COUNTY OF SAN MATEO

Inter-Departmental Correspondence

San Mateo Medical Center

DATE:

BOARD MEETING DATE:

SPECIAL NOTICE/HEARING:

None

VOTE REQUIRED:

Majority

TO:

Honorable Board of Supervisors

FROM:

Nancy J. Steiger, Chief Executive Officer, San Mateo Medical Center

SUBJECT:

Agreement with Toyon Associates, Inc.

RECOMMENDATION:

Adopt a resolution:

A.

Waiving the Request for Proposal (RFP) process.

B.

Authorizing the execution of an Agreement with Toyon Associates, Inc. to provide reimbursement services for the period March 1, 2007 to February 28, 2009, for compensation not to exceed $200,000 during the term of the Agreement.

C.

Authorizing the Chief Executive Officer (CEO) of San Mateo Medical Center or the CEO's designee to execute contract amendments which modify the County's maximum fiscal obligation by no more than $25,000 (in aggregate), and/or modify the contract term and/or services so long as the modified term or services is/are within the current or revised fiscal provisions.

VISION ALIGNMENT:

Commitment: Responsive, effective and collaborative government.

Goal 5: Government decisions are based on future impact, rather than temporary relief or immediate gain.

The Agreement contributes to this commitment and goal by ensuring that SMMC collects revenues, files cost reports, and oversees audits in a time sensitive and increasingly scrutinized environment.

Performance Measure(s):

Measure

FY 2006-07

FY 2007-08

Number of Regulatory Report Files Prepared and Reviewed

18

18

BACKGROUND:

The need to contract with Toyon became necessary when the Director of Reimbursement resigned. This position is responsible for collecting approximately 30% of SMMC’s revenue, files periodic regulatory reports, and oversees audits by various governing agencies.

DISCUSSION:

This is a highly technical and specialized function that is increasingly difficult to fill. In addition to the vacancy at SMMC, there are half a dozen other similar vacancies at other Bay Area hospitals. This position is critical in collecting approximately 30% of the medical center’s revenue, ensuring that regulatory reports are submitted on a timely basis, and successfully overseeing frequent audits.

SMMC is requesting a waiver of the RFP process because Toyon and Associates has been working with SMMC and does not require ramp up time in this complex and time sensitive arena. Although SMMC is recruiting for a new director, there are numerous deadlines that need to be met, including submissions for the Medi-Cal Waiver.

County Counsel and Risk Management have reviewed and approved this Agreement.

The contractor has assured compliance with the County's Contractor Employee Jury Service Ordinance, as well as all other contract provisions that are required by County ordinance and administrative memoranda, including but not limited to insurance, hold harmless, non-discrimination and equal benefits.

FISCAL IMPACT:

The vacant position is a Financial Services Manager II with an annual base salary of $109,000 and approximately $146,000 with benefits. We will contract with Toyon for $100,000 a year to perform the majority of the reimbursement duties. The remaining responsibility will be absorbed by the Chief Financial Officer, Director of Finance, and a Management Analyst III.

The term of the Agreement is two years, March 1, 2007 through February 28, 2009. The maximum amount of the Agreement is $200,000. Funds to pay for these services are included in San Mateo Medical Center’s FY2006-07 Adopted Budget and funds will be included in future budget requests.