COUNTY OF SAN MATEO

Inter-Departmental Correspondence

Health System

DATE:

February 4, 2009

BOARD MEETING DATE:

March 31, 2009

SPECIAL NOTICE/HEARING:

None

VOTE REQUIRED:

Majority

TO:

Honorable Board of Supervisors

FROM:

Jean S. Fraser, Health System Chief

SaraT L. Mayer, Director of Policy and Planning, Health System

SUBJECT:

Amendment to Agreement with Roger Way

RECOMMENDATION:

Adopt a Resolution:

1) Authorizing the President of the Board to execute an Amendment to the Agreement with Roger Way to provide grant writing services, increasing the total obligation by $60,000 to $170,000, with no change in the term; and

2) Authorizing the Chief of Health System or 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.

This Amendment to the Agreement contributes to this commitment and goal by ensuring system coordination of new private foundation, state and federal grant funds which support the Health System’s provision of services.

Performance Measure:

Measure

FY 2007-08
Actual

FY 2008-09
Projected

Percent of strategic initiative partners indicating an increased confidence in ability of the County to address key health issues

96%

80%*

*Reflects complexity of projects and a broader scope of partners.

BACKGROUND:

Roger Way provides grant identification and grant writing services for the San Mateo County Health System. Roger Way has worked with the Health Department and San Mateo Medical Center as separate entities for over ten years. Roger Way has completed successful application of the annual Federal Health Care for the Homeless Grant, grants for the Federally Qualified Health Centers (FQHC), applications to Robert Wood Johnson Foundation and The California Endowment.

The Health System applies for and retains private foundation, state and federal grants to allow for pilot-project innovations, for renewal applications for current services funded by grants and for collaborative efforts which allow for community participation in prevention initiatives. The Health System currently holds four contracts for these services, including Roger Way.

DISCUSSION:

In order to effectively identify and apply for private foundation grants as well as state and federal grants supporting Health System functions and community-based prevention initiatives, the Health Department issued a Request for Proposals (RFP) for grant writing and grant identification services in 2006. Roger Way was one of the four organizations selected to conduct these services.

Previously, the San Mateo Medical Center and the Health Department held separate contracts with Roger Way. As a component of healthcare redesign, these functions are being consolidated under one contract administrator within the Health Policy and Planning Division. A single contract will be held across the System to ensure that all grants sought and obtained contribute to the long-term mission and vision of the Health System and include a plan for sustainability. In 2010 an RFP process will be completed to renew the Health System’s pool of grant writers.

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. The Agreement has been reviewed and approved by the County Counsel. Risk Management has reviewed and approved the insurance coverage.

FISCAL IMPACT:

The term of this Amendment to the Agreement is August 1, 2008 through June 30, 2010, for a maximum obligation of $170,000, an increase of $60,000 over the previous agreements. Costs for the Amendment are included in the Health Policy and Planning FY 2008-09 Adopted Budget and will be included in the FY 2009-10 Recommended Budget for Health Policy and Planning and the Medical Center. The contract is covered by contributions from grant funding and non-departmental revenues, resulting in no Net County Cost.