COUNTY OF SAN MATEO

Inter-Departmental Correspondence

Health System

 

DATE:

April 23, 2009

BOARD MEETING DATE:

June 9, 2009

SPECIAL NOTICE/HEARING:

None

VOTE REQUIRED:

Majority

 

TO:

Honorable Board of Supervisors

FROM:

Jean S. Fraser, Chief, Health System

SUBJECT:

Agreement with InfoImage, Inc.

 

RECOMMENDATION:

Adopt a Resolution:

1.

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

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: Responsive, effective and collaborative government.

Goal 20: Government decisions are based on careful consideration of future impact rather than temporary relief or immediate gain.

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.

 

Performance Measure:

Measure

FY 2008-09
Estimate

FY 2009-10
Target

Percent of customer survey respondents rating services good or better

90%

90%

 

BACKGROUND:

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.

 

DISCUSSION:

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.

 

FISCAL IMPACT:

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.

Exhibit A

Request for Proposals (RFP) Matrix

1.

General Description of RFP

RFP provide printing and mail processing of patient bill and service statements/invoices for Behavioral and Recovery Services, Environmental Health, and San Mateo Medical Center

2.

List key evaluation criteria

History and Structure of Proposer/Organizational Capacity

Philosophy /Service Model

Staffing Patterns and Operations/Cultural Competency/Facilities

Quality/Program Evaluation

Implementation Plan/Timeline

Cost

References

3.

Where advertised

The Bay Area News Group on January 19, 2009

4.

In addition to any advertisement, list others to whom RFP was sent

Accurate Mailings

Adstra Systems, Inc.

Cathedral Corporation

ECP Electronic and Conventional Printing

Emdeon Business Services

ENS, Inc., An Ingenix Company

InfoImage, Inc.

LKCS

National Data Services

Siemens Medical Solutions

Tri-Win

5.

Total number sent to prospective proposers

11

6.

Number of proposals received

5

7.

Who evaluated the proposals

Doug Wong-Sing, Information Technology Analyst

Jorge Gutierrez, Business Services Manager

San Mateo Medical Center

Lorraine Lew - Health Services Manager

Environmental Health

Larisa Margulis, Fiscal Supervisor

Environmental Health

8.

In alphabetical order, names of proposers (or finalists, if applicable) and location

Accurate Mailings, Inc.

215 O'Neill Avenue

Belmont, CA 94002

InfoImage, Inc.

141 Jefferson Drive

Menlo Park, CA 94025