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COUNTY OF SAN MATEO
Inter-Departmental Correspondence
Health System
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DATE:
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May 25, 2010
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BOARD MEETING DATE:
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July 13, 2010
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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
Susan Ehrlich, MD, MPP, Chief Executive Officer
San Mateo Medical Center
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SUBJECT:
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Agreement with Excellent Maintenance Pro, Inc.
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RECOMMENDATION:
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Adopt a Resolution authorizing the:
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A)
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President of the Board to execute an Agreement with Excellent Maintenance Pro, Inc. to provide janitorial services at Daly City Clinic, Fair Oaks Clinic, Fair Oaks Children’s Clinic, Methadone Clinic, Sequoia Teen Wellness Center, South San Francisco Clinic and Willow Clinic for the term July 1, 2010 through June 30, 2013, for a maximum obligation of $812,627; and
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B)
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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.
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BACKGROUND:
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San Mateo Medical Center (SMMC) has several off-site clinics located throughout the County. On April 9, 2010, a Request for Proposals (RFP) was issued for janitorial and/or maintenance services for these clinics. Four responses were received as a result of the RFP. Excellent Maintenance Pro, Inc. (Excellent) was selected by the RFP Evaluation Committee based on references, experience cleaning a County clinic, and cost.
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DISCUSSION:
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The City of Daly City has provided the janitorial and maintenance services for the Daly City Clinic (Clinic) since June, 2002. The City of Daly City responded to the RFP but with several stipulations which made them less competitive. Excellent will now provide janitorial services for the Clinic. The County Department of Public Works (DPW) will now provide maintenance services for the Clinic. Due to the major repairs and/or replacements currently needed at the Clinic, it is in the best interest of the County to have DPW take over the maintenance of the building.
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County Counsel has reviewed and approved the Agreement and Resolution as to form. The Contractor’s insurance has been approved by Risk Management.
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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.
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Approval of this Agreement contributes to the Shared Vision 2025 outcome of a Healthy Community by providing a clean, healthy environment in which to provide care to the patients of the County clinics. It is anticipated that 100% of all contracted clinics will be cleaned in accordance with Joint Commission and Infection Control Standards.
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Performance Measure:
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Measure
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FY 2009-10
Estimate
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FY 2010-11
Projected
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Percentage of clinics cleaned in accordance with Joint Commission and Infection Control Standards
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100%
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100%
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FISCAL IMPACT:
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The term of this Agreement is July 1, 2010 through June 30, 2013. The maximum fiscal obligation is $812,627. Funds in the amount of $235,026 are included in the SMMC tentatively Adopted FY 2010-11 Budget. Funds in the amount of $236,526 will be included in the SMMC FY 2011-12 Recommended Budget. Similar arrangements will be made for future years.
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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.
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