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COUNTY OF SAN MATEO
Inter-Departmental Correspondence
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Health System
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DATE:
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April 23, 2009
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BOARD MEETING DATE:
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June 9, 2009
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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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Jean S. Fraser, Chief, Health System
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SUBJECT:
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Agreement with InfoImage, Inc.
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RECOMMENDATION:
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Adopt a Resolution:
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1.
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Authorizing the President of the Board to execute an Agreement with InfoImage, Inc. for processing, printing and mailing services of patient bills and service statements/invoices for the term of July 1, 2009 through June 30, 2014, for an amount not to exceed $989,280; and
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2.
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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
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VISION ALIGNMENT:
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Commitment: Responsive, effective and collaborative government.
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Goal 20: Government decisions are based on careful consideration of future impact rather than temporary relief or immediate gain.
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The Agreement with InfoImage, Inc. contributes to this commitment and goal by providing uniform rates for laser printing, billing and mailing of invoices and programming services.
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Performance Measure:
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Measure
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FY 2008-09
Estimate
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FY 2009-10
Target
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Percent of customer survey respondents rating services good or better
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90%
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90%
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BACKGROUND:
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A Request for Proposals (RFP) to provide processing, printing and mailing of patient bills and service statements/invoices was conducted in January 2009. The RFP was sent to eleven vendors, five of whom responded. InfoImage, Inc. was selected based on program evaluation, cost, experience in the industry, and maintaining appropriate resources to provide the required services for Environmental Health, Behavioral Health and Recovery Services, and San Mateo Medical Center.
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DISCUSSION:
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Behavioral Health and Recovery Services produces approximately eleven hundred confidential patient/insurance statements per month; Environmental Health generates approximately three thousand statements per month; and San Mateo Medical Center produces approximately fifteen thousand patient/insurance statements per month. Each Division has separate specifications due to the nature of the services they provide. A consolidated agreement ensures cost savings for the Health System. Postage constitutes the highest cost in the contract and anticipated increases in postage are built into the contracted amount.
The previous Agreement for these services was with InfoImage, Inc. with a maximum amount of $144,033 for one year. The rates for processing and printing remain the same as the existing contract which ends on June 30, 2009. The increase in cost is due to the increase in number of statements and invoices, programming costs to update and redesign current statements, anticipated postal increases for a five-year agreement, and contingencies to accommodate future printing requirements over the contract term.
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 County Manager has approved extending the contract with InfoImage Inc. beyond three years.
County Counsel and Risk Management have reviewed and approved this Agreement.
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FISCAL IMPACT:
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The term of the Agreement with InfoImage, Inc. is July 1, 2009 through June 30, 2014, with a maximum amount payable of $989,280. A total of $183,130 is appropriated in the Health System’s FY 2009-10 Recommended Budget. $35,613 is appropriated in Environmental Health, $11,704 is appropriated in Behavioral Health and Recovery Services, $135,813 is appropriated in San Mateo Medical Center. Subsequent budgets will include the appropriations for this contract.
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