procurement for the Epic Hosting Solution.
  • The current on-premises infrastructure poses operational and financial challenges.
  • Epic Hosting service offers high availability, predictable costs, security, and compliance.
  • The County has invested significantly in the Epic EHR solution since 2013.
  • The proposed migration aims to improve system reliability, performance, and security.
Limitations
  • The document contains unresolved placeholders such as the date of submission and specific details in the scope of work.
  • The text appears to be truncated, missing some sections and details.

Generated for convenience from extracted text using AI. Review the official source document before relying on this summary.

Extracted text preview · 20,647 chars
Docusign Envelope ID: CFDAFEF4-AF64-4CF4-810A-5723CDF008B8 JUSTIFICATION FOR EXCEPTIONS TO COMPETITIVE PROCUREMENT It is the policy of the Board that the County conduct an open, fair and full competitive solicitation process for the procurement of goods and/or services, with exemptions for certain goods, services and classes of procurement, and case-by-case exceptions, subject to a detailed review and approval process. The residents of Santa Clara County are best served when sound business decisions are made through a full and open competitive bidding processes. There may be certain instances when exceptions are warranted and justifiable. When a County agency/department recommends that competitive bidding is not practicable or in the best interest of the tax payers, appropriate justification supporting an exception must be submitted to the Procurement Department. Should you have any questions, please do not hesitate to contact: Matthew Hada, Director of Procurement at (408) 491-7401. Date of Submission: 04/22/2026 Submit Document via Requisition Refer to the Contact and Commodity Assignment List for buyer code guidance. SECTION I Proposed Contractor/ Consultant: Total Estimated...
03 235 KB

Agreement Printout

235 KB Extracted AI Summary
file Unknown sha feaf965fed2e source Open source document ↗
Generated summary AI-assisted

This document outlines an amendment to the delegation of authority regarding the Enterprise Core Healthcare Information System for Santa Clara Valley Healthcare. It includes recommendations for the Board of Supervisors to approve increased funding and extended contract terms with Epic Systems Corporation for software licenses, hosting solutions, and third-party software integration. The document details the fiscal implications, contract history, and reasons for the recommendations, emphasizing the need for continued support and upgrades to the healthcare information system.

Key points
  • Amendment to delegation of authority for the Enterprise Core Healthcare Information System.
  • Proposed increase in maximum delegated amount for Agreement No. 4300008124 with Epic Systems Corporation.
  • Extension of contract term limits through January 11, 2032.
  • Approval for a new hosting solution agreement with Epic Systems Corporation.
  • Increase in delegated amount for third-party software vendors to support integration with the Epic system.
  • No impact on children, seniors, or sustainability from the recommended actions.
Limitations
  • The document contains placeholders and unresolved sections that affect the summary.
  • Specific dates, votes, and dollar amounts are not provided in the summary.

Generated for convenience from extracted text using AI. Review the official source document before relying on this summary.

Extracted text preview · 20,145 chars
County of Santa Clara Technology Services and Solutions Department 128970 A DATE: May 19, 2026 TO: Board of Supervisors FROM: David Campos, Deputy County Executive Ameen Moslehi, Chief Information Officer SUBJECT: Amendment to Delegation of Authority for Enterprise Core Healthcare Information System RECOMMENDED ACTION Consider recommendations relating to Enterprise Core Healthcare Information System to support Santa Clara Valley Healthcare. Possible action: a. Approve amended delegation of authority to the County Executive, or designee, to negotiate, execute, amend, or terminate existing Agreement No. 4300008124 with Epic Systems Corporation relating to software license and support, increasing the maximum delegated amount by $5,000,000 from $207,419,353 to $212,419,353, and extending the delegated contract term limit through January 11, 2032, following approval by County Counsel as to form and legality, and approval by the Office of the County Executive. Delegation of authority shall expire on January 11, 2032. b. Approve delegation of authority to the County Executive or designee, to negotiate, execute, amend, or terminate Agreement No. CW2261565 with Epic Systems Corporation...