Inter-Departmental Correspondence

Health System



May 10, 2010


June 8, 2010







Honorable Board of Supervisors


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


Amendment Three to the Agreement with UltraEx



Adopt a Resolution authorizing the President of the Board to execute Amendment Three to the Agreement with UltraEx to provide transportation and courier services for laboratory specimens between sites, for medications to Burlingame Long Term Care, for Meals on Wheels and as back up courier, with no change in term and increasing the maximum amount by $320,000, to $1,040,670.



Effective October 1, 2008, Catholic Charities CYO ceased participation in Meals-on Wheels Program. The program provides warm, ready-to-eat or ready to microwave meals to individuals at home who are unable to purchase or prepare their own meals and are at risk of going hungry. San Mateo Medical Center (SMMC) has since participated in the Meals-on Wheels Program by preparing these meals.

On January 6, 2009, the Board of Supervisors approved an Agreement with UltraEx to provide transportation for the Meals-on-Wheels Program and to function as back up for the SMMC courier for the term October 1, 2008 to June 30, 2010, in an amount not to exceed $720,670.

Amendment One, extending the term through September 30, 2011 and replacing Exhibits A and B, was approved by the Chief Executive Officer of SMMC on January 20, 2010. The Second Amendment, replacing Exhibit B which added more billing detail for invoicing, was approved by the Chief Executive Officer of SMMC on March 11, 2010.



Since the inception of this contract, two new components have been added to the routine driving schedule: transportation of specimens for the Public Health Laboratory, and delivery of the over-the-counter medications to Burlingame Long Term Care facility from SMMC. An increase to the maximum amount of the Agreement is necessary in order to pay for the additional services for the term of the contract.

County Counsel has reviewed and approved the Resolution and Amendment as to form. The Contractor has assured compliance with the County’s Contract Employee Jury service ordinance, as well as all other contract provisions that are required by the County ordinance and administrative memoranda, including but not limited to insurance, hold harmless non- discrimination and equal benefits.


Approval of this Amendment contributes to the Shared Vision 2025 outcome of a Healthy Community by providing necessary transportation and courier services. It is anticipated that healthy, balanced meals will be delivered on schedule to frail, homebound seniors and disabled adults throughout San Mateo County. It is anticipated that 98% of scheduled meals will be delivered on time.


Performance Measure:


FY 2009-10

FY 2010-11

Delivering scheduled meals on time





The term of the Agreement is October 1, 2008 through September 30, 2011. The Amendment increases the funding by $320,000 for a maximum amount of $1,040,670. Funds in the amount of $40,000 have been included in the SMMC FY 2009-10 Adopted Budget, and funds in the amount of $280,000 are 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 and covered by the County’s General Fund contribution to SMMC.