COUNTY OF SAN MATEO

Inter-Departmental Correspondence

Health System

DATE:

April 29, 2010

BOARD MEETING DATE:

May 11, 2010

SPECIAL NOTICE/HEARING:

None

VOTE REQUIRED:

Majority

TO:

Honorable Board of Supervisors

FROM:

Jean S. Fraser, Chief, Health System

SaraT L. Mayer, Director of Health Policy and Planning

SUBJECT:

Contract with Roger Way and Associates for Grant Writing Services

RECOMMENDATION:

Adopt a Resolution:

1.

Authorizing the President of the Board to execute an agreement with Roger Way and Associates for grant writing services for the term July 1, 2010 through June 30, 2013, not to exceed $400,000; 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.

BACKGROUND:

Significant private, state, and federal funds are allocated to local health-serving organizations through competitive grant applications. The designated use of these funds varies from one-time only bricks-and-mortar projects to innovative program development, project evaluation, and technical assistance.

Roger Way and Associates has served as a key grant writer, grant researcher and coordinator since 1998. During this time he has maintained responsibility for submitting all applications and renewal paperwork for the San Mateo Medical Center (SMMC) Health Care for the Homeless Program which facilitates SMMC’s Federally Qualified Health Center (FQHC) designation. Roger Way and Associates has also coordinated successful applications involving other grant writers, identified opportunities to increase federal reimbursement rates, and federal and state funding streams on behalf of the Health System.

In September 2009, Health Policy and Planning released a Request for Qualifications for qualified contractors to provide grant writing services for the Health System. Roger Way and Associates competed in this process and received high marks for their application.

DISCUSSION:

For many years, the Health System has held contracts with qualified grant writers to allow for ongoing researching and tracking of funding opportunities and quick responses to announcements of competitive applications. In 2004 the Health Department consolidated these contracts and developed a centralized pool of grant writers. Given the reorganization of the Health System this pool is being expanded to include grant writer services for the full Health System. This increases efficiency and competitive effectiveness.

Examples of applications submitted by Roger Way and Associates and awarded to the Health System in 2009 include: $677,000 from the Federal Bureau of Justice for local re-entry planning and implementation and $1.7 million from the Health Resources and Service Administration (HRSA) for infrastructure improvements to the Coastside Clinic. Many additional applications have also been submitted and awards received or pending including proposals to Agency for Healthcare Research and Quality (AHRQ), the Centers for Disease Control and Prevention (CDC), Pacific Care and Substance Abuse and Mental Health Services Administration (SAMHSA).

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 Resolution and Agreement have been reviewed and approved by County Counsel and Risk Management.

Approval of this Resolution and Agreement contributes to the Shared Vision 2025 outcome of a Healthy Community by facilitating the Health System’s application for competitive grant funds and thereby ensuring innovative and successful Health System programs. It is anticipated that 90% of initiative partners are confident in the County’s ability to address key health issues.

Performance Measure(s):

Measure

FY 2008-09
Actual

FY 2009-10
Projected

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

96%

90%*

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

FISCAL IMPACT:

This agreement is for the term July 1, 2010 through June 30, 2013. The total amount for the three-year period will not exceed $400,000. $100,000 of this Agreement is for services provided to the Health Care for the Homeless program and are paid for through the program’s HRSA funding allocation. The remaining $300,000 is Net County Cost and will be included in individual Health System division Recommended Budgets for FY 2010-11, including Health Policy and Planning. Similar arrangements will be made for future years.

1.

General description of RFQ

The San Mateo County Health System seeks organizations/agencies who will submit qualifications to operate grant writing services in San Mateo County for fiscal years 2010-2013.

2.

List key evaluation criteria

1. Capability and experience of applicant

2. Quality of narrative description

3. Proven history for meeting project deadlines

4. Knowledge and expertise of health/healthcare services

5. Key staff qualifications and background

6. Knowledge and familiarity with San Mateo County

7. Success rate in securing grants and completing planning projects

8. Ability to work with a wide range of staff

9. Reasonable hourly rate

3.

Where advertised

Craigslist.com

4.

In addition to any advertisement, list others to whom the RFQ announcement was sent

1. Deanna Gomby

2. Heather Pegas

3. Marti Roach

4. Roger Way

5.

Total number of RFQ’s sent to prospective proposers

Twenty (20)

6.

Number of proposals received

Eight (8)

7.

Who evaluated the proposals

1. SaraT L Mayer, Director, Health Policy & Planning

2. Viral Mehta, Health Applications Analyst, Information Services Department

3. Sandra, Santana-Mora, MHSA Coordinator, Behavioral Health and Recovery Services

4. Katie Troxler, Health Care for the Homeless Program Director, San Mateo Medical Center

8.

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

1. Ataclair Consulting, Santa Rosa, CA

2. DJT Consulting, Vallejo, CA

3. Gibson and Associates, Oakland, CA

4. Heather Pegas Consulting, Oakland, CA

5. Randall Funding & Development Inc., Emeryville, CA

6. Resource Development Associates, Lafayette, CA

7. Marti Roach, Moraga, CA

8. Roger Way and Associates, Acton, CA