COUNTY OF SAN MATEO

Inter-Departmental Correspondence

San Mateo Medical Center

 

DATE:

September 5, 2008

BOARD MEETING DATE:

October 21, 2008

SPECIAL NOTICE/HEARING:

None

VOTE REQUIRED:

Majority

 

TO:

Honorable Board of Supervisors

FROM:

Sang-ick Chang, M.D., Chief Executive Officer, San Mateo Medical Center

SUBJECT:

Agreement with City of Daly City for Custodial and Maintenance Services for the San Mateo Medical Center Daly City Clinic in the Mike Nevin Health Center Building

 

RECOMMENDATION:

Adopt a resolution:

 

A.

Waiving the Request for Proposals (RFP) process

   

B.

Authorizing the President of the Board to execute an Agreement with City of Daly City (City) for custodial and maintenance services for the San Mateo Medical Center Daly City Clinic in the Mike Nevin Health Center (SMMC Daly City Clinic) for the term June 1, 2008 to May 31, 2010, in an amount not to exceed $585,000

   

C.

Authorizing the Chief Executive Officer (CEO) of San Mateo Medical Center (SMMC) 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: Ensure basic health and safety for all.

Goal 5: Residents have access to healthcare and preventive care.

The Agreement contributes to this commitment and goal by providing resident’s access to a well-kept and maintained Health Center.

 
 

Performance Measure:

Measure

FY 2008-09
Projected

FY 2009-10
Projected

All areas of SMMC Daly City Clinic will be clean, ready, safe, and orderly on a daily basis for staff and patient use.

100%

100%

 

BACKGROUND:

The SMMC Daly City Clinic is a 30,000 square foot building located directly across from the City of Daly City Civic Center. The building, grounds, and parking structure require custodial and maintenance services. The City has agreed to continue to provide this service at its cost, using permanent, benefited City employees. The services include full-time janitorial and maintenance services.

 

DISCUSSION:

A cost comparison was done to determine the most cost effective method for providing janitorial and maintenance services for the SMMC Daly City Clinic. While the rest of the facilities maintenance for SMMC has been transferred to Public Works Department (PWD). PWD can only provide maintenance services. Using the current Health and Hospital Facility Maintenance Charges for FY 2008-09 from PWD, it was determined that it is more costly to use PWD. In addition, City can provide both custodial and maintenance services. There are no known independent contractors in the bay area that can provide both custodial and maintenance except for City. For this reason, SMMC is requesting a waiver of the RFP process because contracting with the City for both custodial and maintenance services eliminate the need for two separate contracts. Having one contract for both services is the most cost effective and feasibly way to proceed at this time.

Submission of this agreement was delayed due to due to prolonged negotiations for better rates and terms of service, and final approval by the City Council.


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 previous Agreement was from June 1, 2006 to May 31, 2008 with a maximum amount of $395,199.84. The City has increased their rates by approximately 45% percent over the previous Agreement. The term of this new Agreement is from June 1, 2008 through May 31, 2010. The maximum amount of funds for this Agreement is $585,000. Funds are included in SMMC’s FY 2008-09 Adopted Budget and will be included in future fiscal years recommended budgets.