COUNTY OF SAN MATEO

Inter-Departmental Correspondence

San Mateo Medical Center

DATE:

December 20, 2004

BOARD MEETING DATE:

January 4, 2005

SPECIAL NOTICE/HEARING:

None

VOTE REQUIRED:

Majority

TO:

Honorable Board of Supervisors

FROM:

Nancy Steiger, Chief Executive Officer, San Mateo Medical Center

SUBJECT:

Resolution Waiving the Request for Proposal (RFP) and Authorizing the Execution of an Amendment to the Agreement with GE Medical Systems for Preventative Maintenance and Service of General Biomedical and Imaging Equipment

Recommendation

Approve a Resolution:

A.

Waiving the Request for Proposal Process

B.

Authorizing the President of the Board to execute an Amendment to the Agreement with GE Medical Systems for preventative maintenance and service of general biomedical and imaging equipment

Vision Alignment

Commitment: Responsive, effective and collaborative government.

Goal 20: Government decisions are based on careful consideration of future impact, rather than temporary relief or immediate gain.

This Agreement contributes to this commitment and goal by providing preventative maintenance and repair of imaging and biomedical equipment.

Performance Measures:

Measure

FY2004-05

FY2005-06

Quarterly Preventative Maintenance completion

100%

100%

Background

On December 18, 2001, your Board approved a consolidated three-year Agreement for preventative maintenance and repair of imaging and biomedical equipment. The term of the Agreement is January 1, 2002 to December 30, 2004 with a maximum amount of $1,701,336.

Discussion

GE Medical Systems proposed a five-year renewal of the current Agreement which is up for renewal December 30, 2004, at a maximum amount of $3,041,062. The recommendation is to extend the existing Agreement for one year during which time, SMMC will form a multi disciplinary committee to develop an RFP for this service. Though GE Medical Systems has been a solid partner, given the increasing annual costs and additional equipment to be added with BLTC and the Women’s and Children Services, it would benefit the County to pursue the competitive process of conducting an RFP. Given the number of contracts under the existing consolidated Agreement, the RFP process is expected to take approximately nine months.

During the term of the Agreement, SMMC purchased new equipment and acquired Burlingame Long Term Care (BLTC). Maintenance and repair coverage for the new equipment and all the equipment located at BLTC has been incorporated into the Agreement.

County Counsel and Risk Management have both reviewed and approved this Amendment.

Fiscal Impact:

The Amendment extends the term of the Agreement by one year, making the new term of the Agreement January 1, 2002 to December 30, 2005. The Amendment also increases the maximum amount of the Agreement by $680,000 from $1,701,336 to $2,381,336. The increase includes the costs of coverage for the new equipment at SMMC, BLTC, and the Women and Children Services, as well as the cost of coverage of the one-year extension.

Funding is included in SMMC’s FY2004-05 Adopted Budget and funds will be included in the FY2005-06 Recommended Budget.