Inter-Departmental Correspondence

Health System


March 18, 2010


April 13, 2010







Honorable Board of Supervisors


Jean S. Fraser, Chief, Health System
Susan Ehrlich, MD, MPP, Chief Executive Officer
San Mateo Medical Center


Agreement with Kevin W. Harper CPA & Associates


Adopt a Resolution:


Waiving the Request for Proposals process; and



Authorizing the President of the Board to execute an Agreement with Kevin W. Harper CPA & Associates to provide support and assistance to the Chief Financial Officer and Accounting Manager at San Mateo Medical Center for a term of January 1, 2010 through December 31, 2010, for a maximum fiscal obligation of $175,000; and



Authorizing the Chief of the 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.



Kevin W. Harper CPA & Associates (Kevin Harper) contracted with the County from January 1, 2007 through December 31, 2008, to provide accounting assistance and guidance. He developed an accounting schedule that detailed procedures, responsibilities and timeframes for tasks needed to close San Mateo Medical Center’s (SMMC) accounting records and prepare annual financial statements. During that time he worked closely with the Chief Financial Officer (CFO) and the Accounting Manager.


In January 2009 SMMC was faced with four critical staff vacancies, CFO, Controller, Accounting Manager and Senior Accountant. Because of his knowledge of SMMC financial procedures, Kevin Harper was again contracted for a term of January 1, 2009 through December 31, 2009, to work with the Interim CFO and Accounting Manager.



The Finance Department of SMMC has gone through a complete management change with a new CFO, Controller and Accounting Manager. Kevin Harper possesses the knowledge and experience with SMMC financials that is needed to provide assistance to these individuals. Mr. Harper will be able to provide consultative ongoing support to the Controller and Accounting Manager. He will prepare and provide oversight for the annual financial statements and assist with recurring tasks until all positions are filled.


A waiver of the Request for Proposals process is requested to assist with the transitioning of the new CFO, Controller and Accounting Manager. This contract was delayed because it was anticipated that Kevin Harper services would not be required beyond December 2009. However, due to staffing vacancies and the complexity of the transition of new staff it has been determined that a new contract is needed through 2010.


Risk Management has reviewed and approved this agreement. County Counsel has reviewed and approved the Resolution and Agreement as to form. 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.


Approval of this Agreement contributes to the Shared Vision 2025 outcome of a Healthy Community by continuing and preserving the financial methodology used in the Finance Department to support the care-giving activities of SMMC. It is anticipated that 100% of all financial statement accounts will be reconciled in a timely manner.


Performance Measure(s):


FY 2008-09

FY 2009-10

Percentage of reconciliation of financial statement accounts completed within 60 days





The term of the Agreement is January 1, 2010 through December 31, 2010. The maximum fiscal obligation under the Agreement is $175,000. Funds in the amount of $114,000 are included in the SMMC FY 2009-10 Adopted Budget. Funds in the amount of $61,000 will be included in the SMMC FY 2010-11 Recommended Budget.


Expenses at SMMC are covered by fees for services or third-party payors whenever possible. The portion of expenses for services provided to the medically indigent or to those covered by programs that do not meet the full costs of care are covered by the County’s General Fund contribution to SMMC.