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COUNTY OF SAN MATEO
Inter-Departmental Correspondence
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San Mateo Medical Center
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DATE:
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September 24, 2008
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BOARD MEETING DATE:
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October 7, 2008
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SPECIAL NOTICE/HEARING:
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None
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VOTE REQUIRED:
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Majority
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TO:
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Honorable Board of Supervisors
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FROM:
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Sang-ick Chang, M.D., Chief Executive Officer
San Mateo Medical Center
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SUBJECT:
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Agreement with DINEX International, Inc.
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RECOMMENDATION:
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Approve a resolution:
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1.
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Approving the acquisition of cook-chill system equipment through a Request for Proposals process
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2.
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Authorizing the Purchasing Agent to enter into a five-year competitively selected lease arrangement for cook-chill equipment
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VISION ALIGNMENT:
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Commitment: Responsive, effective and collaborative government.
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Goals 20: Government decisions are based on careful consideration of future impact, rather than temporary relief or immediate gain.
This Agreement contributes to the commitment and goal by providing San Mateo Medical Center with proven reliable state-of-the-art equipment and keeping the Medical Center in compliance with the Joint Commission requirements.
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Performance Measure(s):
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Measure
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FY 2007-08
Actual
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FY 2008-09
Projected
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97% System Up-time
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0
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100%
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Compliance with food prep regulations
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0
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100%
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BACKGROUND:
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Cook-chill food preparation is a state-of-the-art method of patient and long term care resident food tray preparation. Such food maintains the vitamins and nutrients and has the advantage of consistently being served at the proper temperature, thereby meeting both regulatory guideless and patient/resident requirements. The efficiency of this technology allows for the preparation of food in advance which is then chilled to a safe holding temperature so that a large number of meals can be prepared and held in a chilled state until needed. The kitchens will operate more efficiently with fewer staff members. The 2008-09 Approved Budget included funds for this project and the savings associated with a reduction of nine full time equivalent staff.
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DISCUSSION:
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On July 11, 2008, a Request for Proposals (RFP) for the provision of a cook-chill system was issued and advertised. San Mateo Medical Center (SMMC) received four responses to the RFP. An evaluation tem consisting of Deputy Director of Support Services, Director of Food and Nutrition Services and the Director of Materials Management reviewed the proposals and answers to the questions asked of the proposers. Staff recommends that DINEX International, Inc. be awarded the contract to provide a cook-chill system because their proposal has the best rates, includes a flexible schedule and best meets the needs of SMMC.
The bid for the lease-purchase arrangement was competitively selected. On August 28, 2008, the Purchasing Agent issued an RFP for lease-purchase financing. The RFP was sent to thirteen financial institutions, five responses were received, and Comerica Leasing Corporation was selected. The interest rate is 3.7 percent.
The space that will accommodate the rethermalization units requires renovation. Public Works will provide the minor demolition and electrical upgrades, and that department indicates that this work will cost no more than $100,000. Funds to pay for this work are included in the SMMC budget for this fiscal year.
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FISCAL IMPACT:
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The anticipated expenditure for this project is $975,132, which includes the cost and installation of the system, sales tax and a five year extended warranty for parts (for a total of $843,907), the cost of the five year lease (for a total of $31,225 at 3.7% interest) and site renovation costs ($100,000). $195,000 is included in the SMMC Adopted Budget for FY 2008-09. A similar arrangement will be made for FY 2009-10 through 2012-2013.
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